What is Zapier?
Zapier is an online tool that automates your workflow by connecting your favorite apps. You don’t have to code or hire developers to build complex integrations anymore because Zapier can automate repetitive tasks.
Why ActiveCollab + Zapier?
ActiveCollab is integrated with Zapier, meaning you can integrate ActiveCollab with other apps you use and automate your workflow. When something happens in one app, an event can be triggered in ActiveCollab and vice versa.
For example, you have to arrange a meeting. First, you need to add an event to Google Calendar. Then, you need to create a task in ActiveCollab so you can track the time for the meeting (and later bill your client). Instead of creating the event in Google Calendar and then manually creating the task in ActiveCollab, you can connect ActiveCollab with Google Calendar using Zapier. You do this by defining customizable actions in Zapier (aka. zaps), like When there's a new event in Google Calendar, then create a task in ActiveCollab.
How to Connect Zapier and ActiveCollab
- Create a Zapier account
- In your Zapier account, connect accounts of apps you use
- Create a zap
- Define trigger condition
- Define customizable action
- Chain multiple zaps together
- Test
Triggers (when any of these things happen, an action can happen in another app) that ActiveCollab supports:
- A new project/task/task list is created
- A new comment/time record is added
- A task is completed/moved to another task list
Actions (happening in ActiveCollab connected to activities in other apps) that ActiveCollab supports:
- Create a project/task/company/time record/discussion
- Add a new comment in the selected task/discussion
- Complete a task/project
- Invite a new user to a project
Tip: You can also connect ActiveCollab with ActiveCollab. For example, when a new project is created, invite a user to the project.
Examples of Zapier and ActiveCollab Integration
- Bug catching: When a customer finds a bug and fills out a form using Google Forms, create a task in ActiveCollab for developers to work on.
- Reporting: Gather data from various apps and record them into a Google spreadsheet. Then, you can use one master data source instead of searching for information in multiple apps. You can also integrate ActiveCollab with your G-Drive and keep all the information connected!
- Sales lead: When a potential client fills out a lead generation form, create a new task in the "New Leads" task list; then, automatically email them asking for more information; when they fill it out, move the task to the "Ready to Contact" task list (which your sales agent go through).
- Presentation schedule: When a customer requests a presentation in YouCanBookMe, create a task, email the assignee, and add an event to a calendar.
- Saving chat transcripts: When a LiveChat is finished, save the transcript as a task for archive purposes.
- Managing job applications: When a job applicant fills out a form, a task is created in the HR project with their name as the task name, a cover letter as the task's description, and a link to their CV. Then, when you move the task to the "Interview" task list, send an email asking them if they’re available; if you move them to the "Rejection" task list, automatically send a rejection letter.
- Tracking work progress: Post a message in Slack when someone completes a task. With Zapier, you can precisely control what kind of notifications you want to receive in Slack.
- File management: When a new task is created with attachments, save them in a special folder in Dropbox.
- GitHub issue management: When someone raises an issue in GitHub, create a task in ActiveCollab; when it’s completed, close the issue.
- Project management: When a new folder is added to a Dropbox folder from a client or a new note is added to Evernote, create a new project or task.
- Time logging: Create a time record in ActiveCollab or add a time log in Harvest whenever you email a client.
- Client management: When there's a new company in Pipedrive or some other CRM, create a new company in ActiveCollab and issue them an invoice.
- Customer support: Create a task when there's a new ticket in help desk software such as Zendesk or Helpscout.
ActiveCollab has some built-in integrations that let you automate the essential stuff. These add-ons are free and don't have any limit on how many times you can use them:
- Email integration: create projects and tasks by sending an email. Your clients can also create discussions by emailing the project's address. This way, they don't need to open ActiveCollab.
- Invoice reminders: ActiveCollab can send overdue reminders for unpaid invoices.
Explore all the apps ActiveCollab integrates with and connect your favorite tools for an impeccable workflow!
