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geoCapture Zapier integrationAutomate geoCapture with Zapier.

The geoCapture Zapier integration gives you 9 triggers, 70 actions and 68 searches for crews, vehicles, tours and forms. Every trigger is instant, the app is open on the free plan, and the catch sits in the multi-step Zaps.

See the 147 operations

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Overview

What the geoCapture Zapier integration does for a field team

It lets geoCapture talk to Zapier without code. When something changes in your account (an alarm, a tour, a stamp, a form), Zapier can react, and it can also write back into geoCapture: employees, orders, tours, projects, maintenance. You decide the rule once, and it runs on its own.

Think in outcomes, not in endpoints. First outcome: a filled-in form becomes a document. New Form Data Event starts the Zap, Form Data PDF fetches the PDF, and Create File stores it back on the right record. Second outcome: a new project is staffed. New Project Event fires and Create Project Assignment puts people on it. Third outcome: a vehicle alarm leaves a trace. New Alarm Event fires and Create Maintenance Log writes the entry for the workshop.

Now the limits. Zapier only sees what happens after the Zap is switched on, so last month's stamps and tours stay where they are. It does not guess either: most write actions ask for internal ids or a Key Field, so a Zap often needs a search before the action, which makes it a multi-step Zap on a paid plan. And with 147 operations, the hard part is picking the right one, not finding one.

If you are weighing tools, the same app has a geoCapture Make integration page, and the Make vs Zapier comparison sets the two side by side, criterion by criterion.

Vocabulary

Zapier in one minute

Seven words come back on every line of this page. Here they are in plain English.

Zap
The automation you build: 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. Once the Zap is on, Zapier waits for it, here a new alarm, tour or stamp.
Action
What the Zap does after it starts: the step that writes, sends or moves something for you, like creating an order.
Task
What Zapier bills: one action your Zap completes successfully. The number on your plan is a count of those.
Polling vs instant
A polling trigger is checked on a timer. An instant trigger is reported by the app the moment it happens. All 9 here are instant.
Filter
A step that lets the Zap continue only when what arrived meets your condition, and stops it there otherwise.
Search step
A step that looks up something already in an app (an employee, a tour) so the next steps can use what it found.
Cost

What it really costs

Short version: geoCapture works on the free plan, but most useful geoCapture Zaps outgrow it.

  • Free plan100 tasks a month, two-step Zaps only
  • geoCapture on the free planYes, it is not reserved to paid plans
  • TriggerNever billed
  • Filter or searchMakes the Zap multi-step, paid plan needed

The trigger never costs a task, and looking for new events costs nothing either. Each action that succeeds counts as one task; an action that fails is not counted. The free plan gives 100 tasks a month and Zaps of two steps only: one trigger, one action. Add a filter or a search step and you have a multi-step Zap, which needs a paid plan. The polling grid below does not touch geoCapture, since all its triggers are instant.

Connect

Connect your geoCapture account

  1. 01

    Open the Apps page

    In your Zapier account, open Apps and click + Add connection. A connection is your geoCapture account linked once to Zapier, then reused by every step that touches geoCapture.

  2. 02

    Find geoCapture

    Type geoCapture in the search box of the dialog, pick it, then click Add connection. You need an existing geoCapture account; Zapier does not create one for you.

  3. 03

    Sign in and grant access

    Sign in to geoCapture in the tab that opens and grant Zapier access. Anything you do not own yourself (another team's projects, a shared fleet) needs read or write rights on your side before a Zap can touch it.

First Zap

Your first Zap: file every form as a PDF

GoalEach time a form is submitted in geoCapture, fetch its PDF and store it as a file.

  1. 01

    Build: pick the trigger

    Create a Zap, choose geoCapture as the app that starts it and New Form Data Event as the event. Fill the required Actions field, then select your connection.

  2. 02

    Test the trigger

    Click test. Zapier brings back the three most recent items from your account, so pick a real form and map the next steps on actual values, not on guesses.

  3. 03

    Add the search

    Add Form Data PDF as the next step and map the form reference from the trigger. This search is what makes the Zap multi-step, so it needs a paid plan.

  4. 04

    Add the action

    Add Create File and map the PDF the search found. Each successful file counts as one task, the search and the trigger do not.

  5. 05

    Test, then Publish

    Run each step once and read what came back. When the file lands where you expect it, click Publish to switch the Zap on.

Triggers

The 9 geoCapture triggers

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

1

New Alarm Event

Instant trigger

In Zapier“Triggers when an alarm was triggered.”

Fires when an alarm goes off in geoCapture. The Zap gets the alarm and can pass it to whoever has to act on 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
a fleet manager wants every alarm turned into a maintenance log entry, so the workshop sees it without opening the tracking screen.
Watch out
this trigger has no Actions field to set, unlike the eight others, so every alarm of the connected account starts the Zap.
2

New Form Data Event

Instant trigger

In Zapier“Triggers when a form data object is created, updated, deleted or when the status changes.”

Starts the Zap whenever a digital form record moves in geoCapture: created, updated, deleted, or switched to another status. It is the trigger behind most paperwork Zaps.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
an inspector submits a site checklist on a phone and the office needs the PDF filed against the job the same minute.
Watch out
the Actions field is required, so decide which form events you want before testing, or the trigger will not save.
3

New Tour Event

Instant trigger

In Zapier“Triggers when a tour is created, updated or deleted.”

Watches the planning side: a tour gets created, changed or removed, and the Zap starts with that tour in hand.

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 dispatcher reshuffles tomorrow's routes and the drivers' assignments elsewhere must follow without anyone retyping them.
Watch out
the Actions field is required. If the same Zap edits tours, it can set itself off again; keep writes away from what this trigger watches.
4

New Employee Absence Event

Instant trigger

In Zapier“Triggers when a new employee absence is created, updated or deleted.”

Reacts to leave records: a new absence, a change of dates, or a deletion. The Zap receives the absence so the rest of the team can plan around 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
a site lead wants to know the moment a crew member books leave, so the week's assignments can be adjusted early.
Watch out
the Actions field is required, so pick the absence events that matter before running the test.
5

New Employee Event

Instant trigger

In Zapier“Triggers when a employee is created, updated or deleted.”

Covers the staff list itself. Adding a person, editing a profile or removing someone in geoCapture starts the Zap with that employee record.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
HR adds a new hire in geoCapture and the onboarding steps (wage group, first project) should follow on their own.
Watch out
the Actions field is required; without it set, the trigger cannot be tested or published.
6

New Employee Stamp Event

Instant trigger

In Zapier“Triggers when a new employee stamp is created, updated or deleted.”

Fires on time clock entries. Each time an employee stamp is created, corrected or deleted, the Zap starts with that stamp.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
payroll prep needs every clock-in correction mirrored as an accounting entry, instead of being checked line by line at month end.
Watch out
the Actions field is required. A correction counts as an update, so choose whether updates should start the Zap too.
7

New File Event

Instant trigger

In Zapier“Triggers when a file is created, updated or deleted.”

Follows the documents stored in geoCapture: a file added, replaced or removed starts the Zap with that file record.

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 project manager wants every delivery note uploaded from the field announced to the office team that bills the job.
Watch out
the Actions field is required. If your Zap creates files too, it can trigger itself, so add a filter or watch a narrower event.
8

New Project Event

Instant trigger

In Zapier“Triggers when a project is created, updated or deleted.”

Starts from the project list. Opening a new project, changing one or deleting it in geoCapture sends that project to Zapier.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
an estimator wins a job, creates the project, and the crew assignment should be created straight after without a second login.
Watch out
the Actions field is required, so tick only the project events the Zap is built for.
9

New Vehicle Event

Instant trigger

In Zapier“Triggers when a vehicle is created, updated or deleted.”

Tracks changes to the fleet register: a vehicle added, edited or taken out of geoCapture starts the Zap.

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 new van joins the fleet and its maintenance plan has to exist from day one rather than after its first breakdown.
Watch out
the Actions field is required. Editing vehicles from the same Zap, with Update Vehicle, can loop back into this trigger.
Actions

The 70 geoCapture actions, grouped by intent

geoCapture gives you 70 actions. For each one: what it does for you, when to reach for it, and what to watch out for.

1

Assign Order to Tour

Action

In Zapier“Assign an order to a tour”

Puts an existing order on a tour, so it turns into a stop the driver will actually do.

When to use it
a new job comes in for an area already covered by today's route and should join it rather than wait.
Watch out
both the order and the tour must exist; the Orders and Tours searches give you their references.
2

Calculate Tour

Action

In Zapier“Calculate a Tour”

Runs the calculation of a tour in geoCapture from a Zap.

When to use it
stops were added or removed by earlier steps, and the tour should be calculated again without anyone clicking it.
Watch out
if the Zap does not already carry the tour, a Tours search before this step finds it.
3

Create Approval

Action

In Zapier“Create a new approval”

Creates an approval, an item a manager has to accept or reject inside geoCapture before work or costs move on.

When to use it
an expense or a timesheet gets flagged in another tool and should wait for sign-off in geoCapture.
Watch out
the answer comes back through Approval Update Status, which you can drive from another Zap.
4

Create Container Inquiry

Action

In Zapier“Create a new container inquiry”

Logs a new container inquiry in geoCapture from what an earlier step carried in.

When to use it
requests come in through a web form on your site and the yard team should find them in geoCapture.
Watch out
the Container Types search helps map the labels of your form onto the types geoCapture knows.
5

Create Department

Action

In Zapier“Create a new department”

Opens a new department in geoCapture so people and projects can be grouped under it. It is usually the first brick when a new branch or crew is set up.

When to use it
a regional office opens and its department has to exist before anyone can be placed in it.
Watch out
Resource planning and Ignore project worktime approval rule both stay off unless you switch them on here.
6

Create Dispo Tour

Action

In Zapier“Create a new dispo tour”

Builds a new dispo tour, the route a driver or a crew follows during a shift, ready to receive orders and stops.

When to use it
routes are drafted in a spreadsheet or another planner, and geoCapture should hold the same tours for the drivers.
Watch out
a Zap that starts from New Tour Event and creates tours can fire itself again.
7

Create Employee

Action

In Zapier“Create a new employee”

Adds a person to the staff list in geoCapture, using the name and details another step carried in. From there, the new employee can be assigned, costed and planned like anyone else.

When to use it
a hiring form or an HR tool is your source of truth, and geoCapture should simply follow it.
Watch out
Time tracking is switched on by default, so turn it off for office staff who never clock in.
8

Create Employee Absence

Action

In Zapier“Create a new employee absence”

Records an absence on an employee's calendar in geoCapture. The planning then shows that person as unavailable.

When to use it
leave requests are approved in a separate HR tool and dispatch keeps planning people who are actually off.
Watch out
the Half day field is how the step marks a half-day absence, so map it when the leave covers only part of the day.
9

Create Employee Accounting Entry

Action

In Zapier“Create a new employee accounting entry”

Adds an accounting entry to an employee's record, the kind of line payroll later works from: a bonus, an allowance, a correction.

When to use it
a site bonus is agreed in another tool and must show up in geoCapture before the monthly payroll export.
Watch out
map a salary type that exists in your account; the Salary Types search gives you the list.
10

Create Employee Stamp

Action

In Zapier“Create a new employee stamp”

Writes a time clock entry for an employee, exactly as if they had stamped in or out from the app. It lands with the stamps your team already makes.

When to use it
a badge reader at the depot or a separate check-in kiosk records arrivals, and geoCapture must hold the same entries.
Watch out
a Zap that starts from New Employee Stamp Event and writes stamps can set itself off again.
11

Create Export for Cost Booking

Action

In Zapier“Creates an export definition for cost bookings and returns the export id.”

Defines an export of cost bookings and returns the export id, which the next steps can use.

When to use it
accounting pulls cost bookings at month end and wants the export set up without opening geoCapture.
Watch out
Mark as exported is true by default, so the bookings that go out get flagged as exported.
12

Create File

Action

In Zapier“Create a new file”

Stores a new file in geoCapture, so the document sits where your team will look for it next to the job.

When to use it
a signed PDF, a photo or a delivery note produced by an earlier step should be kept with the project.
Watch out
a Zap watching New File Event and creating files can set itself off; keep the two apart.
13

Create Location

Action

In Zapier“Create a new location”

Saves a new location in geoCapture, a place your teams keep going back to, such as a customer site or a depot.

When to use it
every new customer address entered in your CRM should exist as a location before the first visit is planned.
Watch out
this step always creates. For a site that may already exist, Update or Create Location matches it on a Key Field instead.
14

Create Maintenance

Action

In Zapier“Create a new maintenance”

Plans a maintenance item for a vehicle or a tool, so the next service is on record instead of in someone's head.

When to use it
a new vehicle is registered and its first service has to be planned from the start.
Watch out
the Active field decides whether the maintenance is live; left off, it sits there doing nothing.
15

Create Maintenance Log

Action

In Zapier“Create a new maintenance log”

Writes an entry in the maintenance log, the running record of what was found or done on an asset.

When to use it
an alarm or a driver's report from the road should leave a line the workshop can follow up.
Watch out
a log entry records; it does not plan. Pair it with Create Maintenance if a service must be booked.
16

Create Order

Action

In Zapier“Create a new order”

Creates an order, the unit of work that the dispatcher later places on a tour. It is the entry point for most service and delivery jobs.

When to use it
a booking made on your website, or a ticket opened by a customer, should turn into a job the dispatcher can plan.
Watch out
an order is not on a tour yet; add Assign Order to Tour after it if the route is already known.
17

Create Project

Action

In Zapier“Create a new project”

Creates a project in geoCapture, the container that time, staff, files and costs hang from. Field teams then see it on their side.

When to use it
a quote gets signed in your sales tool and the job should become a live project without anyone retyping it.
Watch out
the Project Categories search lists the categories your account already has, if the project should go under one.
18

Create Project Assignment

Action

In Zapier“Create a new project assignment”

Puts an employee or a team on a project, so the work shows up on their side and their time can be booked to it.

When to use it
a new project was just opened and the usual crew for that kind of job should be attached right away.
Watch out
the project and the person must already exist; the Projects and Employees searches fetch their references.
19

Create Project Category

Action

In Zapier“Create a new project category”

Adds a project category, which groups projects and decides how they behave for export, geocoding and driving times.

When to use it
a new line of business starts and its projects need rules of their own from the first one.
Watch out
Home category means no driving times get added to its projects, and Ignore reverse geocoding keeps them out of geocoding and events.
20

Create Repeat Order

Action

In Zapier“Create repeat order”

Opens a repeat order in geoCapture, meant for work that comes back again and again rather than a one-off visit.

When to use it
a maintenance contract gets signed and its recurring visits should exist without someone keying in each one.
Watch out
check the result in geoCapture after the first test, so the repetition matches what the contract says.
21

Create Tool

Action

In Zapier“Create a new tool”

Registers a tool or a piece of equipment in geoCapture so it can be located, maintained and charged to jobs.

When to use it
a purchase gets recorded in your inventory tool and the item should appear in geoCapture the same day.
Watch out
Synchronize beacon is off by default; on, the beacon mirrors the tool's name, photo, description and serial number.
22

Create Tool Cost Setting

Action

In Zapier“Create a new tool cost setting”

Gives a tool a cost setting, so each use of it can be charged to the projects it serves.

When to use it
rental rates are revised and every tool in geoCapture should carry the new figure.
Watch out
Automatic booking can be set to false if the setting should only serve form data bookings.
23

Create Tracker Cost Setting

Action

In Zapier“Create a new tracker cost setting”

Gives a vehicle a cost setting, which turns its use into bookings against the work it does.

When to use it
a van joins the fleet and its running cost should be charged to jobs from its first trip.
Watch out
Tracker id is required, so the vehicle must exist first. Release on inactivity avoids empty bookings on days it stays parked.
24

Create Transport Order

Action

In Zapier“Create transport order”

Creates a transport order, the type of job that moves goods from a pickup point to a drop-off point.

When to use it
a haulage request arrives through a customer portal and should land straight in the dispatcher's queue.
Watch out
it creates a separate order from Create Order, so pick the one that matches how your dispatch is organised.
25

Create Wage Group

Action

In Zapier“Create a new wage group”

Sets up a new wage group, the bucket that ties pay rules to a set of employees. Settings for cost and for individual staff then hang off it.

When to use it
a new grade of worker or a new collective agreement needs its own group before people are moved into it.
Watch out
create the group first, then the settings: the cost and employee settings point at a group that must already be there.
26

Create Wage Group Cost Setting

Action

In Zapier“Create a new wage group cost setting”

Writes a cost setting on a wage group, so every hour worked by people in that group carries a cost in geoCapture's bookings.

When to use it
finance revises hourly rates once a year and wants the new figures entered from their own sheet rather than group by group.
Watch out
the wage group has to exist already; place a Wage Groups search before this step if the Zap only knows the group's name.
27

Create Wage Group Employee Setting

Action

In Zapier“Create a new wage group employee setting”

Links an employee to a wage group setting, which is how geoCapture knows how to cost that person's hours. Without it, the hours are recorded but not priced.

When to use it
a new hire was just created by the same Zap and must land in the right pay bucket straight away.
Watch out
Automatic booking decides whether this setting books on its own; set it to false if it should only serve form data bookings.
28

Create Webhook

Action

In Zapier“Create a new webhook”

Creates a webhook in geoCapture, an outgoing notification that geoCapture sends to another system.

When to use it
a technical team wires geoCapture to an in-house tool and wants the setup scripted rather than clicked.
Watch out
the Active flag decides whether the webhook sends anything at all.
29

Create Webhook Application

Action

In Zapier“Create a new webhookApplication”

Declares a webhook application in geoCapture, the receiving side that webhooks get attached to.

When to use it
a new in-house system must be declared in geoCapture before any webhook can target it.
Watch out
the Active flag has to be on for the application to be used.
30

Delete Bill of Quantities

Action

In Zapier“Delete a bill of quantities”

Deletes a bill of quantities that should no longer be worked from.

When to use it
a revised estimate replaces an old one and the crew must not pick up the outdated version.
Watch out
Dry run is off by default; switch it on to test without removing anything.
31

Delete Tour

Action

In Zapier“Delete a Tour”

Deletes a tour from the planning, so it no longer appears among the routes of the day.

When to use it
a route is cancelled for the day and should not stay on drivers' screens.
Watch out
a Zap starting from New Tour Event will treat this deletion as one more event.
32

Delete Employee

Action

In Zapier“Delete employees”

Removes employees from geoCapture, for example when someone leaves the company.

When to use it
departures are decided in your HR tool and geoCapture should not keep people who are gone.
Watch out
Dry run simulates the deletion without removing data; run it first on a real case.
33

Delete Employee Absence

Action

In Zapier“Delete an employee absence”

Deletes an absence so the person shows as available again on the planning.

When to use it
a leave request is cancelled in the HR tool and geoCapture must drop it the same way.
Watch out
Dry run lets you check which absence matches before anything is removed.
34

Delete Employee Accounting Entry

Action

In Zapier“Delete employee accounting entries”

Deletes employee accounting entries that should no longer reach payroll.

When to use it
an allowance is reversed upstream and its line must go before the export runs.
Watch out
Dry run is there; turn it on while you check which entries the step matches.
35

Delete File

Action

In Zapier“Delete a file”

Deletes a file stored in geoCapture so it can no longer be opened by mistake.

When to use it
a document has been replaced in your file tool and the old copy should go.
Watch out
a Zap watching New File Event sees deletions too, so keep the two apart.
36

Delete Order

Action

In Zapier“Delete an order”

Deletes an order from geoCapture before or after it was dispatched.

When to use it
a customer cancels a booking that had already been pushed into dispatch.
Watch out
Filter by unassigned limits the delete to orders not yet on a tour, and Dry run lets you test it.
37

Delete Project

Action

In Zapier“Delete projects”

Deletes projects from geoCapture, along the lines your source tool decides.

When to use it
a quote is lost or cancelled after its project was already opened automatically.
Watch out
Dry run simulates the step, the safe way to test a delete against real data.
38

Delete Project Assignment

Action

In Zapier“Delete a project assignment”

Takes an employee or a team off a project, so the job leaves their list.

When to use it
someone gets pulled off a job in your planning tool and geoCapture should reflect it.
Watch out
Dry run is available and removes nothing while it is switched on.
39

Delete Stops

Action

In Zapier“Delete stops”

Removes stops from a tour while the tour itself stays in place.

When to use it
a delivery is called off and its stop must go without touching the rest of the route.
Watch out
the Tours search or Fetch Data From Tour helps you find the stop to remove.
40

Delete Tool

Action

In Zapier“Delete tools”

Removes tools from geoCapture when they leave your equipment pool.

When to use it
equipment is sold or scrapped and your inventory tool records it first.
Watch out
Dry run simulates the deletion and keeps the data, which is how to test it.
41

Delete Webhook

Action

In Zapier“Delete a webhook”

Deletes a webhook from geoCapture's settings so it stops sending. Other webhooks keep running.

When to use it
a receiving system is retired and geoCapture should stop calling it.
Watch out
Dry run is available, so a first test run removes nothing.
42

Import Bill of Quantities

Action

In Zapier“Import a bill of quantities file”

Imports a bill of quantities file into geoCapture, so the site works from the same list as the office.

When to use it
the estimator exports quantities from a costing tool and the crew needs them in geoCapture.
Watch out
for a change to a bill already in geoCapture, Update Bill of Quantities is the step to use.
43

Order Importer

Action

In Zapier“Import a file with the order importer”

Feeds a file to geoCapture's order importer, which turns its lines into orders.

When to use it
a customer sends an order file by email and nobody should key the lines in by hand.
Watch out
a large import produces many orders at once, and a trigger returning a huge batch can be held back by Zapier.
44

Optimize Tour

Action

In Zapier“Optimize a Tour”

Asks geoCapture to optimize a tour from a Zap, without opening the planning screen.

When to use it
orders were added to a tour during the day and the sequence no longer makes sense for the driver.
Watch out
if the Zap starts from New Tour Event, optimizing changes the tour and can fire the trigger again.
45

Set Status

Action

In Zapier“Set the status of the tour”

Changes the status of a tour in geoCapture.

When to use it
a tour gets confirmed in another tool and its status in geoCapture should follow without a phone call.
Watch out
a Zap that starts from New Tour Event sees this change too, which can set it off again.
46

Set Form Data Status

Action

In Zapier“Set the status of the form data”

Sets the status of a form data record, the step that marks a submitted form as checked or processed.

When to use it
the office validates a site report and the field worker should see it marked as done.
Watch out
a status change fires New Form Data Event, so a Zap starting from it can loop on this action.
47

Update Bill of Quantities

Action

In Zapier“Update a bill of quantities”

Changes a bill of quantities already in geoCapture, found through the key field you set.

When to use it
quantities are revised in an estimating tool and the site must work from the latest figures.
Watch out
Key Field is required; it tells geoCapture which field acts as the unique key.
48

Approval Update Status

Action

In Zapier“Update an approval's status”

Moves an approval to a new status, which is how an accept or a reject gets recorded in geoCapture.

When to use it
managers decide from another tool, or from a chat message, and their answer must land on the approval.
Watch out
the Approvals search finds the item first when the Zap only carries a reference from elsewhere.
49

Update Vehicle

Action

In Zapier“Update an existing vehicle if the used key already exists”

Updates an existing vehicle in geoCapture once the key you picked finds it. Only vehicles already on the fleet register are touched.

When to use it
registration or assignment details change in your fleet tool and geoCapture should match.
Watch out
Key Field is required, and Pool vehicle marks a shared vehicle. A Zap watching vehicles can loop on it.
50

Update Beacon

Action

In Zapier“Update an existing beacon”

Edits an existing beacon, the tag that locates a tool or an asset in geoCapture.

When to use it
beacons move between tools and geoCapture must show the right pairing after each swap.
Watch out
Key Field is required, and it only updates: the beacon has to exist already.
51

Update or Create Container Inquiry

Action

In Zapier“Update an existing container inquiry if the used key already exists or create a new container inquiry”

Updates a container inquiry when the key matches one, and logs a new inquiry otherwise.

When to use it
a customer portal sends the same inquiry again every time its status moves.
Watch out
Key Field and Id are both required; Id is the inquiry's internal id in geoCapture.
52

Update or Create Department

Action

In Zapier“Update an existing department if the used key already exists or create a new department”

Finds a department by its key and brings it up to date, or opens it when nothing matches yet.

When to use it
your org chart is maintained in another tool and geoCapture's departments should track it.
Watch out
Key Field is required, and the two optional switches stay off unless you set them in the step.
53

Update or Create Dispo Tour

Action

In Zapier“Update an existing dispo tour if the used key already exists or create a new dispo tour”

Updates a dispo tour found by its key, or creates it when it is not there.

When to use it
route plans are worked out in another tool and pushed back into geoCapture each time they change.
Watch out
Key Field is required. A Zap watching tours that runs this action can trigger itself.
54

Update or Create Employee

Action

In Zapier“Update an existing employee if the used key already exists or create a new employee”

Looks for an employee through the key you chose, updates that person if found, and creates them otherwise. One step covers both new hires and changes.

When to use it
an HR system pushes every staff change and you cannot tell in advance whether the person exists yet.
Watch out
Key Field is required; pick a value that never changes, such as a staff number, or duplicates creep in.
55

Update or Create Employee Absence

Action

In Zapier“Update an existing employee absence if the used key already exists or create a new employee absence”

Updates an absence already on the calendar, or records a new one, depending on whether the key matches.

When to use it
leave dates shift after approval and geoCapture must show the final dates, not a second absence next to the first.
Watch out
Key Field is required; Half day still applies when the absence ends up being created.
56

Update or Create Employee Accounting Entry

Action

In Zapier“Update an existing employee accounting entry if the used key already exists or create a new employee accounting entry”

Corrects an employee accounting entry when it is already there, and adds it when it is not.

When to use it
allowances get recalculated and sent again, and the old lines should change rather than double.
Watch out
Key Field is required. Without a stable key, every run adds one more line.
57

Update or Create File

Action

In Zapier“Update an existing file if the used key already exists or create a new file”

Replaces a file located by its key, or stores it as new when nothing matches.

When to use it
a plan or a contract gets revised and only the latest version should be in geoCapture.
Watch out
Key Field is required; without a stable key, each revision lands as one more file.
58

Update or Create Location

Action

In Zapier“Update an existing location if the used key already exists or create a new location”

Matches a location on its key and corrects it, or adds a fresh one when there is no match.

When to use it
customer addresses get fixed in your CRM and the sites in geoCapture should carry the corrected version.
Watch out
Key Field is required; the customer reference from your CRM works better than the address text.
59

Update or Create Maintenance

Action

In Zapier“Update an existing maintenance if the used key already exists or create a new maintenance”

Keeps a planned maintenance up to date, and creates it when the key finds nothing.

When to use it
service plans are set in a fleet tool and pushed into geoCapture whenever they change.
Watch out
Key Field and Id are required, and Active still decides whether the maintenance is live.
60

Update or Create Maintenance Log

Action

In Zapier“Update an existing maintenance log if the used key already exists or create a new maintenance log”

Updates a maintenance log entry, or writes it as new when the key matches nothing.

When to use it
a workshop system closes a repair and the matching log line should be updated, not repeated.
Watch out
Key Field is required; the repair reference from the workshop tool is a good candidate.
61

Update or Create Order

Action

In Zapier“Update an existing order if the used key already exists or create a new order”

Checks for an order through its key, updates it when found, and creates it when missing.

When to use it
a booking system sends both new jobs and changes to existing ones, and one action should handle both.
Watch out
Key Field is required. Use the booking reference, never the customer's name.
62

Update or Create Project

Action

In Zapier“Update an existing project if the used key already exists or create a new project”

Keeps a project current in geoCapture: if the key finds it, it is updated, otherwise a new one is created.

When to use it
project names and statuses are edited in your CRM and the field team should always see the same thing.
Watch out
Key Field is required. Use a value both sides store, such as your external project number.
63

Update or Create Project Assignment

Action

In Zapier“Update an existing project assignment if the used key already exists or create a new project assignment”

Refreshes an assignment that exists, or creates it when the key matches nothing.

When to use it
staffing changes in a planning tool and geoCapture's assignments have to follow without manual edits.
Watch out
Key Field and Id are both required; the Project Assignments search returns the internal id.
64

Update or Create Project Category

Action

In Zapier“Update an existing project category if the used key already exists or create a new project category”

Updates a project category found through its key, or creates it when it is new.

When to use it
category rules are managed in one place and pushed to several geoCapture accounts.
Watch out
Key Field is required, and Export, Home category and Ignore reverse geocoding change how the projects inside behave.
65

Update or Create Tour Stop

Action

In Zapier“Update an existing tour stop if the used key already exists or create a new tour stop”

Edits a stop on a tour when it exists, or adds the stop to the tour when it does not.

When to use it
a customer changes the delivery address and the stop must follow without the whole tour being rebuilt.
Watch out
Dry run simulates the step without creating or changing anything, which is handy while testing.
66

Update or Create Tool

Action

In Zapier“Update an existing tool if the used key already exists or create a new tool”

Updates a tool record found by its key, or registers the tool if it is not there yet.

When to use it
your equipment register is the master list and geoCapture should mirror it.
Watch out
Key Field is required, and Synchronize beacon works the same as on Create Tool.
67

Update Vehicle Manufacturer

Action

In Zapier“Update an existing vehicle manufacturer”

Updates a vehicle manufacturer already stored in geoCapture, located through its key.

When to use it
manufacturer names were typed inconsistently over the years and you clean them from a reference list.
Watch out
Key Field is required, and despite its name it only updates: a missing manufacturer is not created.
68

Update or Create Wage Group

Action

In Zapier“Update an existing wage group if the used key already exists or create a new wage group”

Keeps a wage group in step with an outside list of pay grades: update when it exists, create when it does not.

When to use it
payroll owns the grade list and pushes changes to geoCapture whenever one moves.
Watch out
Key Field and Id are both required, so a Wage Groups search usually comes first to fetch the internal id.
69

Update or Create Webhook

Action

In Zapier“Update an existing webhook if the used key already exists or create a new webhook”

Updates a webhook definition in geoCapture through its key, or creates it.

When to use it
a technical team manages geoCapture's outgoing notifications from one central list.
Watch out
Key Field and Id are required, and the Active flag decides whether it sends anything.
70

Update or Create Webhook Application

Action

In Zapier“Update an existing webhook application if the used key already exists or create a new webhook application”

Refreshes a webhook application, or creates it when the key does not match one.

When to use it
several receiving systems are kept in one register and pushed to geoCapture from there.
Watch out
Key Field and Id are required; the Active flag switches the application on or off.
Searches

The 68 geoCapture searches

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

A search step reads geoCapture without changing anything, and hands what it found to the next step. You will find them at the bottom of the Action event list, under SEARCH. Three settings decide what happens when the result is not clean.

1

Approvals

Search

In Zapier“Get a list of approvals”

Pulls the approvals stored in geoCapture so a later step can read their content and status.

When to use it
a manager wants a recap of pending approvals posted where the team already reads its updates.
Watch out
with several matches, the default keeps only the first one; change it if you need them all.
2

Approval Rules

Search

In Zapier“Get a list of approval rules”

Lists the approval rules defined in your account, the logic that decides who signs what.

When to use it
a Zap has to pick the right rule before it creates an approval for a new expense.
Watch out
rules change rarely, so this search mostly serves to fetch a reference for the next step.
3

Beacons

Search

In Zapier“Get a list of beacons”

Looks up beacons, the tags placed on tools and assets to locate them.

When to use it
you need a beacon's reference before Update Beacon can touch it.
Watch out
Update Beacon only updates, so a search that finds nothing tells you the beacon is not there yet.
4

Bill of Quantities

Search

In Zapier“Get a list of bill of quantities”

Retrieves bills of quantities already stored in geoCapture.

When to use it
Update Bill of Quantities needs the existing bill, and the Zap only knows the project.
Watch out
if the search comes back empty, the default stops the Zap before the update runs.
5

Containers

Search

In Zapier“Get a list of containers”

Finds the containers recorded in geoCapture.

When to use it
a container inquiry should point at the actual container that will be delivered or picked up.
Watch out
a search step makes the Zap multi-step, so it needs a paid plan.
6

Container Inquiries

Search

In Zapier“Get a list of container inquiries”

Returns container inquiries already logged in your account.

When to use it
you want to know whether a customer's request exists before the Zap logs it a second time.
Watch out
pair it with Update or Create Container Inquiry to avoid duplicates altogether.
7

Container Types

Search

In Zapier“Get a list of container types”

Gives back the container types your account knows.

When to use it
a web form uses its own labels and the Zap has to map them onto geoCapture's types.
Watch out
the match depends on how geoCapture compares values, exact or close; test with a real label.
8

Cost Bookings

Search

In Zapier“Get a list of cost bookings”

Reads cost bookings, the lines that charge time, tools or vehicles to the work.

When to use it
finance wants to check the bookings of a project before the monthly export runs.
Watch out
with many matches, choose whether to keep the first one or hand them all on.
9

Cost Booking Export Data

Search

In Zapier“Search an address”

Zapier lists it as Cost Booking Export Data, but its official description reads Search an address, which does not match the name. The brief holds nothing more on what it returns.

When to use it
only after a test run shows that what comes back is what your next step needs.
Watch out
name and description disagree, so read the test output before mapping anything from it.
10

Cost Booking Start Export

Search

In Zapier“Start an export and get a job id”

Starts a cost booking export and hands back a job id for the steps that follow.

When to use it
you want the export launched from a Zap, and the job id handed to the steps after it, such as Fetch Job Status.
Watch out
despite its place under searches, this one starts an export instead of only reading.
11

Form Data List

Search

In Zapier“Get a list of form data objects”

Lists form data objects, the forms your teams filled in on their phones.

When to use it
a Zap needs an earlier submission of the same form to compare answers or reuse values.
Watch out
several submissions can match; decide whether the first one is really the one you want.
12

Form Data Media Data

Search

In Zapier“Get a media data from a form data”

Gets one media item attached to a form record, such as a photo taken on site.

When to use it
a damage photo from an inspection should go into a report or a customer ticket.
Watch out
for all the media of a form at once, Fetch Media is the better fit.
13

Form Data PDF

Search

In Zapier“Get a PDF from a form data”

Returns the PDF version of a form record, ready to file or send.

When to use it
the office wants each submitted checklist kept as a PDF next to the job it belongs to.
Watch out
this is the search behind the first Zap on this page, between New Form Data Event and Create File.
14

Form Definition

Search

In Zapier“Get a list of Form Definitions”

Lists the form definitions, the templates your forms are built from.

When to use it
a Zap has to tell which template a submission came from before routing it.
Watch out
templates rarely move, so the result is mostly a reference used by the next step.
15

Departments

Search

In Zapier“Get a list of departments”

Finds departments in geoCapture by the value you give it.

When to use it
an action needs a department reference, for example before Create Employee runs.
Watch out
if nothing matches, the default stops the Zap; switch the setting on to carry on without it.
16

Qualifications

Search

In Zapier“Get a list of qualifications”

Lists the qualifications used in dispatch, the skills a job can call for.

When to use it
an order requires a certified worker and you need the qualification's reference.
Watch out
the match depends on geoCapture's comparison rules; test with the exact wording your account uses.
17

Tours

Search

In Zapier“Get a list of tours”

Looks up tours in the planning.

When to use it
a new order must be assigned to an existing tour and the Zap needs that tour first.
Watch out
with several tours matching, the default keeps the first; narrow the search value to avoid the wrong one.
18

Employees

Search

In Zapier“Get a list of employees”

Finds employees in geoCapture from a name, a staff number or another value.

When to use it
an action asks for an employee and all you have is what another tool sent over.
Watch out
this is the usual step before any action that needs an employee id.
19

Employee Absences

Search

In Zapier“Get a list of employee absences”

Returns recorded absences, the leave and sick days on file.

When to use it
before assigning someone to a job, a Zap checks whether that person is off.
Watch out
an empty result stops the Zap by default, which here means the person is free.
20

Employee Absence Types

Search

In Zapier“Get a list of employee absence types”

Lists the absence types your account uses.

When to use it
leave requests from an HR tool have to be mapped onto geoCapture's own types.
Watch out
keep the mapping simple; one wrong type and the absence lands in the wrong bucket.
21

Employee Accounting Entries

Search

In Zapier“Get a list of employee accounting entries”

Retrieves employee accounting entries already recorded.

When to use it
an update or a delete needs the existing entry before it can act on it.
Watch out
with several entries matching, decide whether the step keeps one or passes them all.
22

Fetch Image From Employee

Search

In Zapier“Get an image from an employee”

Gets the photo stored on an employee record.

When to use it
a badge, a welcome message or a site access list should carry the person's picture.
Watch out
if no photo is on file, the default stops the Zap there.
23

Employee Stamps

Search

In Zapier“Get a list of employee stamps”

Lists employee stamps, the clock-in and clock-out entries.

When to use it
a payroll check compares stamps with planned hours before the month closes.
Watch out
Employee Time Trackings is the other search to look at for the hours side.
24

Employee Time Trackings

Search

In Zapier“Get a list of employee time trackings”

Returns employee time trackings, the hours as geoCapture counts them.

When to use it
a site lead wants a recap of the crew's hours in a message or a sheet.
Watch out
a search step makes the Zap multi-step, which means a paid plan.
25

Events

Search

In Zapier“Get a list of events”

Lists events recorded by geoCapture.

When to use it
a Zap needs the events around an alarm to explain what happened to a vehicle.
Watch out
with several events matching, all of them can be passed on at once if you change the setting.
26

Fetch Data From Tour

Search

In Zapier“Fetch data from Tour”

Pulls the data of a tour, beyond what the trigger brought along.

When to use it
a tour change fired the Zap and the next step needs the full content of that tour.
Watch out
it needs to know which tour; map the reference from the trigger or from Tours.
27

Fetch District

Search

In Zapier“Fetch dispo district list”

Fetches the list of dispatch districts.

When to use it
orders arrive with an area name that must be matched to a district before planning.
Watch out
the district list rarely changes, so this mostly feeds a reference to the next step.
28

Fetch File

Search

In Zapier“Get a base64 encoded file”

Retrieves a file from geoCapture in an encoded form other steps can carry.

When to use it
a document stored in geoCapture must travel to another app that keeps or sends it.
Watch out
for the list of files, Files is the search to use; this one fetches the content.
29

Fetch Dispo Type Qualification

Search

In Zapier“Fetch dispo qualification list”

Fetches the qualifications attached to a dispatch type.

When to use it
you need to know which skills a type of job calls for before assigning a worker.
Watch out
it works per type, so Fetch Type Data or a known type reference comes first.
30

Fetch Team

Search

In Zapier“Fetch dispo team list”

Returns the dispatch teams of your account.

When to use it
a job goes to a team rather than a person, and the team's reference is needed.
Watch out
with several teams matching, check that the default first match is the right one.
31

Fetch Tool Data

Search

In Zapier“Fetch tool data”

Gets the data stored on one tool in geoCapture.

When to use it
a maintenance step needs the tool's details to describe the job to the workshop.
Watch out
the step needs the tool's reference; a Tools search supplies it.
32

Fetch File Type

Search

In Zapier“fetch file type list”

Lists the file types defined in geoCapture.

When to use it
a file is about to be created and the right type has to be picked from what exists.
Watch out
the result is a reference for Create File or Update or Create File, nothing more.
33

Fetch Type Data

Search

In Zapier“Fetch details for a dispo type”

Returns the details of one dispatch type.

When to use it
an order is created for a type of job and the Zap needs that type's settings.
Watch out
an empty result stops the Zap by default, so test with a type that exists.
34

Files

Search

In Zapier“Get a list of files”

Lists files stored in geoCapture. It reads only, nothing is moved or changed.

When to use it
a document has to be found before Update or Create File or Delete File acts on it.
Watch out
with several files matching, the default keeps the first one only.
35

Geocoder

Search

In Zapier“Geocode address”

Turns an address into map coordinates geoCapture can use.

When to use it
a customer address typed in a web form must become a usable point for planning.
Watch out
an address that cannot be read stops the Zap by default; check the setting.
36

Fetch Job Status

Search

In Zapier“Fetch status from job”

Reads the status of a job, such as an export started earlier.

When to use it
you launched Cost Booking Start Export and must know whether it has finished.
Watch out
it needs the job id that Cost Booking Start Export handed back.
37

Locations

Search

In Zapier“Get a list of locations”

Finds locations already saved in geoCapture.

When to use it
an order should point at an existing site instead of a fresh copy of the same address.
Watch out
pair it with Create Location to add the site only when the search finds nothing.
38

Fetch Form Data Log

Search

In Zapier“fetch the log for the form data”

Fetches the log of a form data record, its history of changes.

When to use it
a dispute with a customer needs to show who changed a report and in what order.
Watch out
it works per form record, so map the record's reference from the trigger.
39

Maintenances

Search

In Zapier“Get a list of maintenances”

Looks up planned maintenance items. It returns what is planned, not what was done.

When to use it
you want to update a planned service and need to find it first.
Watch out
Update or Create Maintenance also needs its internal id, which this search provides.
40

Maintenance Logs

Search

In Zapier“Get a list of maintenance logs”

Retrieves maintenance log entries. Those are the lines written after an inspection or a repair, not the planned services.

When to use it
a report gathers what the workshop has written about one vehicle over time.
Watch out
with many entries matching, change the setting to pass them all on.
41

Maintenance Types

Search

In Zapier“Get a list of maintenance types”

Lists the maintenance types available in your account. Nothing is created by this step.

When to use it
a maintenance created by the Zap must carry the right type.
Watch out
type names are matched as geoCapture compares them, exact or close; test it.
42

Fetch Media

Search

In Zapier“fetch a list of media for the form data”

Lists the media attached to a form record.

When to use it
a site report holds several photos and all of them must reach the customer file.
Watch out
set the multiple-results option to hand on every item, not just the first.
43

Orders

Search

In Zapier“Get a list of orders”

Finds orders in geoCapture.

When to use it
a customer calls about a booking and the Zap needs to locate the order behind it.
Watch out
Filter by unassigned narrows the search to orders not yet placed on a tour.
44

Order Categories

Search

In Zapier“Get a list of order categories”

Lists order categories. The result tells the next step which categories exist and how they are named.

When to use it
orders created by the Zap must be filed under a category that already exists.
Watch out
if your team renames categories, test the Zap again after each change.
45

Fetch Order Data

Search

In Zapier“Get order details”

Gets the details of one order, with optional extras.

When to use it
a confirmation to a customer should show what geoCapture holds for the job.
Watch out
Id is required, so run Orders first. Order log, Order qualification and Tour info are optional.
46

Projects

Search

In Zapier“Get a list of projects”

Finds projects in geoCapture.

When to use it
an assignment or a file must be attached to an existing project, not to a new one.
Watch out
an empty result stops the Zap by default; switch the setting if a missing project is normal.
47

Project Assignments

Search

In Zapier“Get a list of project assignments”

Returns project assignments, who is on which job.

When to use it
the Zap must check who is already on a job before adding someone.
Watch out
it also supplies the internal id that Update or Create Project Assignment requires.
48

Project Categories

Search

In Zapier“Get a list of project categories”

Lists project categories. Each category carries its own export and geocoding rules, so the choice matters.

When to use it
a new project needs its category picked from the ones your account already has.
Watch out
a wrong category brings the wrong export and geocoding rules with it.
49

Project Times

Search

In Zapier“Get a list of project times”

Retrieves the times booked on projects. It reads the hours, it does not book any.

When to use it
a project manager wants hours per job sent to a costing sheet.
Watch out
with many lines matching, hand them all on or the sheet only gets the first.
50

Reverse Geocoder

Search

In Zapier“Search an address”

Turns coordinates back into a readable address. It is the reverse of Geocoder.

When to use it
a GPS position coming with an alarm should show as a street address in the message.
Watch out
coordinates that resolve to nothing stop the Zap by default.
51

Salary Types

Search

In Zapier“Get a list of salary types”

Lists the salary types of your account. Those types are the headings payroll lines are booked under, so the step mostly hands a reference to the next action.

When to use it
an accounting entry has to be booked under a salary type that exists.
Watch out
the result is a reference for Create Employee Accounting Entry.
52

Tools

Search

In Zapier“Get a list of tools”

Finds tools and equipment. The result carries the tool's reference for the steps after it.

When to use it
a maintenance or a cost setting has to target a tool that is already registered.
Watch out
pair it with Create Tool when a missing tool should be added.
53

Tool Categories

Search

In Zapier“Get a list of tool categories”

Lists tool categories. Categories group the equipment, so a tool filed in the wrong one is hard to find later.

When to use it
new tools coming from your inventory tool must be sorted into a category.
Watch out
the match follows geoCapture's comparison rules, so use the exact names.
54

Tool Cost Settings

Search

In Zapier“Get a list of tool cost settings”

Returns tool cost settings. Those are the rates that charge each use of a tool to the projects it serves.

When to use it
you want a tool's current rate before writing a new one.
Watch out
with several settings per tool, decide which one the next step should use.
55

Tool Manufacturers

Search

In Zapier“Get a list of tool manufacturers”

Lists tool manufacturers. The step reads the list as it stands in your account and changes nothing in it.

When to use it
a tool created by the Zap should carry a manufacturer that exists.
Watch out
an empty result stops the Zap by default; plan for new brands.
56

Vehicle

Search

In Zapier“Get a list of vehicles”

Finds vehicles in geoCapture. The result carries the vehicle's reference for the steps that follow.

When to use it
Update Vehicle or a cost setting needs the vehicle's id.
Watch out
Normalized search enables wider matching, such as a normalized licence number or phonetic names.
57

Vehicle Categories

Search

In Zapier“Get a list of vehicle categories”

Lists vehicle categories. The step reads the categories as they stand and hands them to the next step, without touching a single vehicle in the fleet register.

When to use it
a fleet report groups vehicles by category before it goes out.
Watch out
the result feeds a reference; it does not change the vehicles.
58

Tracker Cost Settings

Search

In Zapier“Get a list of tracker cost settings”

Returns tracker cost settings, the running costs set on vehicles.

When to use it
you check whether a vehicle already has a cost setting before adding one.
Watch out
an empty result is useful here: it tells the Zap to create the setting.
59

Vehicle Counters

Search

In Zapier“Get a list of vehicle counters”

Lists vehicle counters. The step reads the counters as geoCapture holds them for each vehicle of your fleet.

When to use it
a maintenance step depends on what a vehicle's counter shows.
Watch out
with many vehicles, narrow the search value or the first match wins.
60

Vehicle Healths

Search

In Zapier“Get a list of vehicle healths”

Returns vehicle healths, the state geoCapture reports for each vehicle. It reads only.

When to use it
a fleet check flags vehicles that need attention to the workshop.
Watch out
with several results, pass them all on for a full report.
61

Vehicle Manufacturers

Search

In Zapier“Get a list of vehicle manufacturers”

Lists vehicle manufacturers. The step reads the list of brands your account holds, without editing any of them, and returns their references to the next step.

When to use it
you need a manufacturer's key before Update Vehicle Manufacturer.
Watch out
that action only updates, so this search confirms the manufacturer exists.
62

Vehicle Profiles

Search

In Zapier“Get a list of vehicle profiles”

Lists vehicle profiles. Profiles group the settings shared by similar vehicles, so the step returns the one a new vehicle should use.

When to use it
a new vehicle setup needs the right profile picked from those available.
Watch out
the default keeps the first match only.
63

Track Points

Search

In Zapier“Get a list of track points”

Retrieves track points, the recorded positions of a vehicle.

When to use it
a customer disputes a visit and the route of that day has to be checked.
Watch out
track points come in numbers, so decide whether to hand them all on.
64

Wage Groups

Search

In Zapier“Get a list of wage group”

Finds wage groups. Wage groups are the pay buckets employees sit in, and the step reads them without changing anything.

When to use it
Update or Create Wage Group needs the group's internal id.
Watch out
an empty result stops the Zap by default, before the update runs.
65

Wage Group Cost Settings

Search

In Zapier“Get a list of wage group cost settings”

Returns wage group cost settings. Those settings put a cost on every hour worked by the people of a group.

When to use it
you want the current rate of a group before changing it.
Watch out
several settings can match one group; check which one comes first.
66

Wage Group Employee Settings

Search

In Zapier“Get a list of wage group employee settings”

Lists wage group employee settings. Each setting links one employee to a wage group, which is how the hours get priced.

When to use it
a Zap checks which pay bucket an employee sits in before an export.
Watch out
with no setting on file, the Zap stops by default.
67

Webhooks

Search

In Zapier“Get a list of webhooks”

Lists the webhooks defined in geoCapture. Webhooks are the notifications geoCapture sends out to other systems, and this step only reads their definitions.

When to use it
Update or Create Webhook needs an existing webhook's id.
Watch out
the default keeps only the first match.
68

Webhook Applications

Search

In Zapier“Get a list of webhook applications”

Lists webhook applications. Applications are the receiving side of geoCapture's webhooks, the systems those notifications go to.

When to use it
a webhook has to be attached to an application that already exists.
Watch out
pair it with Create Webhook Application for a missing one.

The three settings every search exposes

  1. Successful if no search results are found?
    Left on its default, an empty search stops the Zap and the steps that needed it are skipped. Switched on, the Zap carries on empty-handed.
  2. Create X if it doesn't exist yet?
    This box turns a search into a find-or-create. geoCapture offers no such variant on Zapier, so you will not see it on these searches.
  3. If multiple search results are found?
    Three ways out: keep the first match (the default), stop the Zap, or pass all of them on at once.
When it breaks

When it breaks

No help article is attached to geoCapture on Zapier, so the known failure modes are the general ones.

Four cases cover what usually goes wrong with a geoCapture Zap. For anything else, the Zapier troubleshooting page is the next place to look.

  • Nothing from before the Zap

    A Zap only reacts to what happens after you publish it. Existing tours, stamps or forms are not picked up; moving that backlog is a separate job.

  • The Zap that sets itself off

    Watch tours with New Tour Event and run Optimize Tour on them, and each change can fire the trigger again. Tasks drain fast in that loop.

  • Bulk imports held back

    After Order Importer or a large migration, a trigger that suddenly returns a huge batch can be held back by Zapier's flood protection.

  • A search that finds nothing

    By default an empty search stops the Zap, and the action after it never runs. Check the setting before blaming the action.
Need help

Need help automating geoCapture with Zapier?

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FAQ

geoCapture and Zapier: the questions people ask

01Is the geoCapture Zapier integration free?
Yes, geoCapture is not reserved to paid plans, so it works on the free Zapier plan. That plan gives you 100 tasks a month and Zaps of two steps: one geoCapture trigger and one action. The moment you add a search step to fetch an id, or a filter to keep only some events, the Zap becomes multi-step and you need a paid plan. Since every geoCapture trigger is instant, the free plan does not slow anything down: only the step count limits you.
02How many tasks does a geoCapture Zap use?
One task per action that completes successfully, nothing else. The trigger is free, and so is Zapier listening for new alarms or tours. A Zap with one trigger and two actions uses two tasks each time it runs, if both actions work. An action that fails does not count. Keep in mind that a few apps and actions take more than one task when they complete, so check the task history after the first runs.
03Is it real time?
For geoCapture, yes in practice. All 9 triggers are instant: geoCapture tells Zapier the moment the event happens, and the Zap starts right away, whatever your plan. The polling grid (15 minutes on Free, down to 1 on Team and Enterprise) only applies to polling triggers, and geoCapture has none. In the editor, a Zap built on an instant trigger shows a lightning bolt, which is a quick way to check. The free plan therefore gets the same speed as the paid ones on this app.
04What do you need to connect geoCapture to Zapier?
An existing geoCapture account, and read or write access on anything you do not own yourself that the Zap must touch. In Zapier you open Apps, click + Add connection, search geoCapture, click Add connection, sign in to geoCapture in the tab that opens and grant access. The connection is then reused by every geoCapture step in every Zap, so you only do it once per account. Make sure that account can see the vehicles, employees and projects your Zaps will use, since many actions ask for their ids.
05Why does an update action ask for a Key Field?
Because geoCapture has to know which existing record you mean. Most Update or Create actions, Update Vehicle and Update Beacon require a Key Field, the field used as the unique key. If the value you map does not match a record, the step cannot update the right one. A common fix is to place a search step before the action, such as Employees or Vehicle, and map what it returns into the key.
06What if the operation you need is not in the list?
Then the Zapier integration does not offer it today, and no setting will make it appear. Start with the 68 searches: many gaps are a lookup in disguise, and a search step before an action often covers it. If a write is really missing, look at the same operation on another platform, or ask geoCapture whether their API exposes it. Before you look elsewhere, check the 70 actions too: several Update or Create actions cover both the create and the update case in one step, which removes the need for a second Zap.
07Zapier, Make or n8n for geoCapture?
Decide on criteria, not on a ranking. The first criterion is coverage: on Zapier, geoCapture brings 9 instant triggers, 70 actions and 68 searches, so check whether the events and writes you need are in that list on each platform. The second is billing: Zapier counts one task per successful action, and the trigger is free. The third is plan limits: on Zapier, a filter or a search needs a paid plan. Put the same three questions to Make and n8n before choosing.
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