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Flow App Zapier integrationAutomate Flow App with Zapier.

The Flow App Zapier integration gives you 4 triggers and 1 action, with 0 searches. All four triggers are instant, so your webinar sign-ups and finished events reach Zapier as they happen, even on the free plan. Here is what each one does and what it costs.

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Overview

What the Flow App Zapier integration does for you

Flow App is a webinar platform: people sign up for a session and join it from the browser, with nothing to install. The Flow App Zapier integration lets those webinar moments start automations on Zapier, and lets Zapier sign people up for a session on your behalf. You set it up once, and every new event, sign-up or change runs the same steps without you copying anything by hand.

Three results people usually build first. A follow-up session filled for you: New Registrant starts the Zap and Create Registrant puts the same person on a second session, so a two-part training does not depend on people signing up twice. A cleaner calendar of webinars: New Event fires when someone on the team schedules a session, which is the moment to announce it or log it elsewhere. A wrap-up step that never gets forgotten: Event Ended fires when a session closes, the natural point to start whatever comes after the live part.

What Zapier does not do here matters just as much. There is no search step for Flow App, so a Zap cannot look up an existing registrant or an existing event before acting. There is no action to create, edit or cancel an event either: the only thing Zapier can write into Flow App is a new registrant. And nothing on the Zap side reaches back into sessions held before the Zap was switched on.

If Zapier itself is new to you, our Zapier review covers the plans and the editor in more depth. No n8n or Make page exists yet for Flow App on this site, so this page is the one to read before you build.

Vocabulary

Zapier words, in plain English

Seven words come back on every Zapier page. Read them once here and the rest of the page reads faster.

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 switched on, Zapier sits and waits for that event to happen.
Action
What the Zap does once it has started: the step that writes, sends or creates something for you, here a new registrant.
Task
The unit Zapier bills you for: one action your Zap completes successfully. The number on your plan counts those, nothing else.
Polling vs instant
A polling trigger is checked by Zapier on a timer. An instant trigger is reported by the app the moment it happens, so nothing waits.
Filter
A step that lets the Zap continue only when what arrived meets a condition you set, and stops it quietly the rest of the time.
Connection
Your Flow App account linked to Zapier once, then reused by every step of every Zap that touches Flow App.
Cost

What it really costs you

Flow App is not a premium app, so it works from the free plan. The bill is counted in tasks, and the trigger never counts.

  • Tasks on the free plan100 per month
  • Steps on the free plan2: one trigger, one action
  • Premium appNo, works on the free plan
  • Cost of a trigger0 tasks

A trigger costs nothing, and neither does Zapier waiting for new data. Each action that succeeds counts as one task, and an action that fails is not counted. So a Zap that answers every new sign-up with Create Registrant costs one task per sign-up. The free plan gives 100 tasks a month, but only two-step Zaps: one trigger, one action. Add a filter and the Zap becomes multi-step, which needs a paid plan. All four Flow App triggers are instant, so the interval grid below never slows them down.

Connect

Connect your Flow App account in three steps

  1. 01

    Open the Apps page

    In your Zapier account, go to Apps and click + Add connection. A dialog opens with a search box. Type Flow App and pick it from the list. You need an existing Flow App account before you start.

  2. 02

    Sign in to Flow App

    Click Add connection. A new tab opens on Flow App: sign in with the account that owns the webinars you want to automate. If a colleague runs some sessions, you need access to those as well, or the Zap will not see them.

  3. 03

    Grant access and reuse it

    Allow Zapier to use the account. The connection is now saved, and every Zap you build with Flow App reuses it, so you will not sign in again for the next one.

First Zap

Your first Zap: a second session for every new sign-up

GoalEach time someone signs up for your intro webinar, Zapier registers them for the follow-up session too, but only for the session you chose.

  1. 01

    Create the Zap

    Start building a new Zap. Pick Flow App as the app that starts the Zap and New Registrant as the event, then select your saved connection.

  2. 02

    Test the trigger

    Run the test. Zapier brings back the three most recent registrants of your account, so you map the next steps on a real person rather than an empty sample.

  3. 03

    Add the filter

    Click the plus icon and choose Filter. Set the field that names the session, the rule and the value of your intro webinar. This step makes the Zap multi-step, so a paid plan is needed.

  4. 04

    Add Create Registrant

    Pick Flow App again with Create Registrant. Map the person's details that came back in the trigger test into Email, First Name and Last Name, then fill the session token and the redirect of the follow-up session.

  5. 05

    Test, then publish

    Test the action once and check in Flow App that the registrant landed on the right session. Then click Publish: the Zap is on and reacts to every new sign-up from now.

Triggers

Flow App triggers

4 events start a Zap when something happens in Flow App, and 4 of them are instant: the app calls Zapier straight away, whatever your plan.

1

Event Ended

Instant trigger

In Zapier“Triggers when an event is ended”

This one starts your Zap at the close of a webinar session, so the work that comes after the live part begins without anyone remembering to do it. It is the trigger for wrap-up jobs rather than for promotion.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
you run product demos as webinars and want the end of each demo to kick off the next step of your process, the same way every time.
Watch out
the Zap only hears about sessions that end after you publish it, so last month's webinars will never pass through it.
2

New Event

Instant trigger

In Zapier“Triggers when a new event is created”

Here the Zap wakes up when someone creates a new event in Flow App. Think of it as the moment a webinar goes on the calendar, before anybody has signed up for it.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
several people on your team schedule webinars and you want each new one logged or announced without chasing them for the details.
Watch out
creating a batch of events in one go sends a batch of Zap runs, and every action they carry is billed as a task.
3

New Registrant

Instant trigger

In Zapier“Triggers when a user registers for a session”

Every sign-up for a session starts the Zap with this trigger. It is the most useful of the four, because a registration is the moment a person shows real interest, and it is where most follow-ups begin.

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 training split into two sessions, where every person who signs up for part one should also be on the list for part two.
Watch out
if the same Zap writes registrants back into the session it watches, it triggers itself in a loop and burns your tasks.
4

Registration Change

Instant trigger

In Zapier“Triggers when a registration changes”

Use this trigger when an existing registration is modified rather than created. It catches what happens to a sign-up after the first moment, which New Registrant never sees.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
your sales team follows up on webinar sign-ups and needs to know when a registration they already handled has moved on.
Watch out
run a test first and read what comes back, so you know which change you are reacting to before you add a filter on it.
Actions

Flow App actions

Flow App gives you 1 action. For each one: what it does for you, when to reach for it, and what to watch out for.

1

Create Registrant

Action

In Zapier“Creates a registrant.”

Registers a person on a Flow App session for you, from data that came in through an earlier step. It is the only way a Zap can write into Flow App.

When to use it
people sign up for your webinar somewhere else, such as an event page, and you want them on the session without retyping a list.
Watch out
the step needs the email, first and last names, the session token and a redirect, and stops if any one is empty.
When it breaks

When it breaks

Zapier does not attach any help article to Flow App, so the cases below come from how every Zap behaves. They are the ones that catch people out.

Most problems with this integration are not errors in Flow App but surprises in how Zaps work. A Zap never looks backwards, it can feed itself, and a sudden flood can be held back. When a run fails, our Zapier troubleshooting page is the place to start.

  • Old sessions are never picked up

    A Zap only reacts to what happens after you publish it. Registrants and events that existed before stay where they are, and moving that backlog is a separate job.

  • The Zap that feeds itself

    A Zap on New Registrant that creates registrants on the very session it watches sets itself off again and again, and the task count drains fast.

  • A bulk import held back

    If hundreds of registrants arrive at once after an import, Zapier's flood protection can hold the runs back instead of firing them all.

  • A filter that never lets anything through

    Filter rules are typed: a text rule only works on text and a number rule only on numbers. Pick the wrong type and the Zap stops at the filter every time.
Need help

Need help automating Flow App with Zapier?

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FAQ

Flow App and Zapier: your questions

01Is the Flow App Zapier integration free?
Yes, as long as your Zap stays simple. Flow App is not a premium app, so the free Zapier plan accepts it, with 100 tasks a month and Zaps of two steps: one trigger and one action. A Zap that reacts to a new registrant and creates another registrant fits in that. The moment you add a filter or a second action, the Zap becomes multi-step and you need a paid plan.
02How many tasks does a Flow App Zap use?
One task per successful action, and nothing for the trigger. If your Zap answers each new sign-up with one Create Registrant step, every sign-up costs one task. A run where the action fails is not counted. Zapier waiting for events costs nothing at all, however many come in. Watch out for loops, though: a Zap that creates registrants on the session it is watching keeps restarting itself, and every one of those runs eats a task from your monthly count.
03Is Flow App on Zapier real-time?
Yes, for all four triggers. Event Ended, New Event, New Registrant and Registration Change are instant: Flow App tells Zapier the moment something happens, so the Zap starts right away on every plan, the free one included. The plan grid of 15, 2 and 1 minute checks only applies to polling triggers, and Flow App has none. In the editor, a Zap built on an instant trigger shows a lightning bolt, which is a quick way to confirm it before you publish.
04What does it take to connect Flow App to Zapier?
A Flow App account, and access to the sessions you want the Zap to touch. In Zapier you open Apps, click + Add connection, pick Flow App, sign in in the tab that opens and grant access. The connection is saved and reused by every Zap afterwards. If some webinars belong to a colleague, make sure your account can see them, or the triggers will stay silent for those sessions and the action will not be able to add people to them.
05Why does Create Registrant keep failing?
Usually because one of its five required fields is empty. The action needs Email, First Name, Last Name, Event Session Token and Redirect, and it stops if any of them is missing on a given run. Event Session Token and Redirect are the ones to double-check, because they do not come from the person who signs up. Test the step with a real record, check that every field shows a value, and confirm in Flow App that the person landed on the session you meant.
06What if the Flow App operation you need is not on Zapier?
Then the Zap cannot do it directly. Zapier offers Flow App four triggers and one action, with no search step and no action to create or change an event. If the job you have in mind needs one of those, it has to be done in Flow App itself or through another tool. Check the list on this page first: it reflects what Zapier currently shows in the editor, and hidden or retired operations are left out on purpose.
07Zapier, Make or n8n for Flow App?
It depends on what you value. On Zapier, all four Flow App triggers are instant, even on the free plan, so a new registrant or a finished session starts the Zap straight away. The cost is counted in tasks, one per successful action, and a filter or a second action pushes you to a paid plan. This site has no Flow App page for Make or n8n yet, so compare on criteria: how many runs a month, how many steps per Zap, and who maintains it.
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