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Bookafy Zapier integrationAutomate Bookafy with Zapier.

The Bookafy Zapier integration comes with 4 triggers and 2 actions. New appointments, appointment types, customers and staff users can each start an automation, and Zapier can book an appointment or add a customer in Bookafy without anyone typing it in.

See the 6 operations

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Overview

What the Bookafy Zapier integration covers

Bookafy is an online scheduling tool: customers book a service, staff see it on their calendar. Connected to Zapier, it tells your other tools when something new appears in the account, and it can write two things back: an appointment or a customer. Four things to watch, two things to create.

Three results that map onto real operations. New bookings that travel: New Appointment starts a Zap for every appointment added, so the rest of your stack hears about it without anyone copying it over. Customers and staff kept in view: New Customer and New User react when a person joins, on the client side or on the team side. Bookings made for you: Create Appointment puts an appointment on a staff calendar and Create Customer adds a contact with a name and an email.

What Zapier does not do with Bookafy: none of the four triggers is instant, so every one of them waits for Zapier's next check. There is no trigger for a cancelled or rescheduled appointment, no action to update or delete one, and no search step to find an existing customer before creating one. That last gap is the one to plan around. To compare platforms, see the Bookafy Make integration page, or the n8n vs Zapier comparison.

Vocabulary

Zapier vocabulary in one minute

Seven words carry this page. One line each, then they are used without a reminder.

Zap
The automation you build on Zapier: one trigger, then one or more actions that run each time the trigger event happens.
Trigger
The event in an app that starts the Zap, such as a new appointment. Once the Zap is on, Zapier waits for it.
Action
What the Zap does after it starts: the step that writes, sends or books something for you in an app.
Task
The unit Zapier bills: one action your Zap completes successfully. Plans are sized in tasks per month.
Polling vs instant
A polling trigger is checked by Zapier on a timer. An instant trigger is reported by the app itself the moment it happens.
Filter
A step that lets the Zap go on only when what arrived meets the condition you set, and stops it otherwise.
Connection
Your Bookafy account linked to Zapier once, then reused by every Bookafy step in every Zap you build.
Cost

What a Bookafy Zap costs

Bookafy is not a premium app: it works on the free plan. With four polling triggers, the plan also decides how fast things move.

  • Free plan100 tasks per month
  • Zaps on freeUnlimited, two steps each
  • Premium appNo
  • Instant triggersNone, all four are polling

Triggers never cost a task, and Zapier checking Bookafy for new appointments or customers costs nothing either, however often it checks. Each appointment or customer created successfully is one task; a failed action is not counted. The free plan gives 100 tasks a month and two-step Zaps: one trigger, one action. A filter or a second action makes the Zap multi-step, which needs a paid plan. Speed is the other cost: on free, every Bookafy trigger is checked every 15 minutes.

Connect

Connect Bookafy to Zapier

  1. 01

    Open the Apps page

    In Zapier, go to Apps and click + Add connection. You need a Bookafy account, plus access to any calendar, service or customer list you do not own but want the Zap to use.

  2. 02

    Find Bookafy

    Search for Bookafy in the dialog, pick it and click Add connection. In the tab that opens, sign in to Bookafy with the account that manages the bookings.

  3. 03

    Grant access

    Allow Zapier to use that account. The connection is then shared by all four triggers and both actions, in every Zap, so you set it up once per Bookafy account.

First Zap

Your first Bookafy Zap: send discovery calls to your CRM

GoalEach new booking for your discovery-call service lands in your CRM as a deal, and bookings for other services stay out.

  1. 01

    Build: choose New Appointment

    Create a Zap, pick Bookafy and the New Appointment event, then your Bookafy connection. Answer no to Include Blocker Appointments?, so time blocked off on calendars stays out.

  2. 02

    Test the trigger

    Run the test. Zapier brings back the three most recent appointments of the account, so you map the next steps on a real booking, not on placeholders.

  3. 03

    Keep one service

    From the plus icon, add Filter: the service as field, a text rule, and the exact name of your discovery-call service as value. The filter makes this a multi-step Zap, so a paid plan.

  4. 04

    Add the CRM action

    Add the action of your CRM that creates a deal, and map the customer name, the service and the start time that the trigger test brought back.

  5. 05

    Test, then Publish

    Test the action, check the deal and its start time in your CRM, then click Publish. Bookings made before that moment are not picked up.

Triggers

The 4 Bookafy triggers

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

1

New Appointment

Polling trigger

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

Starts the Zap when an appointment is added in Bookafy, whoever booked it. This is the booking itself, the moment your calendar fills up.

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 consulting firm wants each new booking to reach its project tool or its team so nobody discovers a meeting on the day.
Watch out
Include Blocker Appointments? is required. Say yes and time blocks set aside on calendars start the Zap too, alongside real bookings.
2

New Appointment Type

Polling trigger

In Zapier“Triggers when a new appointment type is added.”

Fires when a new type of appointment, in other words a new service, is added to the account. It watches your offer, not your calendar.

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 coaching business launches a new session format and wants the team told as soon as the service is live in Bookafy.
Watch out
it reacts to new types only. Editing an existing service will not start the Zap.
3

New Customer

Polling trigger

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

Each time a customer record is added in Bookafy, this trigger kicks off the Zap with that new person.

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 tutoring service wants every new family in Bookafy copied to its CRM or mailing list, so follow-ups start from the first booking.
Watch out
never pair it with Create Customer in the same account. Each customer the Zap creates would start the Zap again.
4

New User

Polling trigger

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

A new user, a staff member who takes bookings, is added to your Bookafy account, and the Zap goes. It is the team-side counterpart of New Customer.

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 salon chain adding a stylist wants the onboarding checklist to start on its own, without someone remembering to do it.
Watch out
only users added after the Zap is published are picked up, so existing staff need handling apart.
Actions

The 2 Bookafy actions

Bookafy gives you 2 actions. For each one: what it does for you, when to reach for it, and what to watch out for.

1

Create Appointment

Action

In Zapier“Creates a new appointment.”

Puts an appointment on a staff member's calendar in Bookafy, for a given service and time slot.

When to use it
bookings taken somewhere else, by phone or in another tool, should land in Bookafy so the calendar stays the single source.
Watch out
eight fields are required, including Service, Staff User, start and end times, Customer Name and Is Blocker Appointment?. One empty field and the action fails. Start and end times typed by hand stay the same on every run, so map them from an earlier step.
2

Create Customer

Action

In Zapier“Creates a new customer.”

Adds a customer to Bookafy with a name and an email, ready to be booked or contacted later.

When to use it
leads arrive through a form or a CRM and should already exist in Bookafy before anyone schedules them.
Watch out
Name and Email are required. There is no search to check for an existing customer first, so the same person can end up twice.
When it breaks

When a Bookafy Zap breaks

Zapier ties no help article to Bookafy, so the risks below are those every Zap shares. With a booking tool, they land in specific places.

Most trouble comes from loops and from time. A Zap only sees what happens after it is published, and with four polling triggers, it sees it on Zapier's schedule, not on the customer's. If none of these cases fits, the Zapier troubleshooting page is the next step.

  • Existing bookings are not picked up

    A Zap only reacts to what happens after it is switched on. Appointments and customers already in Bookafy stay out; moving them is a separate job.

  • A loop on appointments or customers

    New Appointment feeding Create Appointment, or New Customer feeding Create Customer, sets the Zap off again and again and burns through tasks fast.

  • A bulk import held back

    Import a large customer list or migrate old bookings, and the trigger can return a huge batch at once. Zapier's flood protection may hold it back.

  • No double start on polling

    Zapier remembers which appointments and customers it has already seen on a polling trigger, so the same one does not start the Zap twice.
Need help

Need help automating Bookafy with Zapier?

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FAQ

Bookafy Zapier integration: frequent questions

01Is the Bookafy Zapier integration free?
Yes. Bookafy is not a premium app, so it runs on the free Zapier plan. That plan gives 100 tasks a month and unlimited Zaps, each limited to two steps: one trigger and one action. New Appointment followed by a message in your team chat fits. A filter or a second action makes the Zap multi-step and needs a paid plan. Prices are not listed because they change too often.
02How many tasks does a Bookafy Zap use?
One task for each action that succeeds. Every appointment or customer created counts as one, and a failed action is not counted. The four triggers cost nothing, and neither does Zapier checking Bookafy for new items, however often it looks. A Zap that sends each new booking to your team chat uses one task per booking. With two actions in the same Zap, each run that fully succeeds uses two tasks.
03Does Bookafy trigger in real time on Zapier?
No. All four Bookafy triggers are polling: Zapier asks Bookafy for new items at a fixed interval, every 15 minutes on Free, every 2 minutes on Professional and every minute on Team and Enterprise. The type is set by the app and cannot be changed in the editor. On paid plans you can change how often a polling trigger checks, and you can also run a check by hand from the editor when you are testing.
04What does connecting Bookafy to Zapier require?
A Bookafy account, plus access to any calendar, service or customer list owned by someone else that your Zap needs. You add the connection once from the Apps page of Zapier with + Add connection, sign in to Bookafy and grant access. Before building an appointment Zap, make sure the Service and the Staff User exist in Bookafy, since Create Appointment requires both and cannot invent them. Set them up there first, then build.
05Does New Appointment include blocked time on Bookafy?
Only if you say so. The trigger has a required setting, Include Blocker Appointments?, that decides whether time blocked off on calendars counts as a new appointment. Answer yes and those blocks start the Zap like real bookings, which can flood a CRM or a notification channel with entries that are not customers. Answer no if the Zap is meant to react to real bookings only. The same choice appears in Create Appointment as Is Blocker Appointment?.
06What if the Bookafy operation you need is not on Zapier?
Then the Zap cannot do it with Bookafy today. The six visible operations cover four kinds of new items and two creations, nothing for cancelling, rescheduling, updating or finding. A common workaround is to keep Bookafy as the trigger and let another app carry the rest of the work. It is also worth checking what other automation tools expose for Bookafy before you commit to one. In the other direction, Create Appointment and Create Customer still write in what another tool collected.
07Zapier, Make or n8n for Bookafy?
Pick on criteria, not on a ranking. Coverage: on Zapier, Bookafy brings four polling triggers and two creation actions; check what each tool exposes for the same app. Speed: all four triggers are polling, so your plan sets the delay, from 15 minutes on free down to one minute. Cost: Zapier bills each successful action and nothing for checking. Fit: the tool your team already knows is the one it will keep running. Weigh those for your own booking volume.
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