8xpand Zapier integrationAutomate 8xpand with Zapier.
The 8xpand Zapier integration moves employee records in and out of your HR suite. Zapier lists 1 trigger, 1 action and 0 searches for it: one event to react when someone is added, one step to add someone yourself from another tool.
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What the 8xpand Zapier integration is for
In short, it links 8xpand, an HR suite that covers payroll, attendance, work documents and recruitment, to the other tools your team uses. Zapier watches 8xpand for new employees and can also create an employee there when something happens elsewhere, so nobody keys the same person in twice.
Three outcomes cover most needs. An onboarding checklist that opens itself: New Employee spots the hire and a card appears in the tracker your office manager follows. Accepted candidates that land in payroll: when an offer is signed in your recruiting tool, Create Employee adds the person to 8xpand with a name, an NRIC and a hire date. A welcome message on day one: a new employee in 8xpand posts a short note in the team channel.
Now the gaps. Zapier sees new employees only: there is no trigger for an update, a departure or a payslip. It cannot edit or delete a record either, and with no search it cannot check whether a person already exists before creating them. The trigger also works by polling, so the reaction is never instant: it waits for the next check of your plan.
If you are comparing platforms, the Make vs Zapier comparison lays out the criteria, and the Zapier review covers the tool as a whole.
Zapier vocabulary, without the jargon
Seven words keep coming back below. Read them once here and the rest of the page follows.
- Zap
- An automation built in Zapier: one trigger, followed by one or more actions that run every time the trigger event happens.
- Trigger
- The event in an app that starts the Zap. On 8xpand, it is a new employee being added. Once the Zap is on, Zapier waits for it.
- Action
- What the Zap does after it starts: it writes, sends or moves something for you, such as creating an employee in 8xpand.
- Task
- The unit Zapier bills: one action that completes successfully. The count on your plan is a count of those.
- Polling vs instant
- Polling means Zapier checks the app on a timer for new items. Instant means the app calls Zapier itself the moment the event happens.
- Filter
- A step that lets the Zap carry on only when the incoming item meets a condition you choose, and stops it otherwise.
- Connection
- Your 8xpand account linked to Zapier once, then reused by every step that reads from or writes to 8xpand.
What an 8xpand Zap really costs
8xpand is not a premium app, so it runs on the free plan. You pay in tasks, and only for actions that succeed.
- Free plan100 tasks a month, unlimited Zaps
- Free plan shapeOne trigger and one action, no more
- Premium appNo, works on the free plan
- Trigger typePolling, checked on the plan interval
Watching 8xpand for new employees costs nothing, however often Zapier checks. Each successful action counts as one task: one employee created, one card added, one message posted. A failed action is not counted. The free plan offers 100 tasks a month and unlimited Zaps, but only two steps each. A filter, a second action or a search turns the Zap into a multi-step one, which needs a paid plan. The plan also sets how often the polling trigger is checked.
Connect 8xpand to Zapier in three steps
- 01
Start from the Apps page
Open the Apps page of your Zapier account and click + Add connection. A dialog appears with a search box listing every app Zapier supports, 8xpand included.
- 02
Find 8xpand
Search for 8xpand, pick it, then click Add connection. A new tab opens where you sign in to 8xpand with the account that manages your employee records.
- 03
Allow access
Grant Zapier access to that account. The connection is saved once and reused by every Zap that touches 8xpand. If the records belong to someone else, you need read or write access to them.
Your first Zap: every new hire gets a laptop request
GoalEach new employee added in 8xpand opens a ticket for the IT team, then a note goes out in the team channel.
- 01
Set the trigger
Create a Zap, pick 8xpand and the
New Employeeevent, then choose your connection. Zapier will check 8xpand on the interval of your plan. - 02
Test with a real hire
Run the trigger test. Zapier pulls the three most recent employees of the connected account, so you map fields using an actual record rather than a blank sample.
- 03
Open the IT ticket
Add your helpdesk as the first action and map the employee details from 8xpand into the ticket, so IT knows who needs a laptop and accounts.
- 04
Post in the team channel
Add a second action that posts a short welcome in the team chat. Two actions make the Zap multi-step, so it needs a paid plan.
- 05
Test and publish
Test each action once, check the ticket and the message actually appeared, then click Publish to turn the Zap on for good.
The 8xpand trigger
1 event starts a Zap when something happens in 8xpand. Zapier checks for them at the interval your plan allows.
New Employee
Polling triggerIn Zapier“Triggers when there's a new employee created in i2payslip.”
Starts your Zap each time a person is added to 8xpand as an employee, so the rest of your tools can hear about the hire without anyone copying details across. It only reacts to new records: an employee whose details change later does not set it off again.
The 8xpand action
8xpand gives you 1 action. For each one: what it does for you, when to reach for it, and what to watch out for.
Create Employee
ActionIn Zapier“Creates a Employee”
Adds a new person to your 8xpand employee records from data held in another app, which saves HR from typing it in twice.
When an 8xpand Zap breaks
Zapier attaches no help article to 8xpand, so the cases below are the general ones. They apply to an HR Zap as much as any other.
Four situations explain most surprises with this integration. One is about history, one about loops, one about volume, one about duplicates. When something looks off, the Zapier troubleshooting guide takes you through the checks.
The existing team is never sent
A Zap only sees what happens after you switch it on. Employees created in 8xpand before that day stay out of it, and moving them is a separate job.New Employee feeding Create Employee
A Zap that creates an employee in 8xpand from its own New Employee trigger writes where it watches. It fires again and again and burns through your tasks.A bulk import gets held back
After a migration or a mass import into 8xpand, the trigger can suddenly return a huge batch. Zapier's flood protection may then hold it back.Each hire counts once
On a polling trigger, Zapier remembers the items it has already seen, so the same employee does not start the Zap twice on a later check.
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