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Setting up the Checkfront integration in Zapier

Learn how to connect your Zapier account to Checkfront, including details on the various triggers, actions, and information that are available to you with Zapier.

New to Zapier? You can read the first article in this series for an introduction to Zapier.

 

Accessing the features mentioned in this article


Where can I find this feature using the top menu?

Manage > Integrations > Productivity > Zapier

What more do I need to use this feature?

  • Access to a Zapier account. 
  • API information from your Zapier Integration settings within Checkfront.
  • Accepted our invitation to use Checkfront on Zapier from Add-on Set-up.

Which Checkfront version supports this feature - classic items, classic products, or both?

Your account must have access to classic items (Inventory > Items), a key feature of our classic items version of Checkfront, to use the inventory events offered with Zapier (New Item, Item Event, and Item Event).

While inventory events are unavailable for classic products (Inventory > Products), a key feature of our classic products version of Checkfront, you can make use of Zapier’s reporting events (New Booking, Booking Change) to connect with your accounting software, e.g., Quickbooks Online. → Learn more about products.

 

Zapier Integration Overview

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In this article, we explain how to connect your Zapier account to Checkfront and get you started with creating your first Zap with Zapier!

 

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Check out the Zapier Help Center to learn more about the various solutions offered by Zapier!

Options include automatically creating or updating a Google Sheet, emailing via Gmail, or sending a channel message through Slack.

In addition to creating a Zap from scratch, as explained below, you can create Zaps from templates. Try some popular ways to use the integration via the link below.

 

Creating your first Zap

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Create Zap

First, log in to your Zapier account.

Ensure you follow our invitation link to join Zapier from the Checkfront integration setup modal (Manage > Integration > Zapier), and then accept the invitation within Zapier. You can find the link to the invitation within the Add-on setup modal described in the first article in this series: Setting up Zapier in Checkfront.

Next, choose to Create a Zap from your Home page.

 

Choosing the Checkfront app

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Choose Checkfront

The first step of creating a zap is to specify a trigger for the action. Start by selecting the latest listing for the Checkfront app. 

 

Choosing a trigger event

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Choose Event

Next, choose the trigger event you would like to use. For example, you can have every new booking trigger an action. Currently, we support the following triggers.

Click continue to move to the next step once you have chosen an event.

 

 Feature In addition to the fields listed below, your custom Checkfront booking form fields are now available in Zapier!

 

Available Trigger Events

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Event Description Available Output Fields

New Booking

Triggers when a booking goes from a pre-booking status to locked in.
  • Booking Code: 'booking_code'
  • Booking Link: 'booking_link'
  • Booking Language: 'booking_language'
  • Old Status: 'old_status'
  • Old Status ID: 'old_status_id'
  • New Status: 'new_status'
  • New Status ID: 'new_status_id'
  • (Booking) Created Date: 'created_date'
  • (Booking) Start Date: 'start_date'
  • (Booking) Start Time: 'start_time'
  • (Booking) End Date: 'end_date'
  • (Booking) End Time: 'end_time'
  • (Booking) Subtotal: 'sub_total'
  • (Booking) Tax Total: 'tax_total'
  • (Booking) Tax Inclusive Total: 'tax_inclusive total'
  • Item Discount Total: 'item_discount_total'
  • Booking Discount Total: 'booking_discount_total'
  • Booking Discount Pretax: 'booking_discount_pretax'
  • (Booking) Total: 'total'
  • Balance Due: 'balance_due'
  • Paid Total: 'paid_total'
  • Booking Quantity: 'booking_quantity'
  • Items: 'items'
  • Item Data: 'item_data'
    • Name: 'name'
    • Quantity: 'qty'
    • Date: 'date'
    • Start Date: 'start_date'
    • End Date: 'end_date'
    • Time: 'time'
    • Total: 'total'
    • Sub-total: 'sub_total'
    • Tax Total: 'tax_total'
  • Customer Name: 'customer_name'
  • Customer Email: 'customer_email'
  • Customer Phone: 'customer_phone'
  • Customer Address: 'customer_address'
  • Customer City: 'customer_city'
  • Customer Region (Province, State): 'customer_region'
  • Customer Country: 'customer_country'
  • Customer Postal/Zip (Code): 'customer_postal_zip'
  • TID (Tracking ID): 'tid'
  • Note: 'note'

Booking Change

Triggers when a booking is changed.

 
  • Booking Code: 'booking_code'
  • Booking Link: 'booking_link'
  • Booking Language: 'booking_language'
  • Old Status: 'old_status'
  • Old Status ID: 'old_status_id'
  • New Status: 'new_status'
  • New Status ID: 'new_status_id'
  • (Booking) Created Date: 'created_date'
  • (Booking) Start Date: 'start_date'
  • (Booking) Start Time: 'start_time'
  • (Booking) End Date: 'end_date'
  • (Booking) End Time: 'end_time'
  • (Booking) Subtotal: 'sub_total'
  • (Booking) Tax Total: 'tax_total'
  • (Booking) Tax Inclusive Total: 'tax_inclusive total'
  • Booking Discount Total: 'booking_discount_total'
  • Booking Discount Pretax: 'booking_discount_pretax'
  • (Booking) Total: 'total'
  • Balance Due: 'balance_due'
  • Paid Total: 'paid_total'
  • Booking Quantity: 'booking_quantity'
  • Items: 'items'
  • Item Data: 'item_data'
    • Name: 'name'
    • Quantity: 'qty'
    • Date: 'date'
    • Start Date: 'start_date'
    • End Date: 'end_date'
    • Time: 'time'
    • Total: 'total'
    • Subtotal: 'sub_total'
    • Tax Total: 'tax_total'
  • Customer Name: 'customer_name'
  • Customer Email: 'customer_email'
  • Customer Phone: 'customer_phone'
  • Customer Address: 'customer_address'
  • Customer City: 'customer_city'
  • Customer Region (Province, State): 'customer_region'
  • Customer Country: 'customer_country'
  • Customer Postal/Zip (Code): 'customer_postal_zip'
  • TID (Tracking ID): 'tid'
  • Note: 'note'

New Item

Triggers when an item is created.
  • Item ID: 'item_id'
  • Item Name: 'item_name'
  • Summary: 'summary'
  • Category Name: 'category_name'

Item Change

Triggers if an item is created or has been updated.
  • Item ID: 'item_id'
  • Item Name: 'item_name'
  • Summary: 'summary'
  • Category Name: 'category_name'

Item Event Change

Triggers when an item event has been created or one has been updated.
  • (Item Event) ID: 'id'
  • (Item Event) Name: 'name'
  • (Item Event) Start Date: 'start_date'
  • (Item Event) End Date: 'end_date'
  • (Item Event) Status: 'status'
  • (Item Event) Type: 'type'

 

Connecting your Checkfront account

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Choose Account

After selecting our app and the desired trigger event, you must choose the Checkfront account you want to connect to Zapier. 

As part of this step, you must allow Zapier to access your Checkfront account. Click +Connect a New Account to initiate the process.

 

Authorize Zapier

Remember the information we had you save from the Checkfront integration step (see the first article in this series)? We now need you to enter that information in the corresponding Zapier fields - Checkfront URL, API Key, and API Secret, then click Yes, Continue to have the information validated.

If your connection is successful, you are presented with the next step towards creating your Zap!

 

Testing your trigger

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Test Trigger

Click Test trigger to test your connection to Checkfront. You should be taken automatically to the next step if the test is successful, where you can view the example retrieved.

From there, you can Continue to the next step, where you choose the second app you want to work with.

 

Choosing an app and action event

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Choose Other App

You can now choose the second application in the workflow. What you choose depends on your goal for this integration, for example, you may choose to work with Google Sheets.

 

Choose Event

Once you have selected the app, you can choose from the available action events, for example, Create Spreadsheet Row.

The remaining steps (choosing an account and setting up an action) vary widely depending on the app and events you choose but involve providing access to the application and mapping output fields from Checkfront to your selected application.

Next, we explain what Checkfront information is available for action events and provide an example of a use case using one of the available trigger and action combinations.

 

Available Output Fields

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Each action event has one thing in common, the Checkfront output fields available for use within Zapier. These equate to select booking details and stock booking form fields (Manage > Layout > Booking Form) within Checkfront. Which fields are available depends on the trigger selected.

 

 Feature In addition to the fields listed below, your custom Checkfront booking form fields are now available in Zapier!

 

Output Fields in Zapier Corresponding Checkfront Data/Fields Available for the following Triggers Examples/Fixed Responses
Balance Due
(balance_due)		 Amount Due
  • New Booking
  • Booking Change
  250.0000

Booking Code
(booking_code)

Booking ID
  • New Booking
  • Booking Change

 

 BKKZ-110719

Booking Discount Total
(booking_discount_total)

Total of Booking Discounts
  • New Booking
  • Booking Change
 10.0000

Booking Discount Pretax
(booking_discount_pretax)

Total of Pretax Booking Discounts
  • New Booking
  • Booking Change
 10.0000
Booking Language
(booking_language)
 Language
  • New Booking
  • Booking Change
 en

Booking Link
(booking_link)

Booking URL
  • New Booking
  • Booking Change
 https://test.checkfront.com/booking/ABCD-12345

Booking Quantity
(booking_quantity)

Quantity
  • New Booking
  • Booking Change
 1

Category Name
(category_name)

 Category  
  • New Item
  • Item Change
 Day Tours

Created Date
(created_date)

 Created Date
  • New Booking
  • Booking Change
 8/20/2019 11:16:58

Customer Address
(customer_address)

 Address  
  • New Booking
  • Booking Change
 123 Main Street

Customer City
(customer_city)

 City  
  • New Booking
  • Booking Change
 Smallville

Customer Country
(customer_country)

 Country
  • New Booking
  • Booking Change
 		 USA

Customer Email
(customer_email)

 E-mail  
  • New Booking
  • Booking Change
 John.Smith@email.com

Customer Name
(customer_name)

 Name  
  • New Booking
  • Booking Change
 John Smith

Customer Phone
(customer_phone)

 Phone  
  • New Booking
  • Booking Change
 123-456-7890

Customer Postal/Zip
(customer_postal_zip)

 Postal/Zip
  • New Booking
  • Booking Change
 90120

End Date
(end_date)

Item Event End Date

  
  • Item Event Change

20191231

End Date
(end_date)

Booking End Date
  • New Booking
  • Booking Change

20191231  

End Time
(end_time)

Booking End Time
  • New Booking
  • Booking Change

08:00

  • Only used if the booking is time/timeslot allocated

ID
(id)

Item Event ID

  
  • Item Event Change

2

Item Data
(item_date)

- name
- qty
- date
- start_date
- end_date
- time
- total
- sub-total
- tax-total

Various Item Data fields
  • New Booking
  • Booking Change

1:

name: Mountain Bikes
qty: 1
date: Wed Jun 10, 2020 @ 06:00 AM - thu Jun 11, 2020 @ 07:00 AM
start_date: 2020-06-10TO6:00-07:00
end_date: 2020-06-11TO7:00:00-0:700
total: 275.00
sub-total: 250.00
tax-total: 25.00

Item Discount Total
(item_discount_total)

 
  • New Item
  • Item Change

10.0000

Item ID
(item_id)

Item ID
  • New Item
  • Item Change

7

Item Name
(item_name)

 Item Name
  • New Item
  • Item Change
 Skydiving

Items
(items)

 Item Names
  • New Booking
  • Booking Change
 Skydiving Tour, Bungee Jump, Ice Cream Tasting

Name
(name)

 Item Event Name  
  • Item Event Change
 End-of-Summer discount

New Status
(new_status)

 New Status
  • New Booking
  • Booking Change
 Paid

New Status ID
(new_status_id)

 New Status ID  
  • New Booking
  • Booking Change
 PAID

Note
(note)

 Booking Note

 

  • Item Event Change
  • Item Event Deleted
 Peanut allergy.

Old Status
(old_status)

  Old Status
  • New Booking
  • Booking Change
 Pre-booking

Old Status ID
(old_status_id)

Old Status ID  
  • New Booking
  • Booking Change
 PRE

Paid Total
(paid_total)

 Amount Paid  
  • New Booking
  • Booking Change
 275.00

Sub Total
(sub-total)

 Sub-Total
  • New Booking
  • Booking Change
 250.0000

Summary
(summary)

 Summary
  • New Item
  • Item Change
 Cross this off your bucket list and join us for a day of thrills!

Status
(status)

Item Event Status
  • Item Event Change

Fixed responses...

  • A (Available)
  • U (Unavailable)

Start Date
(start_date)

Item Event Start Date

  
  • Item Event Change

20190819

Start Date
(start_date)

Booking Start Date

  
  • New Booking
  • Booking Change

20190819

Start Time
(start_time)

Booking Start Time
  • New Booking
  • Booking Change

07:00

  • Only used if the booking is time/timeslot allocated

 

Tax Total
(tax_total)

Taxes
  • New Booking
  • Booking Change

25.0000

Tax Inclusive Total
(tax_inclusive_total)

Total of Inclusive Taxes
  • New Booking
  • Booking Change

14.0000

TID
(tid)

Tracking ID
  • New Booking
  • Booking Change

Customer parameter that can be added to the Booking Page URL or a Booking Widget integration.

Total
(total)

Total

  
  • New Booking
  • Booking Change

126.00

  • Total Owing

Type
(type)

Event Type
  • Item Event Change

Fixed responses...

  • SP (Special)
  • SE (Seasonal)

 

Use Case: New Booking Updates Google Sheet

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Google Sheets Use Case

While many triggers and actions are available within Zapier, a common use case is to update a Google sheet with booking details when a new booking occurs. Building on our instructions above, here is how you would configure this action.

 

(1) Configure the trigger.

  1. Choose to create a new booking in Checkfront.
  2. Connect your Checkfront account to Zapier.
  3. Test the connection.

(2) Configure the action.

  1. Choose the app you want to act on. In this case, it is Google Sheets.
  2. Next, choose an action event. Select Create Spreadsheet Row to add a new row to a designated spreadsheet when the new booking is created.
  3. Choose your Google Sheets account that houses the spreadsheet, specifying the Drive (optional), Spreadsheet, and Worksheet so that Zapier knows what to update and where.
  4. Next, map your sheet columns to the available Checkfront output fields. 
  5. Test adding a row to your spreadsheet.
  6. Finally, turn on your Zap, and you are ready to go!

 

 

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