Integrating with Zapier

Connect Koalendar to 8,000+ apps with Zapier using our native integration—no code required. Automate tasks like posting to Slack, sending custom emails, adding rows to Google Sheets, and more!

🔧 In This Guide

1. ⚙️ Connect Koalendar to Zapier
2. ⚡️ Use Koalendar in a new Zap
3. 🧪 Test and Trigger the Zap
4. 🧩 Add an Action to Your Zap
5. 💡 Best Practices & Use Cases

1. ⚙️ Connect Koalendar to Zapier

1. Go to your Koalendar dashboard.
2. Click your profile icon in the top-right corner.
3. Select Integrations → Zapier and follow the prompts to authorize the integration.

Once connected, you’ll be able to start creating Zaps using Koalendar as your trigger app.

2. ⚡️ Use Koalendar in a new Zap

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

   

2. For the trigger app, search and select Koalendar

   

3. Select a Trigger event and click Continue

⚡ Available triggers

When creating a new Zap, you’ll have the following Koalendar triggers to choose from:

• New Booking – fires when someone books an event
• Booking Rescheduled – fires when a booking is rescheduled
• Booking Canceled – fires when a booking is canceled

These triggers allow you to automate follow-up actions like sending custom emails, updating CRMs, triggering Slack notifications, and much more.

4. Select which booking pages to apply this Zap to

🎯 Applying Zaps to specific booking pages

When setting up a Koalendar Zap trigger, you can choose which booking pages it applies to:

• Select one, multiple, or none.
• If you leave the selection empty (choose none), the Zap will apply to all booking pages in your account.

3. 🧪 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 data: invitee name, email, start time, location, etc.

   

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

4. 🧩 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!

5. 💡 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
• Add new bookings to your CRM (like HubSpot or Salesforce)