What is Zapier?

Zapier is an online automation tool that connects your apps and services. You can connect two or more applications to automate repetitive tasks independently, without coding or relying on developers to build the integration.  The Hapana Zapier app allows you to trigger an action in another system based on specific triggers firing from Hapana. 

Important Notes

• Each zap (that's what we call these automated tasks) is tied to a specific location within Hapana. So if you have multiple Hapana Core locations, you'll need to set up separate zaps for each one.

• To avoid any mix-ups, we recommend naming your zaps and connections in Zapier to match the location you're linking to within Hapana. It just keeps everything nice and organized.

Hapana Zapier App 

In order to get started with a Zapier and Hapana connection you'll need to create an account with Zapier.
Once you're in, just request access to the Hapana app (for more information on how to set this connection up see step by step process, below.) 
 

Now, here's the fun part: deciding what “triggers” the actions in the other system.

Below is a list of options that can be set as a trigger.  Please note that you can further refine the trigger(s) based on optional data parameters (for example: refining the ‘New Package Purchase’ trigger based on the Package Name). 

Trigger Options

 

 

New Charge	Trigger a Zap on every successful payment charges
New Client	Trigger a Zap when a new client is added
New Lead	Trigger a Zap when a new lead is added
New Package Purchase	Trigger a Zap when a new package is purchased by a client
First Session Booking	Trigger a Zap when a client makes their first booking (at the time they complete the booking)
New Session Booking	Trigger a Zap upon every booking a client makes at the time of booking
Membership Suspension	Trigger a Zap when a membership is suspended
Membership Cancellation	Trigger a Zap when a membership is canceled
Client Check-In	Trigger a Zap upon every time attendance is marked on the schedule or a general check-in occurs (at the time the attendance is recorded)

In addition the app allows Actions (the opposite of triggers) to take place, in which an action initiates something occuring within Hapana. For example: “Add Client” - adds a new client to Hapana with a random password. 

 

General Overview of Process

1. Login to Hapana and location for linking to Zapier

2. Get access to the Hapana Zapier App 

3. Create a New Zap

4. Authorize Zapier on Hapana

5. Copy Zap Webhook URL and paste it into Hapana configuration

 

 

Detailed Process

Log into Hapana Core

1. Login to the Hapana site in which you would like to set up a Zap.  Remember that as a Zap is authorized and linked to a specific location in Hapana, you will need to ensure that you are logged into the location for your current Zap creation.
2. Once logged into your Hapana account, navigate to the Integrations page under Account Settings > Integrations.  This will be where you will come back to, to configure the Zap webhook URL(s) once you have authorized Hapana and Zapier to connect.

 

Get Access to the Hapana Zapier App

1. Create an Account at www.zapier.com or login to your current Zapier account
2. Click on the following link and accept the invite for the Hapana Zapier App:

Hapana Zapier App Invite

Authorize Zapier on Hapana

You can authorize Zapier to Hapana by creating a connection from the app settings, or by creating  a Zap which will automatically connect the two systems.

If you create a connection in the Hapana app, you will be prompted with “Do You Authorize Zapier to use your info?”.  Please select Yes to authorize the connection between your Hapana and Zapier Accounts. 

Create a New Zap

1. Login to Zapier

2. To get started, click Create Zap. This will launch the Trigger screen. 

 

 

3. Search for Hapana and select the latest Hapana app.  If you do not see the Hapana app, please make sure you have completed the steps above to authorize the connection between Hapana and Zapier. 

 

 

4. Once the latest version of the Hapana App has been selected, navigate to “Event Type” and press Continue.
    

 

5. Select the desired account via the Choose Account dropdown menu.  If one is not selected, you may be prompted to authorize.
    

6. If an account hasn't been successfully connected, select Connect a New Account. If you have multiple Hapana Core locations the process of connecting an account will need to be done for each location you wish to sync. We also recommend labeling your connected accounts to ensure the correct account is being used when creating new Zaps. (Further instructions on setting up multiple locations can be found later in this article)
    

7. Once the account has been validated, select the “Set up Trigger” option and enter all desired details. Then press continue.
    

               

8. Upon pressing continue you will be able to view a Test trigger screen containing the Webhook URL.
   
                    

 

9. Copy the Webhook URL and paste it into your Hapana Core account, via the steps below.
    

   1. Click Copy from the Zapier page displaying the webhook URL

   2. Go into Hapana and select Account Settings and then Integrations

   3. Click View Details on the Zapier Integration

   4. Copy the Webhook URL into the corresponding Trigger field

   5. Click Save
       

 

 

10. Go back to Zapier to complete the setup.  

11. You can test the trigger by clicking the ‘Test trigger’ button in Zapier. This will retrieve an example of recent data.  You can continue to test or select skip to move on.

12. Choose an App to Sync with and configure the “Actions”. Depending on the App you have chosen and the trigger, there will be different data endpoints that you will have the option to sync and automate.

13. Make A Zap! Finalize the creation of the Zap, publish and turn it on.

 

 

 

 

Adding Additional Locations with more Connections in Zapier

If you have multiple locations in Hapana, you will need to create additional connections in the Zapier app to authorize and connect these locations.  You can then use these connections in duplicate Zaps, to ensure that data flows from each of the Hapana accounts. 
 

In Hapana - make sure to login or switch to the location for which you are wanting to create the additional connection and authorize

In Zapier - go to My Apps and Custom integrations

• Select the Hapana app

• Select the Add connection button

• You will be prompted with “Do You Authorize Zapier to use your info?” and then select Yes

• The Hapana location will be authorized and a new connection will be added

• Immediately modify the name of the connection (select three dots and edit connection name) to include the name of the location you just authorized.  This will allow you to easily select this connection while setting up Zaps.
   

 

Example of choosing Account/Connection while setting up a Zap

1. Create a New Zap or copy a Zap
2. Configure that Zap to use the new connection you created for the new location.
3. Don’t forget to add the webhook into Hapana configuration for your new Zap.