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Overview
You can now automate workflows using Zapier to trigger actions when a new session booking is made in Hapana. This guide walks you through setting up your initial Zap, connecting to the correct location, configuring the trigger, and passing data into apps like Google Sheets.
Prerequisites
- A Zapier account with access to the Hapana app
- Access to your Hapana Core account
- Permissions to manage Account Settings > Integrations
- An existing Zapier connection to your specific Hapana location [ADD LINK]
Step 1 – Create a New Zap in Zapier
- Log into Zapier
- Click + Create Zap
Step 2 – Select Hapana and Configure the Trigger
- Search for and select Hapana (2.0.1) as the app
- For the trigger event, choose New Session Booking
- Click Continue
Tip: You can refine your trigger using filters like Session Name, Instructor, or Location, or leave them blank to capture all bookings.
Step 3 – Connect to Your Hapana Core Location
- Under Choose Account, select the Hapana location you wish to link
- If no account is connected yet:
- Click + Connect a New Account
- Authorize the connection
- Rename the account to match your location for easy management
Step 4 – Copy the Webhook URL
- Zapier will generate a Webhook URL
- Click Copy
Step 5 – Paste the Webhook in Hapana
- In Core, navigate to Account Settings > Integrations
- Click View Details under the Zapier Integration
- Paste the Webhook URL into the corresponding Trigger field
- Click Save
Step 6 – Test the Trigger
- Back in Zapier, click Test Trigger
- Zapier will look for a recent session booking to validate the setup
Tip: Make a test booking in Core beforehand if no bookings exist yet.
Step 7 – Set Up an Action (e.g., Google Sheets)
- Choose an Action App (e.g., Google Sheets)
- Select the desired spreadsheet and worksheet
- Map fields from the Hapana trigger (e.g., client name, session, instructor)
Tip: You can send this data to a CRM, email tool, Slack, or any Zapier-supported app.
Step 8 – Publish and Go Live
- Click Publish Zap
- Test the integration by making a real booking in Hapana and reviewing the data in your target app
Expected Outcome
Every time a session is booked in Hapana, your connected Zap will automatically run sending session data to a spreadsheet, notifying staff, or triggering follow-up actions in your system of choice.
FAQs
Q: Can I use this for multiple locations?
A: Yes, but you must create separate Zaps and webhook connections for each location.
Q: Can I filter bookings for specific classes or instructors?
A: Absolutely. Use the optional filters in the Zap setup to refine based on Session Name, Instructor, or other fields.
Q: What if the Zap doesn’t trigger?
A: Confirm that:
- The Webhook URL is correctly pasted in Core
- The Zap is turned ON
- A new booking has occurred in the linked location
Need help? Reach out to our support team via [email protected]
