Integrating with Zapier

Connect Koalendar to 3,000+ apps with Zapier using webhook triggers—no code required. Automate tasks like posting to Slack, sending custom emails, adding rows to Google Sheets, and more!

🔧 In This Guide

1. ⚙️ Set Up a Zapier Automation (“Zap”)
2. 📋 Copy Your Zapier Webhook URL
3. ↪️ Add Webhook to Your Booking Page
4. 🧪 Test and Trigger the Zap
5. 🧩 Add an Action to Your Zap
6. 💡 Best Practices & Use Cases

1. ⚙️ Set Up a Zapier Automation (“Zap”)

1. Log in to Zapier and click “Create Zap” or “Make a Zap”

   

2. For the trigger app, search and select Webhooks by Zapier

   

3. Choose Catch Hook and click Continue

   

2. 📋 Copy Your Zapier Webhook URL

Zapier will generate a unique Webhook URL like: https://hooks.zapier.com/hooks/catch/...

Copy it—we'll use it in the next step.

3. ↪️ Add Webhook to Your Booking Page

1. Open the Booking Page Editor in Koalendar
2. Scroll to the Additional Options section, and click "Show advanced configuration"
3. Locate "Webhook" and turn it on

4. Paste the URL into the webhook field and click Save

   

📌 Each time someone books an appointment, Koalendar will send booking details to Zapier.

4. 🧪 Test and Trigger the Zap

1. Open your booking link and make a test booking
2. In Zapier, click Test trigger

3. Zapier will detect the webhook data: invitee name, email, start time, location, etc.

   

✅ Once Zapier receives the data, it’s ready to use.

5. 🧩 Add an Action to Your Zap

1. Click Continue in Zapier
2. Choose an Action app (e.g., Gmail, Slack, Google Sheets, Airtable)
3. Map the data fields from the webhook (like “Invitee Name”) into the action fields
4. Configure, test, and Enable your Zap

🎉 Your Zap is now active and will run automatically on each booking!

6. 💡 Best Practices & Use Cases

• 🧪 Use filters in Zapier: Only trigger certain actions based on event type, specific answers, or meeting duration
• 📘 What data is sent: Learn more about what Koalendar sends to Zapier in our Webhook Integration Guide →

🔄 Common Use Cases

• 📨 Send personalized Slack or Microsoft Teams messages when someone books
• 📊 Add rows to Google Sheets or Airtable to build booking reports or dashboards
• 📧 Send welcome or confirmation emails using Gmail, SendGrid, or Mailchimp