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Academy by Coassemble Zapier integrationAutomate Academy by Coassemble with Zapier.

The Academy by Coassemble Zapier integration gives you 7 triggers, 8 actions and 3 searches. Three triggers are instant, four are checked on a timer. Below: what each one does, what it costs on your plan, and where a Zap tends to break.

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Overview

What the Academy by Coassemble Zapier integration actually does

It links your Academy by Coassemble workspace, the course platform, to the other tools you run. A Zap (one automation: a trigger, then one or more actions that run every time) either watches for an event in Academy, like a course completed, or writes into Academy for you, like a new user or an enrollment. No code, no spreadsheet export to babysit.

A follow-up course that books itself. When a learner finishes a course, Course Completed fires and Create Enrollment signs them up for the next level. Useful for a customer-success team that runs a product track in several stages.

Access that follows your HR roster. A new hire appears in another tool, Create User opens the Academy account. Someone leaves, Deactivate User closes their access.

A whole cohort in one move. Enroll Multiple Users puts a list of people into groups or courses in a single step, instead of one action per person.

What Zapier does not do here: no action edits or deletes a course, a group or a folder, and no trigger reacts to a course being changed. A Zap also never looks back, so learners who finished before you switched it on stay untouched, and you would need a separate job to bring them in. Weighing other platforms? The Make vs Zapier comparison sets out the trade-offs.

Vocabulary

Zapier vocabulary in one minute

Eight words carry the whole page. Each one is used exactly as below from here on.

Zap
One automation on Zapier: a single trigger, then one or more actions that run every time that trigger event happens.
Trigger
The event in an app that starts the Zap, such as a new enrollment in Academy. Once the Zap is on, Zapier waits for it.
Action
What the Zap does after it starts: the step that creates, sends or moves something for you, like a new user.
Task
The unit Zapier bills: one action your Zap completes successfully. The monthly count on your plan is a count of those.
Polling vs instant
Polling: Zapier checks the app on a timer for anything new. Instant: the app calls Zapier itself the moment the event happens.
Filter
A step that lets the Zap carry on only when what arrived meets the condition you set, and stops it otherwise.
Search step
A step that looks up something already in an app, a course or a user, so the steps after it can use what it found.
Connection
Your Academy account linked to Zapier once, then reused by every step of every Zap that touches Academy.
Cost

What it really costs

The trigger is free. Zapier bills tasks, and a task is one action that went through.

  • Premium appNo, works on the free plan
  • Free plan100 tasks a month
  • Steps on the free plan2: one trigger, one action
  • Instant triggers3 of 7

Checking Academy for new courses or users costs nothing, however often it runs. Each action that succeeds counts once, so a three-action Zap uses three times what a one-action Zap does. A failed action is not counted. Academy by Coassemble is not a premium app, so it runs on the free plan: 100 tasks a month, unlimited Zaps, polling every 15 minutes. The catch: the free plan stops at two steps, one trigger and one action. Add a filter or a search and the Zap turns multi-step, which needs a paid plan.

Connect

Connect Academy by Coassemble to Zapier

  1. 01

    Open the Apps page

    In your Zapier account, go to Apps and click + Add connection. You only do this once: the connection is then offered in every Zap step that uses Academy.

  2. 02

    Pick Academy by Coassemble

    Type Academy by Coassemble in the search box of the dialog, select it, then click Add connection. A new tab opens on the Academy side so you can sign in there.

  3. 03

    Sign in and grant access

    Sign in to Academy by Coassemble in that tab and grant Zapier access to the account. You need an account on the app, plus read or write access to anything you do not own yourself and want the Zap to touch.

First Zap

Your first Zap: book the next course on completion

GoalEach time a learner completes a course, find the follow-up course and enroll them in it.

  1. 01

    Pick the trigger

    Start a new Zap, choose Academy by Coassemble as the app that starts it and Course Completed as the event, then your connection. It is instant, so the editor shows a lightning bolt.

  2. 02

    Test on a real completion

    Run the trigger test. Zapier brings back the three most recent items of your account, so you map the next steps from a real completion rather than a guess.

  3. 03

    Look up the follow-up course

    Add Find Course as the second step and point it at the course that comes next. That search step makes the Zap multi-step, so this one needs a paid plan.

  4. 04

    Enroll the learner

    Add Create Enrollment, map the learner from the trigger into the required User field, and the course found in step two. Test the step and read what came back.

  5. 05

    Publish

    Click Publish to switch it on. Only completions that happen after that moment set it off; earlier ones are not replayed.

Triggers

The 7 Academy by Coassemble triggers

7 events start a Zap when something happens in Academy by Coassemble, and 3 of them are instant: the app calls Zapier straight away, whatever your plan.

1

New Course

Polling trigger

In Zapier“Triggers when a new course is created.”

Every course someone builds in your workspace becomes a starting point for a Zap. Zapier spots the new course and hands it to the next steps, ready to announce or record somewhere else.

How it fires
Zapier goes and looks at regular intervals, and how often depends on your plan: every 15 minutes on the free one.
When to use it
your team publishes courses often and sales or support staff should hear about each new one without opening the platform.
Watch out
it reacts to creation only, so courses that existed before the Zap went live never come through.
2

New Folder

Polling trigger

In Zapier“Triggers when a new folder is added.”

Folders are where Academy keeps its courses, and this trigger notices each one that gets added to your workspace.

How it fires
Zapier goes and looks at regular intervals, and how often depends on your plan: every 15 minutes on the free one.
When to use it
each department or client gets its own folder, and a matching project, list or channel should be set up in another tool soon after.
Watch out
folders created in bulk come back as one large batch, and Zapier's flood protection can hold such a batch back.
3

New Enrollment

Instant trigger

In Zapier“Triggers when a new enrollment is added.”

As soon as a learner is signed up for a course or a group, this trigger passes the enrollment on. It is the quickest way to react to a sign-up, and Zapier features it for this app.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
a welcome email or a calendar invite should reach the learner right after enrollment, even on the free plan.
Watch out
if the same Zap also creates enrollments in Academy, it sets itself off again and again and burns through tasks.
4

New Group

Polling trigger

In Zapier“Triggers when a new group is added.”

Groups gather learners inside a course, and this trigger picks up each new one created in your workspace.

How it fires
Zapier goes and looks at regular intervals, and how often depends on your plan: every 15 minutes on the free one.
When to use it
a group stands for a cohort or a client account, and its arrival should open a matching record in your CRM.
Watch out
Zapier remembers which groups it has already seen, so a group never starts the Zap twice; only groups created after it went live come through.
5

New User

Polling trigger

In Zapier“Triggers when a new user is added.”

Anyone added to your Academy workspace shows up here, whether they arrived by invitation or through another Zap.

How it fires
Zapier goes and looks at regular intervals, and how often depends on your plan: every 15 minutes on the free one.
When to use it
every new learner should land on a mailing list or in the spreadsheet a training manager keeps.
Watch out
a Zap that listens to New User and also runs Create User in Academy feeds itself, and the loop eats your task count fast.
6

Module Completed

Instant trigger

In Zapier“Triggers when a student completes a module.”

Finer-grained than a whole course: this trigger fires each time a student finishes a single module, so you can follow progress step by step.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
nudge a learner halfway through a course, or let a manager know about progress before the course is over.
Watch out
a course with many modules fires it many times per learner, and every action behind it counts as a task.
7

Course Completed

Instant trigger

In Zapier“Triggers when a student completes a course.”

When a student reaches the end of a course, this trigger sends the completion over straight away. Zapier features it for this app.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
issue a certificate in another tool, update an HR record, or enroll the learner in the next course.
Watch out
completions from before the Zap was published are not replayed; catching up on those is a separate job.
Actions

The 8 Academy by Coassemble actions

Academy by Coassemble gives you 8 actions. For each one: what it does for you, when to reach for it, and what to watch out for.

1

Enroll Multiple Users

Action

In Zapier“Enrolls multiple users into groups or courses in one go.”

Takes a whole list of users and enrolls them into groups or courses in one go.

When to use it
a client sends a roster for a training day and everyone on it should go in at once.
Watch out
Users is required. A few actions on Zapier take more than one task when they complete, so try it on a short list before relying on it.
2

Create Course

Action

In Zapier“Creates a new course.”

Spins up a blank course with the title you give it, inside a folder you choose.

When to use it
a new product or client in another tool should get its own training space without anyone clicking through Academy.
Watch out
Title and Folder are both required, and the connected account needs create permission on that folder.
3

Deactivate User

Action

In Zapier“Deactivate a user to remove their access to your workspace.”

Removes a person's access to your workspace by deactivating them. It is the only removal action on offer.

When to use it
an employee leaves or a customer contract ends in another system, and access should close with it.
Watch out
User is required, and there is no action that deletes a user outright.
4

Create Folder

Action

In Zapier“Creates a new folder.”

Adds a folder to your workspace so future courses have a place to sit.

When to use it
a department or a client is set up elsewhere and deserves its own corner in Academy as well.
Watch out
follow it with Create Course in the same Zap and you are past two steps, so on a paid plan.
5

Enroll Group in Course

Action

In Zapier“Enrolls an existing group in a course.”

Attaches an existing group to a course, so the people in that group get access to it.

When to use it
a cohort already exists and a new course joins its curriculum.
Watch out
Group and Course are both required and neither is created on the fly; use a find-or-create search step when one of them might be missing.
6

Create Enrollment

Action

In Zapier“Enrolls a user into a course or group.”

Signs one user up for a course or a group. This is the action Zapier puts forward for the app.

When to use it
someone buys a training, fills in a form or finishes a prerequisite, and should land in the right course.
Watch out
User is required; when the earlier step does not carry the Academy user, add Find User first to fetch the right person.
7

Create Group

Action

In Zapier“Create a new group in a course.”

Opens a new group attached to a course, ready to receive a cohort.

When to use it
a training session gets booked in your calendar or CRM and its participants need a group of their own.
Watch out
Course is required, so the course must exist first; a Find Course step placed before it can supply it.
8

Create User

Action

In Zapier“Creates a new user.”

Adds a person to your Academy workspace, with First Name as the only field it insists on.

When to use it
a new hire or a new customer appears in another app and should get learning access the same day.
Watch out
the option Activate this user immediately skips the invitation email, so username, password and time zone have to be set beforehand.
Searches

The 3 Academy by Coassemble searches

3 search steps look for data that already exists in Academy by Coassemble, so a later step can use it.

A search step finds something that already exists in Academy, a course, a group or a user, and hands it to the steps after it. Searches sit at the bottom of the Action event list, under SEARCH. Each one also shows up as a find-or-create entry: the same search with one box ticked, not an extra operation.

1

Find Course

SearchFind or create

In Zapier“Finds a course.”

Looks up a course in your workspace so a later step can enroll someone in it or attach a group to it.

When to use it
the trigger tells you who, but not which course, and the course is fixed or named in another tool.
Watch out
the editor also lists Find or Create Course; it is this same search with the create box ticked, not a separate operation.
2

Find Group

SearchFind or create

In Zapier“Finds a group.”

Finds a group by its name, and part of the name is enough, since Group Name is its one required field.

When to use it
a new user should join a cohort whose name you already know.
Watch out
a partial name can match several groups, so choose the multiple-results option on purpose. Find or Create Group is this search with creation switched on.
3

Find User

SearchFind or create

In Zapier“Finds a user of your Coassemble workspace.”

Fetches a person from your Coassemble workspace so an enrollment or a deactivation targets the right account.

When to use it
a leaver is flagged in your HR tool and Deactivate User needs the matching Academy account.
Watch out
Find or Create User is the same search with creation ticked; it then asks for the fields needed to create the user.

The three settings every search exposes

  1. Successful if no search results are found?
    Left on its default, a search that finds nothing stops the Zap there and skips the steps that relied on it. Switched on, the Zap carries on empty-handed.
  2. Create X if it doesn't exist yet?
    Tick it and the search becomes a find-or-create: the setting above disappears and the step asks for the fields needed to create the missing item.
  3. If multiple search results are found?
    Three ways out when several items match: keep the first one, which is the default, stop the Zap, or pass all of them on at once.
When it breaks

When an Academy Zap breaks

Zapier attaches no help article to this app, so the traps to know are the general ones, applied to courses and learners.

  • No catching up on the past

    A Zap only reacts to what happens after you switch it on. Courses finished or users added before that never come through; moving that backlog is a separate job.

  • A Zap that keeps setting itself off

    Write into the place your own trigger watches, like Create Enrollment in a Zap started by New Enrollment, and it fires again and again, eating tasks fast.

  • Bulk imports held back

    Import a big batch of users or groups at once and the trigger suddenly returns a huge pile. Zapier's flood protection can hold that batch back.

  • Missing rights behind a required field

    Create Course needs a folder where the connected account has create permission. Connect with an account that lacks it and the course step cannot do its job.
Need help

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FAQ

Academy by Coassemble and Zapier: your questions

01Is the Academy by Coassemble Zapier integration free?
Yes, as long as your Zap stays at two steps. Academy by Coassemble is not a premium app, so it works on the free Zapier plan, which gives 100 tasks a month, unlimited Zaps and polling every 15 minutes. The limit that catches people: the free plan builds Zaps of one trigger and one action, nothing more. The moment you add a second action, a filter or a search step such as Find User, the Zap becomes multi-step and needs a paid plan. You also need your own Academy account to connect.
02How many tasks does an Academy Zap use?
One per action that succeeds, and nothing for the trigger. Zapier never bills the check for new courses, users or enrollments, however often it runs. Each action that goes through counts once, so a Zap that runs Create User and then Create Enrollment uses two tasks per new hire. An action that fails is not counted. A few actions on Zapier take more than one task when they complete, so watch the first runs of a bulk step like Enroll Multiple Users before you scale it up.
03Does Academy by Coassemble trigger Zaps in real time?
Three of its seven triggers do. New Enrollment, Module Completed and Course Completed are instant: the app tells Zapier the moment the event happens, whatever your plan, and the editor shows a lightning bolt. The other four, New Course, New Folder, New Group and New User, are polling triggers: Zapier checks at a fixed interval, every 15 minutes on Free, every 2 on Professional and every minute on Team and Enterprise. On a paid plan you can also run a check by hand from the editor.
04What does connecting an Academy account take?
An account on Academy by Coassemble, and read or write access to anything you do not own yourself but want the Zap to touch. In Zapier, open the Apps page, click + Add connection, search for Academy by Coassemble, click Add connection, then sign in to Academy in the tab that opens and grant Zapier access. The connection is then reused by every step that uses the app. If you plan to create courses, make sure that account has create permission on the target folder.
05Why does Find Group return the wrong group?
Because it searches by group name and accepts a partial name. A short or common word can match several groups, and by default the search keeps the first match it gets, which may not be the one you meant. Use a more complete name, or change the setting If multiple search results are found? so the Zap stops instead of guessing. If the group may not exist yet, tick the create option and the step becomes Find or Create Group.
06What if the action you need is not in the list?
Then Zapier cannot do it for Academy today. The 8 actions create courses, folders, groups and users, enroll people one by one, in bulk or as a group, and deactivate users. Nothing edits an existing course, renames a group or deletes a user. Before giving up, check whether a search plus an existing action gets you there: Find User followed by Deactivate User handles most offboarding. If not, the job needs another automation tool or custom work outside this integration.
07Zapier, Make or n8n for Academy by Coassemble?
Decide on criteria, not on brand. Zapier offers the 18 ready-made operations listed here, three instant triggers, and a setup that takes no code, which suits a small team running simple flows. Its cost grows with every successful action, so long multi-step Zaps run through tasks quickly. If you need operations this list lacks, or many steps per run, compare how the other tools price a run and whether they cover Academy at all before choosing.
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