How to Use Zapier

how to use zapier

You want to be more efficient and productive, right? Of course you do. One of the best ways to accomplish that is to automate as many repetitive tasks as possible. That’s where Zapier comes in. Zapier is an automation tool that connects all your apps and does the grunt work for you. With just a few clicks, you can set up “zaps” that automatically pass info between apps, saving you hours of time and a whole lot of hassle. 

In this guide, we’ll walk you through everything you need to know to get started with Zapier. Whether you’re looking to build a business, improve your workflows, or just reclaim a few hours of your week, Zapier is a service you need in your toolkit. By the end of this, you’ll be automating with the best of them.

An Introduction to Zapier: What Is It and How Can It Help My Business?

Zapier is an automation tool that connects your apps and services to automatically handle tasks for you. It’s like a virtual assistant for your business that works 24/7 behind the scenes so you can focus on what really matters.

How Does Zapier Work?

Zapier lets you set up automated workflows called Zaps. A Zap monitors one app for a specific trigger event and then performs an action in another connected app. For example, you can create a Zap that monitors your email for new messages, and automatically adds any new contacts to your CRM. Or have a Zap that posts new blog entries on your WordPress site to Twitter and LinkedIn. The possibilities are endless!

Why Use Zapier?

Zapier saves you time by handling routine, repetitive tasks so you can be more productive. It also reduces human error from manual data entry and helps provide a better customer experience. Some other benefits of using Zapier include:

  • Connect your apps and services in minutes without code. Zapier has thousands of integrations to choose from.
  • Automate multi-step processes across apps. Do in seconds what would normally take hours of manual work.
  • Get notifications and updates across apps. Stay on top of important events and changes so you never miss anything.
  • Improve data quality and accuracy. Sync info between your apps to keep all your data up-to-date and consistent.
  • Customize your automations. Use filters, code snippets, and variables to make Zaps that suit your exact needs.

Give Zapier a try and take your business productivity to the next level! The basic plan is free to get started, so you have nothing to lose.

Also read: What is Zapier? And 5 things you can do with it!

How to Use Zapier: Step-by-Step Tutorial for Beginners 

Once you sign up for a free Zapier account, it’s time to build your first automation workflow, or “zap” as they call it. 

A zap connects two apps to automatically pass data between them. It has three main parts:

  • A trigger: This is the event that starts your zap, like receiving an email or adding a contact.
  • An action: This is what happens after your trigger event occurs, such as sending a Slack message or adding a task in Asana.
  • Filters (optional): You can add filters to limit your zap to only certain trigger events. For example, you might filter for emails from a specific sender.

Creating Your First Zap

  1. Choose a trigger app and event: Select an app from Zapier’s list of over 1000 connected apps. Then choose an event in that app to trigger your zap.
  2. Choose an action app and task: Next, select an app to perform an action, like sending an email or posting to Slack. Choose the specific action you want done.
  3. Set up filters (optional): You can narrow down your zap to only work for certain types of trigger events by adding filters. For example, filter for specific keywords or senders.
  4. Review and finish: Name your zap and then Zapier will show you a summary so you can check that the details are correct. Click “Finish” and your zap will be live!
  5. Test your zap: It’s a good idea to test your new zap to ensure it’s working properly. Just perform your chosen trigger action in the connected app to activate your zap. Check that your chosen action occurs in the other connected app. If not, you may need to check your settings.

Advanced Zapier Tips and Tricks for Automating Complex Workflows

Once you’ve got the hang of connecting basic apps and automating simple tasks in Zapier, it’s time to step up your game. Zapier has a ton of powerful features that enable you to build complex automation and turbocharge your productivity.

A few of the handiest advanced tools are:

1. Multi-step zaps: 

Don’t limit yourself to simple two-step zaps. You can add as many steps as you need to create an intricate workflow. For example, you might build a zap that detects a new email, creates a task in your project management app, adds a calendar event, logs the email in your CRM, and archives the email.

2. Filters & searches: 

Apply filters and search terms to control which items trigger your zap or are acted upon. For example, you could filter a Google Sheets zap to only run when a new row matches certain criteria. Or search for specific emails or files when a zap runs.

3. Code steps: 

For highly customized functionality, you can add code steps where you enter JavaScript, Python, or Zapier’s own scripting language called Zapier Script. This allows you to manipulate data, interact with external APIs, and more. You don’t need to be an expert coder to get started, as Zapier provides many sample scripts and resources to help you learn.

4. Multi-user & team functionality: 

If you have a team, Zapier has tools to share, edit, and manage zaps together. You can build zaps that interact with multiple user accounts, which is great for collaboration. Zapier also has a robust API that developers can use to build their own integrations.

The key to mastering Zapier is simply diving in and experimenting. Check out the Zapier community forums and Help Docs for guidance, tips and tricks from other users and the Zapier team. 


So now you’re a Zapier pro! You’ve learned how to build your own Zaps to automate tedious tasks and connect your favorite apps. The possibilities are endless. You can build Zaps to automatically add new email subscribers to your mailing list, send a Slack message when you get a new Trello card, or automatically save Gmail attachments to Dropbox. 

The time you’ll save by automating repetitive tasks will open you up to focus on the high-impact work that really matters. Zapier makes it easy for anyone to think like an app developer. 

NoCode University offers a beginner-friendly course to learn the basics of workflow automation using Zapier. Now go build some Zaps and make your life easier!


1. What is Zapier and how does it work?

Gmail, Slack, Mailchimp, and other of your favorite applications can be connected using Zapier, an online automation platform. It lets you automate operations between many applications without requiring developers to implement the integration or requiring coding knowledge. To increase productivity and efficiency, you can use Zapier to construct “Zaps,” which are automated processes that link your applications and services.

2. Can I use Zapier to automate tasks for my website-building course?

Yes, Zapier can be a valuable tool for automating tasks related to your website-building course. For example, you can use Zapier to automatically add new course sign-ups to your email marketing list, send automated reminders to students, or even create tasks in your project management tool whenever a new student enrols in your course.

3. What are some examples of Zaps that can be useful for website-building courses?

Some useful Zaps for website-building courses include:

  • Automatically adding new course sign-ups to a Google Sheets spreadsheet or a CRM tool.
  • Sending personalized welcome emails to new students using an email marketing platform like Mailchimp or SendGrid.
  • Notifying your team members via Slack whenever a student completes a module or achieves a milestone in the course.

4. Is Zapier easy to use, even for beginners?

Yes, Zapier is designed to be user-friendly and intuitive, making it accessible for beginners and experienced users alike. The platform offers a visual interface for creating Zaps, and its extensive library of pre-built Zaps and integrations makes it easy to get started with automating tasks without any prior coding knowledge.

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