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Agendize Zapier integrationAutomate Agendize with Zapier.

The Agendize Zapier integration gives you 9 triggers, 13 actions and 3 searches. A Zap watches bookings, calls or CRM clients in Agendize and acts on them for you, and it runs on the free plan because Agendize is not a premium app.

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Overview

What the Agendize Zapier integration actually does

The Agendize Zapier integration links your Agendize account to Zapier so that something happening in Agendize, a booking, a call, a new CRM client, starts a Zap. A Zap is the automation you build on Zapier: one trigger, the event that starts it, then one or more actions, the steps that write or send something for you.

Three things people actually get out of it. An intake pipeline: New Form Response feeds Create CRM Client, so a reply to your booking form becomes a client record without anyone retyping it. A reseller onboarding line: Create & Pre-Configure Client Account opens a ready-to-use account in your reseller console from a sale logged elsewhere. A slot offer: Find Next Freeslot looks up openings, then Schedule an Appointment books one.

The detail nobody tells you: of the 9 triggers, only New or Updated Client is instant. It fires the moment Agendize reports it, even on the free plan, while the 8 others wait for Zapier's next check. If speed matters, build around that one.

What Zapier does not do here: it never reads history, so bookings made before the Zap was switched on stay where they are. It cannot react instantly to a new or updated appointment either; those two triggers are checked on a timer. There is no dedicated Agendize page for n8n or Make on this site, so the closest reading is the n8n vs Zapier and Make vs Zapier comparisons.

Vocabulary

The Zapier vocabulary in one minute

Eight words carry the whole page. Each one in plain English, once.

Zap
The automation you build on Zapier: one trigger, then one or more actions that run every time that trigger event happens.
Trigger
The event in an app that starts the Zap. Once the Zap is on, Zapier sits and waits for it to happen.
Action
What the Zap does after it starts: the step that creates, sends or changes something in an app on your behalf.
Task
The unit Zapier bills. One task is one action your Zap finished successfully; your plan counts those.
Polling vs instant
A polling trigger is checked on a timer. An instant trigger is reported by the app itself the moment the event happens.
Filter
A step that lets the Zap continue only when what arrived meets your condition, and stops it quietly otherwise.
Search step
A step that looks up something already in an app, so later steps can use what it found instead of guessing.
Connection
Your Agendize account, linked to Zapier once and then reused by every step of every Zap that touches Agendize.
Cost

What an Agendize Zap really costs

Zapier bills tasks, not triggers. Watching Agendize costs nothing, however often Zapier checks; only a completed action is counted.

  • Free plan100 tasks a month, two-step Zaps only
  • TriggerNever costs a task
  • Failed actionNot counted
  • Premium appNo, Agendize works on the free plan

Each action that succeeds is one task, and an action that fails is not counted. A Zap with three actions uses three times what a one-action Zap uses. The free plan gives you 100 tasks a month and unlimited Zaps, but only two steps per Zap: one trigger, one action. Add a filter, a search or a second action and the Zap becomes multi-step, which needs a paid plan. Agendize itself is not premium, so the free plan can connect it.

Connect

Connect Agendize to Zapier in three steps

  1. 01

    Open your connections

    In Zapier, go to the Apps page of your account and click + Add connection. You need an Agendize account, plus access to anything you do not own that the Zap should touch.

  2. 02

    Pick Agendize

    Type Agendize in the search box of the dialog, select it, then click Add connection. A new browser tab opens on the Agendize side, where the actual sign-in happens.

  3. 03

    Sign in and allow access

    Log in to Agendize in that tab and grant Zapier access to the account. The connection then shows up in your list and every future Agendize step reuses it.

First Zap

Your first Zap: intake form to CRM client

GoalA physiotherapy practice turns each qualifying reply to its intake form into a CRM client.

  1. 01

    Build the trigger

    Create a Zap, pick Agendize and New Form Response, then choose the form to watch in Form ID. That field is required: no form, no trigger.

  2. 02

    Test it on a real reply

    Run the test. Zapier brings back the three most recent responses of the connected account, so you map on a real one instead of a guess.

  3. 03

    Add the filter

    From the plus icon, add Filter, set the field, the rule and the value, then Configure & test. Text rules only work on text, so pick the right type.

  4. 04

    Add the CRM action

    Add Agendize again with Create CRM Client. Last name and Tag are required; map the name from the reply and pick the tag the practice uses for intake.

  5. 05

    Test, then publish

    Test the action once and check the new client in Agendize. Then Publish. With a filter this is a multi-step Zap, so it needs a paid plan.

Triggers

The 9 Agendize triggers

9 events start a Zap when something happens in Agendize, and one of them is instant: the app calls Zapier straight away, whatever your plan.

1

New Appointment

Polling trigger

In Zapier“Triggers when a new appointment is made for a specific company.”

Starts your Zap each time someone books with one of your companies, so a fresh booking can flow into a sheet, a chat channel or a reminder tool you already use.

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
you want every new booking logged outside Agendize for reporting.
Watch out
it asks for a Company ID, so a multi-location setup needs one Zap per company you want to follow.
2

New Call

Polling trigger

In Zapier“Triggers when a new call is made from Agendize tools.”

Picks up calls placed through the Agendize call tools and hands each one to the rest of your Zap, which is handy when phone activity lives nowhere 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
a sales team wants a running log of tracked calls next to its pipeline.
Watch out
on the free plan a call can sit up to the interval before anything happens, so it suits logging better than urgent follow-up.
3

New Client in CRM

Polling trigger

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

Fires on each new client record created in the Agendize CRM, so your other tools learn about the person without a manual export.

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
you copy new clients into a mailing list and a short wait does not matter.
Watch out
if a Zap built on this trigger also runs Create CRM Client, every record it writes starts it again, and tasks drain fast.
4

New Company

Polling trigger

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

Reacts when a company, meaning a business or location inside your Agendize account, is added, which is the moment most setup work begins.

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
opening a new branch should create its services and staff without a checklist on paper.
Watch out
Zaps only see companies added after they are switched on; existing locations need a separate pass.
5

New or Updated Client

Instant trigger

In Zapier“Immediately triggers when a new client is created”

Covers both a brand-new client and changes to an existing one, filtered by the client status you choose when you set the trigger up.

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 message has to leave while the client still remembers booking.
Watch out
Client status is required, so decide which status counts before you build, or the Zap watches the wrong group.
6

New Form Response

Polling trigger

In Zapier“Triggers when a new form response is submitted for a custom form.”

Hands over each submission of one custom Agendize form, so questionnaires and intake forms stop piling up unread in the back office.

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 clinic wants each pre-visit questionnaire turned into a client record or a team alert.
Watch out
one Zap follows one Form ID; several forms mean several Zaps.
7

New Staff

Polling trigger

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

Notices when a staff member is added to one of your scheduling companies, the person clients will later book with.

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
HR or IT has to open accounts in other tools when someone joins the team calendar, without anyone passing the news on.
Watch out
Company ID is required, so a person added in another company never reaches this Zap.
8

Updated Client Account

Polling trigger

In Zapier“Triggers when a new client account is created or updated in your reseller console”

Built for resellers: it fires when a client account in your reseller console is created or changed, not when a CRM client changes.

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 billing or support tool must track every account you manage for customers.
Watch out
the Filtered status field is required, so pick the account status you care about up front.
9

Updated Appointment

Polling trigger

In Zapier“Triggers when an appointment status is updated (eg: accepted, no show, completed, cancelled)”

Follows bookings whose status moves, for example to accepted, completed, no show or cancelled, which is where most follow-ups really start.

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
cancelled slots should be flagged to the front desk without anyone refreshing the calendar.
Watch out
both Company ID and Filtered status are required, so one Zap tracks one status in one company.
Actions

The 13 Agendize actions

Agendize gives you 13 actions. For each one: what it does for you, when to reach for it, and what to watch out for.

1

Change Client Account Password

Action

In Zapier“Changes the Password of the Client Account Owner”

Replaces the password of the owner of a reseller client account.

When to use it
a support desk handles reset requests and wants the change applied from its ticket tool.
Watch out
the new password passes through the Zap as a mapped value, so think about where it comes from and who can see it.
2

Upgrade or Downgrade Client Account

Action

In Zapier“Changes the Profile ID associated with a Client Account”

Moves a reseller client account onto another profile, which is how a plan change is applied.

When to use it
a paid upgrade in your billing tool should unlock features in Agendize.
Watch out
it needs both the account ID and the target profile ID, so keep a reference of your profile IDs handy.
3

Create & Pre-Configure Client Account

Action

In Zapier“Creates and configure a new Client account in your reseller console, so that your Client gets a pre-configured account”

Creates a reseller client account that arrives already set up, company and booking rules included.

When to use it
your customer should log in to something ready to use on day one.
Watch out
seven fields are required here, from language and currency to the client tag, and the login email is permanent.
4

Add Note for CRM Client

Action

In Zapier“Adds a new note to a CRM Client”

Attaches a note to an existing CRM client, and the note body accepts HTML formatting.

When to use it
a summary of a call or an email thread belongs on the client file.
Watch out
an optional box marks the note as client-initiated contact, which extends the data retention period under GDPR. Tick it only when the client really reached out.
5

Create CRM Client

Action

In Zapier“Creates a Client entry in your CRM”

Writes a new client entry into the Agendize CRM from data another app collected.

When to use it
leads from a web form or an ads tool should be bookable without retyping.
Watch out
Last name and Tag are required, so a lead without a surname needs a fallback value.
6

Create Service

Action

In Zapier“Creates a new service for appointment scheduling.”

Adds a bookable service to a company, with its name and length.

When to use it
a catalogue kept in another tool should stay in sync with what clients can book.
Watch out
Service Duration is entered in minutes, and Company ID must point at an existing company.
7

Create Staff

Action

In Zapier“Staff to be created for a scheduling company”

Registers a new staff member inside a scheduling company so clients can book with that person.

When to use it
a hire confirmed in an HR tool should appear on the booking side straight away.
Watch out
only Company ID and last name are required, so check the rest of the profile by hand afterwards.
8

Create Company

Action

In Zapier“Create a company for a specific account. Set the important settings needed to start using the firm.”

Sets up a new company in an account with the settings it needs to start taking bookings.

When to use it
each signed franchise contract should produce its location without manual setup.
Watch out
name, timezone, currency and appointment validation mode are required, so decide whether staff review each booking before you map.
9

Create New Client Account

Action

In Zapier“Creates a new Client account in your reseller console, so that your Client can configure it”

Opens a blank client account in your reseller console that your customer then configures on their own.

When to use it
self-serve customers who prefer to set things up themselves.
Watch out
the email address used as login can never be changed later, so validate it before this step.
10

Get Client Account Details

Action

In Zapier“Get account details such as SSO token, owner email address...”

Reads the details of a reseller client account so the next steps can reuse them.

When to use it
a support or billing step needs account information it does not have yet.
Watch out
the identifier can be an account ID, a reseller ID or a user name, so be consistent about which one you send.
11

Get Client Account Scheduling Widget Details

Action

In Zapier“Retrieves Scheduling Widget URL, iframe & popin integrations from a Client Account”

Retrieves the scheduling widget of a client account, in its link, iframe and pop-in versions.

When to use it
you build customer websites and want the booking widget dropped into them automatically.
Watch out
a button image URL is required even if you only plan to use the plain link.
12

Schedule an Appointment

Action

In Zapier“Books an appointment”

Books a slot in Agendize for an existing client, for a given service and company.

When to use it
a booking confirmed somewhere else should block the calendar too.
Watch out
company, service, client and start date and time are all required, and the date follows a format such as 2021-01-25T09:30:00.
13

Send Email-Marketing

Action

In Zapier“Sends an email-marketing from a template defined in your account.”

Sends one of your Agendize email-marketing templates to a single client.

When to use it
a status change or a form reply should trigger a branded message from Agendize itself.
Watch out
the template must already exist in your account, and the recipient is a client ID, not a raw email address.
Searches

The 3 Agendize searches

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

Searches sit at the bottom of the action list in the editor, under SEARCH in the Action event menu. Each one adds a step, so a Zap that uses one is multi-step. Three settings decide what happens when the result is not the clean single match you hoped for.

1

Find Client in CRM

SearchFind or create

In Zapier“Finds a Client in CRM”

Looks a client up by first name, last name, phone number or email address, so later steps work on the right record.

When to use it
before adding a note, make sure the client exists.
Watch out
the editor also lists Find of create Client in CRM. It is this same search with the create box ticked, not a separate operation.
2

Find Next Freeslot

Search

In Zapier“Finds a Freeslot”

Returns the next open slots of a company, up to the number you ask for, between 1 and 20.

When to use it
a chatbot or an email reply should offer real times rather than a booking link.
Watch out
Company ID is required, so slots across several locations need one search each.
3

Get Client in CRM

Search

In Zapier“Gets Client in CRM”

Fetches one client directly by its Agendize client ID or by the external ID you stored with it.

When to use it
another tool already holds the ID and you want an exact match, not a fuzzy one.
Watch out
if no client matches the ID, the default setting stops the Zap at this step.

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. Switched on, the Zap carries on without the value.
  2. Create X if it doesn't exist yet?
    Ticking it turns the search into a find-or-create: it then asks for the fields needed to create the missing item.
  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 Agendize Zap breaks

Zapier attaches no help article to Agendize, so the failures to plan for are the general ones.

These four limits apply to every Zap, Agendize included, and each one has a simple guard. If a Zap misbehaves anyway, the Zapier troubleshooting page walks through the usual checks.

  • No backlog

    A Zap only reacts to what happens after you switch it on. Appointments and clients that already existed are never picked up; moving them is a separate job.

  • The Zap that feeds itself

    A Zap that writes where its own trigger looks, say Create CRM Client under New Client in CRM, starts itself again and again and burns through tasks.

  • Bulk imports held back

    After a mass import of clients or a migration, a trigger can return a huge batch at once, and Zapier's flood protection may hold it back.

  • No duplicates on polling

    Zapier remembers what a polling trigger has already returned, so the same appointment does not start the Zap twice, even across checks.
Need help

Need help automating Agendize with Zapier?

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FAQ

Agendize and Zapier: the questions people ask

01Is the Agendize Zapier integration free?
Yes, as long as the Zap stays at two steps. Agendize is not a premium app, so the free plan can connect it, and the free plan gives you 100 tasks a month with unlimited Zaps. The catch is the shape of the Zap: one trigger and one action, nothing more. The moment you add a filter, a search such as Find Next Freeslot, or a second action, the Zap becomes multi-step and needs a paid plan. A one-trigger, one-action flow fits; a find-then-book flow does not.
02How many tasks does an Agendize Zap use?
One per successful action, every time the Zap runs. The trigger itself costs nothing, and neither does Zapier checking Agendize for new items, however often it looks. An action that fails is not counted. So a Zap that creates a CRM client and then adds a note uses two tasks per run, and a booking flow with three actions uses three. A few apps and actions take more than one task when they complete, so check the task history after the first live runs.
03Does Agendize send data to Zapier in real time?
Only one trigger does. New or Updated Client is instant: Agendize tells Zapier the moment the client is created or changed, whatever your plan. The 8 other triggers, including both appointment triggers, are polling: Zapier checks at a fixed interval set by your plan, every 15 minutes on Free, 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.
04What does it take to connect Agendize to Zapier?
An Agendize account you can sign in to, plus read or write access on anything the Zap should touch that you do not own yourself. In Zapier you open the Apps page, click Add connection, pick Agendize, sign in in the tab that opens and grant access. After that, every Agendize step reuses the same connection. Several triggers and actions also ask for a Company ID, so the account should already contain at least one company before you build.
05Why does the Send Email-Marketing action show no template?
Because it can only send a template that already exists in your Agendize account. The template field is required and lists custom email-marketing templates created on the Agendize side; Zapier does not create one for you. Build and save the template in Agendize first, then pick it in the field. Also note that the recipient is a client ID, not an email address, so a Zap that starts from another app usually needs Find Client in CRM first, which makes it multi-step.
06What if the Agendize operation you want is missing?
Then it is not in the editor, and no setting will make it appear. The 25 operations on this page are the full list the editor shows. Two workarounds often cover the gap: chain a search with an action, for example Get Client in CRM before Add Note for CRM Client, or start the Zap from another tool and let Agendize be the second step. If neither fits, compare what other automation tools offer for Agendize before committing.
07Zapier, Make or n8n for Agendize?
It depends on which criterion matters most to you. Zapier exposes 25 visible Agendize operations and runs them on the free plan as long as each Zap stays at two steps. If your flows need several actions, filters or searches, the cost comparison shifts to how each tool bills multi-step runs. If speed matters, check how each tool receives Agendize events, since on Zapier only one trigger is instant. Self-hosting needs and team skills are the other two criteria worth weighing.
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