Overview

Zapier is a powerful automation platform that connects your apps and services, allowing you to automate repetitive tasks without code. The Hapana Zapier App lets you trigger actions in other systems based on events that occur in your Hapana Core account (e.g., a new client added, a package purchased, or a client check-in).

This guide walks you through connecting Zapier to Hapana, creating your first Zap, and handling multiple locations with ease.

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Prerequisites

• A Zapier account
• Access to your Hapana Core location
• Authorization to manage Account Settings > Integrations

Tip: Each Zap is tied to a specific Hapana location. If you manage multiple locations, you must create separate Zaps for each.

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Step 1 – Log in to the Correct Hapana Location

1. Log into the Hapana Core location where you want to sync data.
2. Go to Account Settings > Integrations—you’ll come back here later to connect the webhook.

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Step 2 – Get Access to the Hapana Zapier App

1. Go to www.zapier.com and sign in or create an account.
2. Accept the Hapana Zapier App invite.

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Step 3 – Create a New Zap

1. In Zapier, click + Create Zap

   

2. In the Trigger step, search for Hapana

3. Select the latest version (2.0.1)

   

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Step 4 – Choose Your Trigger

1. Select a trigger event (e.g., New Client, New Package Purchase, Client Check-In)

   

2. Choose your connected Hapana account

   • If none appears, click Connect a new account
   • Authorize access when prompted

   

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Step 5 – Set Up the Trigger

1. Leave fields blank unless your trigger requires filtering
2. Click Continue

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Step 6 – Copy the Webhook URL

1. On the Test Trigger screen, Zapier will show a Webhook URL
2. Click Copy

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Step 7 – Paste Webhook URL in Hapana

1. In Core, return to Account Settings > Integrations
2. Click View Details under the Zapier integration
3. Paste your Webhook URL into the matching Trigger field
4. Click Save

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Step 8 – Finalize and Test the Zap

1. In Zapier, click Test Trigger to verify the setup
2. Choose an App and Action to sync with (e.g., Google Sheets, Slack, Gmail)
3. Configure the Action based on your workflow
4. Click Publish Zap to go live

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Trigger Options

You can choose from a variety of real-time Hapana triggers:

• New Client
• New Lead
• New Package Purchase
• New Charge (payment)
• First Session Booking
• New Session Booking
• Client Check-In
• Membership Suspension
• Membership Cancellation

Tip: Triggers like “New Package Purchase” can be filtered based on package name or type.

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Step 9 – Add Multiple Locations (Optional)

If you operate multiple Hapana locations:

1. Log into the next location in Core
2. In Zapier, go to My Apps
3. Click + Add Connection and authorize access for that location
4. Rename the connection for clarity (e.g., “Hapana (2.0.1) – Downtown Studio”)

Tip: Create separate Zaps for each location and label clearly to avoid confusion.

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Expected Outcome

Once configured, your Zap will trigger automated actions (emails, Slack alerts, data syncing, etc.) based on real-time events in Hapana. You'll eliminate manual admin tasks and streamline operations across all locations.

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FAQs

Q: Can I use one Zap for multiple locations?

A: No. Each Zap is location-specific. You’ll need to create and authorize separate Zaps for each Hapana location.

Q: Do I need to authorize Hapana every time?

A: Only for each new location connection. Once authorized, it stays active in your Zapier account.

Q: What if I don’t see the Hapana app in Zapier?

A: Make sure you’ve accepted the Hapana Zapier App invite and are using the latest version.

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Need help? Reach out to our support team via [email protected]