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AcademyOcean Zapier integrationAutomate AcademyOcean with Zapier.

The AcademyOcean Zapier integration gives you 8 triggers, 5 actions and 1 search to follow learners through your academy and manage their teams and access. All 8 triggers are polled on a timer, and the app works on Zapier's free plan.

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Overview

What the AcademyOcean Zapier integration does for your training

AcademyOcean is a learning management system, an LMS, that companies use to train employees, customers and partners. The integration plugs it into Zapier: progress in the academy can start an automation, and five actions change who sits in which team and who can get in.

Three results justify the set-up. A learning path that moves on its own: Triggers When a Learner Finishes a Course fires, and Add Learner Into Existing Team puts that person in the next group. Access that follows the contract: Gives a Learner Access to a Private Academy opens the door, Revoke Learner Academy Access closes it, and Return Learner Academy Access gives it back. Learners who drift, spotted early: three triggers flag people who stopped coming, from one day to a week of silence.

Now the limits. Every trigger is a polling trigger: on the free plan, Zapier checks every 15 minutes, so nothing here is instant. No action creates a course, a team or a certificate; the teams must already exist. And there is a single search, Search for a Learner.

If you are still picking a tool, the AcademyOcean Make integration covers the same app on Make, and our n8n vs Zapier comparison helps frame the choice.

Vocabulary

Zapier vocabulary in one minute

These words appear all over the page. Each is explained once, right here.

Zap
An automation you build in Zapier: one trigger, then one or more actions that run every time that event happens.
Trigger
The event that starts the Zap, such as a learner finishing a course. Once the Zap is on, Zapier watches for it.
Action
The step that does the work after the trigger, like adding a learner to a team or removing their access.
Task
The unit Zapier bills: one action completed successfully. Your plan's allowance is counted in tasks.
Polling trigger
A trigger Zapier checks on a timer, asking the app for new items and keeping only the ones it has not seen.
Instant trigger
A trigger the app reports itself as soon as the event happens. AcademyOcean has none on Zapier.
Filter
A step that lets the Zap go on only when the incoming data meets your condition, and stops it otherwise.
Search step
A step that looks up something already in an app, such as a learner, so the next steps can use it.
Cost

What an AcademyOcean Zap costs

AcademyOcean is not a premium app, so it runs on Zapier's free plan: 100 tasks a month, unlimited Zaps, and two steps per Zap.

  • TriggerFree, never counted
  • Each successful action1 task
  • Free plan100 tasks a month, 2 steps per Zap
  • Premium appNo

The trigger costs nothing, and neither do Zapier's regular checks of your academy, however often they happen. Each action that succeeds is one task: add a learner to a team and give them access, and that run costs two. A failed action is not counted. A filter or a search turns the Zap multi-step, which needs a paid plan. Since all 8 triggers are polled, the grid below sets how fast your Zaps react.

Connect

Connect AcademyOcean to Zapier

  1. 01

    Open your connections

    In Zapier, go to Apps and click + Add connection. A connection is your AcademyOcean account linked once to Zapier, then reused by every step that works with the academy.

  2. 02

    Pick AcademyOcean

    Search for AcademyOcean by name in the dialog, select it and click Add connection. That opens the sign-in for your academy, which you finish in the next step.

  3. 03

    Sign in and allow access

    In the tab that opens, log in to AcademyOcean and grant Zapier access. You need an account on the academy, plus read or write rights on anything you do not own and want the Zap to change.

First Zap

Your first Zap: sort accepted learners into a team

GoalWhen an admin accepts a learner's request and the learner matches your rule, AcademyOcean adds them to the right team.

  1. 01

    Build: choose the trigger

    Create a Zap, pick AcademyOcean and the New Invite Accepted event, then your connection. It is polled, every 15 minutes on the free plan.

  2. 02

    Test the trigger

    Run the test. Zapier brings back the three most recent accepted requests from your academy. Choose a real one to map from.

  3. 03

    Add a filter

    Click the plus icon, choose Filter, and set the field, the rule and the value. Use a text rule on text, or the filter never passes.

  4. 04

    Add the team action

    Add AcademyOcean with Add Learner Into Existing Team. Map the learner from the trigger and pick a team that already exists.

  5. 05

    Test, then Publish

    Test the action and check the team in AcademyOcean. Then click Publish. Because of the filter, this Zap needs a paid plan.

Triggers

AcademyOcean triggers

8 events start a Zap when something happens in AcademyOcean. Zapier checks for them at the interval your plan allows.

1

New Certificate

Polling trigger

In Zapier“Triggers when your Learners receive certificates.”

Picks up each certificate your learners receive. It is the cleanest proof that someone completed what you asked, so it suits anything that rewards or records success.

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 software company that certifies its resellers and wants each certified partner moved to the partner team.
Watch out
certificates issued before you published the Zap will not come through.
2

Triggers When a Learner Finishes a Course

Polling trigger

In Zapier“Triggers when your Learners complete a course.”

Fires when one of your learners completes a course. Yes, the label really starts with "Triggers When": that is how it reads in the editor.

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 customer onboarding academy where finishing the basics should unlock the advanced team.
Watch out
courses completed before you published the Zap will not come through.
3

New Learner

Polling trigger

In Zapier“Triggers when a new Learner joins your Academy.”

Spots each person who joins your academy. Zapier highlights it, and it is the natural start for anything you do once per learner.

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 sales team training new hires that wants every newcomer placed in the onboarding team.
Watch out
a mass import of learners can come back as one huge batch that Zapier's flood protection holds back.
4

Get Learners With an Unfinished Academy

Polling trigger

In Zapier“Triggers when you have a Learner with one completed course and one unstarted course who hasn't been active in your Academy for at least one day.”

Flags a learner who completed one course, has another not yet started, and has not been active for at least a day. It catches people at the moment they stall.

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 partner program that wants a quick nudge after the first module, before momentum fades.
Watch out
the conditions are AcademyOcean's own, as the trigger's name and description state them.
5

Get Learners With Unfinished Course

Polling trigger

In Zapier“Triggers when a Learner has at least one incomplete course and hasn't visited the Academy for two days.”

Surfaces a learner with at least one course not yet complete and no visit to the academy for two days. Different from the trigger above: the condition is an incomplete course, not one completed plus one unstarted.

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 compliance course where you want stragglers moved to a follow-up team.
Watch out
do not draw a filter that waits for the course to be finished later; this trigger reports each learner once.
6

Get Inactive Learners After 7 Days With an Unfinished Academy

Polling trigger

In Zapier“Triggers when your Learners have at least one unstarted course, and check to see if they have visited the Academy in the past week.”

Looks for learners with at least one course never started, and checks whether they visited the academy in the past week. It is the long-silence version of the two triggers above.

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 customer academy that pulls dormant accounts out of the active cohort.
Watch out
acting on access here is a strong move; test on a real learner first.
7

New Invite Accepted

Polling trigger

In Zapier“Triggers when you or another admin accepts a Learner's request, thus giving them access to the Academy.”

Runs when you or another admin accepts a learner's request to join, which gives them access to the academy. It marks the real start of their journey.

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 private academy for distributors, where each approved person should land in their region's team.
Watch out
requests that were never accepted do not show up here.
8

New Learner Login

Polling trigger

In Zapier“Triggers when your Learners log in to your Academy.”

Triggers when a learner logs in to your academy. It measures presence rather than progress, which is useful when attendance itself matters.

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 trainer who wants a login to put a returning learner back in the active team.
Watch out
logins are frequent, and every run followed by an action costs a task.
Actions

AcademyOcean actions

AcademyOcean gives you 5 actions. For each one: what it does for you, when to reach for it, and what to watch out for.

1

Add Learner Into Existing Team

Action

In Zapier“This action allows you to add learner into team.”

Places a learner in a team you already created in AcademyOcean. Teams are how you group people, so this keeps cohorts tidy without manual sorting.

When to use it
moving graduates of one course into the next cohort.
Watch out
the team has to exist; the action does not create it.
2

Gives a Learner Access to a Private Academy

Action

In Zapier“Allow your Learners to get access to a private Academy.”

Opens a private academy to a learner, so access follows an event from elsewhere. Zapier highlights this action.

When to use it
granting access as soon as a customer signs up elsewhere.
Watch out
it only makes sense on an academy set to private.
3

Remove Learner From Existing Team

Action

In Zapier“This action allows you to remove learner from team.”

Takes a learner out of a team you already set up. It touches the team only; access has its own actions.

When to use it
clearing a finished cohort so the team only shows current learners.
Watch out
pair it with an add when you move someone between teams.
4

Return Learner Academy Access

Action

In Zapier“This action allows you to return learner academy access.”

Restores academy access to a learner who lost it. It is the counterpart of a revoke, handy when a pause in access was only temporary.

When to use it
reopening access when a lapsed customer renews.
Watch out
it targets a learner whose access was removed before.
5

Revoke Learner Academy Access

Action

In Zapier“This action allows you to revoke learner academy access.”

Cuts a learner's access to the academy. It is the strongest action here, meant for contracts that end or accounts that close.

When to use it
when a partner agreement stops.
Watch out
use a filter so the wrong learner is never locked out.
Searches

AcademyOcean search

1 search step looks for data that already exists in AcademyOcean, so a later step can use it.

A search step finds something already in the academy and passes it to the steps after. The only one here sits at the bottom of the action-event list, under SEARCH. It adds a step, so the Zap becomes multi-step. Three settings decide what happens when the result is not clean.

1

Search for a Learner

Search

In Zapier“Find a specific Learner.”

Finds one specific learner in your academy and hands their details to the next steps. It is how a Zap started outside AcademyOcean reaches the right person.

When to use it
before revoking access when the trigger comes from another part of your process.
Watch out
if nobody matches, the default stops the Zap there.

The three settings every search exposes

  1. Successful if no search results are found?
    On its default, a search that finds no learner stops the Zap and skips the steps that relied on it. Switch it on and the Zap continues without one.
  2. Create X if it doesn't exist yet?
    This box turns a search into find-or-create. AcademyOcean offers no such variant, so you will not see it here.
  3. If multiple search results are found?
    Keep the first match (the default), stop the Zap, or pass every match on at once.
When it breaks

When an AcademyOcean Zap breaks

Zapier ties no help article to AcademyOcean and lists no limit of its own. The breaks below are the general ones, as they look in an academy.

Read these four before you publish. If one catches you, our Zapier troubleshooting page is the place to start.

  • Nothing happens for a while

    All 8 triggers are polled. On the free plan Zapier checks every 15 minutes, so a learner who just finished a course can take that long to reach the Zap.

  • Past learners are ignored

    A Zap only reacts to what happens after you publish it. Learners, certificates and logins from before stay out; moving that backlog is a separate job.

  • A bulk import gets held back

    Adding a whole cohort at once can return a huge batch on New Learner. Zapier's flood protection may hold those runs instead of firing them all.

  • Each learner counts once

    Zapier remembers what it has seen on a polling trigger, so the same learner does not start the Zap twice for the same event. Do not wait for a second run.
Need help

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FAQ

AcademyOcean Zapier integration: your questions

01Is the AcademyOcean Zapier integration free?
Yes. AcademyOcean is not a premium app, so it works on Zapier's free plan. You get 100 tasks a month and unlimited Zaps, with two steps per Zap: one trigger and one action. A course completion followed by Add Learner Into Existing Team fits in that. Add a filter, the Search for a Learner step or a second action, and the Zap becomes multi-step, which requires a paid plan. Plan for it if you want to target only some learners.
02How many tasks does an AcademyOcean Zap use?
One per action that succeeds, and none for the trigger. A Zap that adds every new learner to a team uses one task per learner. If it also gives access to a private academy, that is two tasks per run. Zapier's regular checks of your academy are free, and a failed action is not counted. Watch New Learner Login: logins are frequent, so a Zap with an action behind it can consume tasks quickly.
03Does AcademyOcean work in real time with Zapier?
No. All 8 AcademyOcean triggers are polling triggers: Zapier asks the academy for new items at a fixed interval. That is every 15 minutes on the free plan, every 2 minutes on Professional, and every minute on Team and Enterprise. On paid plans you can also run a check by hand from the editor. Keep that delay in mind, and do not promise a learner an instant change of team or access.
04What does it take to connect AcademyOcean to Zapier?
An AcademyOcean account, plus read or write rights on anything you do not own and want the Zap to change. In Zapier, open Apps, click + Add connection, search for AcademyOcean, click Add connection, then sign in on the tab that opens and grant access. The connection is saved once and reused by every step. Before building, create the teams your actions will use, since the team actions only work with existing ones.
05Can a Zap create a team or a course in AcademyOcean?
No. None of the 5 actions creates a team, a course or a certificate. Add Learner Into Existing Team and Remove Learner From Existing Team only work with teams that already exist, and the three access actions only open, close or restore a learner's access. Set up the structure in AcademyOcean first. Then let the Zap move learners around it, based on what the triggers report about their progress, such as a finished course or a new certificate.
06What if the AcademyOcean operation you need is missing?
Then this Zapier integration cannot do it today. You get 8 triggers, 5 actions and 1 search: nothing creates courses, teams or certificates, and the search covers learners only. Handle that step in AcademyOcean itself or in another tool, and let a trigger such as New Learner or New Certificate pick up the result. Avoid looping workarounds where a Zap changes the very thing its own trigger watches, since they burn tasks fast.
07Zapier, Make or n8n for AcademyOcean?
Decide on criteria, not on a ranking. On Zapier, every AcademyOcean trigger is polled and the app works on the free plan, which suits a simple two-step flow such as course completion then team change. On Make or n8n, check which AcademyOcean operations each one offers and how it counts a run, since an AcademyOcean flow with a filter already needs a paid Zapier plan. Pick the one where your exact event and action exist.
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