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Learnifier Zapier integrationAutomate Learnifier with Zapier.

The Learnifier Zapier integration gives you 4 triggers, 23 actions and 7 searches. All four triggers are instant, so a participant logging in, being activated or making progress reaches your other tools at once. Below: what each operation does, the rights it needs and where it trips.

See the 34 operations

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Overview

What the Learnifier Zapier integration actually does

Learnifier is a platform for building online courses, onboarding programs and learning academies. Zapier connects it to the rest of your tools. The pairing works both ways: participant events in Learnifier start automations, and data from elsewhere can create users, projects and participants in Learnifier.

Three typical results. A progress report that fills itself: Participation Progress Update fires when a participant's progress changes, and a row goes into your sheet with the new completion status. An enrolment pipeline without the back office: Create User, then Create Participant, then Activate Participant take a person from another tool to a learner who can open the project. A clean exit: Remove Client User Group Member or Delete Participant tidy up when someone leaves.

What Zapier does not do here: no trigger tells you a user or a project was created, only participant events. Several actions are admin-only, so a standard account will fail on them. Learnifier offers no find-or-create, so a search that finds nothing will not create the missing record for you. And nothing that happened before the Zap went live is picked up.

If you are still choosing a platform, read our Zapier review, or Make vs Zapier if Make is on the table too.

Vocabulary

Zapier vocabulary in one minute

Seven words you will meet in the editor, explained once here and used as is afterwards.

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. Once the Zap is on, Zapier simply waits for that event to come in.
Action
What the Zap does once started: the step that writes, sends or moves something for you in an app.
Task
The unit Zapier bills: one action your Zap completes successfully. The allowance on your plan is counted in tasks.
Polling vs instant
A polling trigger is checked by Zapier on a fixed timer. An instant trigger is reported by the app the moment the event happens.
Filter
A step that lets the Zap go on only when the incoming data meets the condition you set, and stops it otherwise.
Search step
A step that looks up a record that already exists in an app, so later steps can reuse what it found.
Cost

What a Learnifier Zap really costs

Learnifier is not a premium app, so it runs from the free plan. Triggers never cost a task: you only pay for actions that succeed.

  • TriggerFree, never counted
  • Each successful action1 task
  • Free plan100 tasks a month, two-step Zaps
  • Search or filterMakes the Zap multi-step, paid plan

The free plan gives 100 tasks a month and unlimited Zaps, each capped at two steps: one trigger and one action. Add a search, a filter or a second action and you have a multi-step Zap, which needs a paid plan. With Learnifier that comes fast, since most actions want IDs that a search step usually supplies. Every successful action counts on its own; a failed one does not. The interval grid applies to polling triggers only, and all four Learnifier triggers are instant.

Connect

Connect Learnifier to Zapier in three steps

  1. 01

    Open your connections

    In Zapier, open the Apps page of your account and click + Add connection. A connection is your Learnifier account linked once and then reused by every step that needs it.

  2. 02

    Pick Learnifier

    Search for Learnifier in the dialog, select it and click Add connection. A new tab opens on the Learnifier side, which is where the actual sign-in happens.

  3. 03

    Sign in and grant access

    Log in to Learnifier in that tab and let Zapier in. You need a Learnifier account, plus read or write rights on any organization or project you do not own and want the Zap to touch.

First Zap

Your first Zap: log completed courses in a spreadsheet

GoalEach time a participant's progress changes, a row is added to your sheet, but only for the status you choose to keep.

  1. 01

    Set the trigger

    Create a Zap, pick Learnifier and Participation Progress Update. Testing it brings back the three most recent items of the account, so you map on real data.

  2. 02

    Add the filter

    Click the plus icon, add Filter and fill the three boxes: the field, the rule, the value. CompletionStatus can read completed, incomplete, notAttempted or unknown.

  3. 03

    Add the spreadsheet step

    Add a step on your spreadsheet to create a row, then map the participant details and the completion status into the columns you want.

  4. 04

    Test every step

    Run each step once and read what came back. If the filter stops the test item, pick another one that matches your condition and test again.

  5. 05

    Publish

    Click Publish to switch it on. The filter makes this a multi-step Zap, so it runs on a paid plan; without it, the free plan is enough.

Triggers

Learnifier triggers on Zapier

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

1

Participant Access

Instant trigger

In Zapier“Triggers when a participant accesses a project. The event only triggers once per login session and project. The firstAccessFlag indicates whether this was the first access ever for this user or not.”

Starts your Zap when a participant opens a project. It fires once per login session and project, not on every click, and a firstAccessFlag tells you whether this is the person's very first visit.

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 want to know when a newly enrolled learner actually shows up, and act on that first visit only.
Watch out
a learner who logs in twice in two sessions fires it twice, so add a filter on firstAccessFlag if only the first visit matters.
2

Participation Activation

Instant trigger

In Zapier“Triggers when a new participant is activated or reactivated in a project. Reactivation can take place if larger changes are done to the project and the conditions around the participation might have changed. Normally only one event is ever sent out per participant where firstActivationNow is set.”

Runs when a participant is activated in a project, which is the moment they can actually start learning. It also fires on a reactivation, after larger changes to the project. The firstActivationNow field marks the original activation.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
a welcome step in another tool should start only once the learner can really get in.
Watch out
because reactivations come through here too, use firstActivationNow in a filter to avoid greeting the same person twice.
3

Participation Progress Update

Instant trigger

In Zapier“Triggers when progress has changed for the participant. The CompletionStatus field can be any of: completed, incomplete, notAttempted and unknown.”

Fires whenever a participant's progress moves. The CompletionStatus field tells you where they stand: completed, incomplete, notAttempted or unknown. That makes it the trigger for any reporting on who finished what.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
managers want a sheet or a CRM record updated when a learner completes a program.
Watch out
it fires on every progress change, not just completion, so a filter on CompletionStatus saves tasks.
4

Participant Reactivation

Instant trigger

In Zapier“Triggers when a participant is reactivated in a project. Reactivation can take place if larger changes are done to the project and the conditions around the participation have changed.”

Catches only the reactivations: a participant switched back on in a project, typically after significant changes to that project altered the conditions of their participation.

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 need to tell learners, or their managers, that a program they were in has changed and is open to them again.
Watch out
Participation Activation also reports reactivations, so running both on the same flow can double your messages.
Actions

Learnifier actions on Zapier

Learnifier gives you 23 actions. For each one: what it does for you, when to reach for it, and what to watch out for.

1

Activate Participant

Action

In Zapier“Activates a participant. After the activation the participant/participation can be accessed by a learner.”

Switches a participant on so the learner can open their participation. It needs the Organization ID, the Project ID and the Participant ID.

When to use it
right after Create Participant, in the same Zap, so enrolment and access happen together.
Watch out
skip this step and the learner sees nothing, even though the enrolment exists.
2

Add Client User Group Member

Action

In Zapier“Adds a user to a user group”

Puts a user into a user group. Three values are required: the Organization ID, the Client User Group ID and the member's UUID.

When to use it
someone joins a team elsewhere and should land in the matching Learnifier group.
Watch out
the UUID is Learnifier's own user identifier, so a search step usually has to fetch it first.
3

Add Product

Action

In Zapier“Adds a back office product to an organizational unit. Requires full administrator permissions.”

Gives an organization unit a back office product, identified by its Product ID, together with the Organization ID.

When to use it
a deal closed in another tool should unlock a product for that client's organization.
Watch out
it requires full administrator permissions on the connected account, otherwise it fails.
4

Create Client User Group

Action

In Zapier“Create a user group”

Sets up a user group inside an organization, from an Organization ID and a name.

When to use it
a team or cohort managed in another tool should mirror itself as a group in Learnifier.
Watch out
note the group ID it returns, since adding members asks for it.
5

Create Organization

Action

In Zapier“Create an organization unit”

Adds a new organization unit in Learnifier from a display name, the only required field.

When to use it
a new client or department signed in another tool needs its own space before users and projects arrive.
Watch out
keep the Organization ID it returns, almost every other action asks for it.
6

Create Participant

Action

In Zapier“Creates a new project participant. Participant information is created for the specified user. In the body object, only one of either email, userid or extid must be specified. The participant must be activated before it can be accessed by the user.”

Attaches an existing user to a project as a participant. Organization ID and Project ID are required, and the person is identified by exactly one of email, user ID or external ID.

When to use it
enrolling someone into a specific program from another tool.
Watch out
the participant cannot get in until you also run Activate Participant.
7

Create Project

Action

In Zapier“Creates a new project”

Opens a new project inside an organization, with just an Organization ID and a name required.

When to use it
each new cohort or program decided elsewhere should get its project in Learnifier without manual setup.
Watch out
a project with participants can no longer be deleted, so test on a throwaway one.
8

Create User

Action

In Zapier“Creates a user. No two users can have the same email address or external id (if specified). Email is saved WITH case but is handled case insensitive in the system. Email can be changed for a user assuming it doesn't cause a conflict.”

Registers a person in Learnifier from their primary email, which is required. Two users can never share the same email or external ID, and email case is ignored when checking.

When to use it
a new hire or buyer recorded in another tool should exist as a Learnifier user.
Watch out
run Get User by Email first, or the step fails on duplicates.
9

Remove Client User Group Member

Action

In Zapier“Deletes a user membership from a user group. The user and group will still remain.”

Takes a user out of a user group. The user and the group both stay in place; only the membership goes.

When to use it
someone leaves a team in your HR tool and should lose that group in Learnifier.
Watch out
it needs the Organization ID, the Client User Group ID and the User UUID.
10

Delete Participant

Action

In Zapier“Deletes a participant. The user itself will still remain but any state related to the project will be deleted. Due to constraints from products in the project it might not be possible to delete the participant. However this can only be determined at the time of the delete. If a delete fails the participant will have their inError flag set and will not be able to access the participation until it has been reactivated. Some state and progress may be lost”

Removes a participant from a project. The user stays, but everything tied to that project is wiped, and some progress may be lost.

When to use it
an enrolment was cancelled elsewhere.
Watch out
products in the project can block the deletion; when it fails, the participant is flagged in error and locked out until reactivated.
11

Delete Participant by External ID

Action

In Zapier“Deletes a participant by external id.”

Same clean-up as Delete Participant, but you point at the participation with your own external ID, the only required field.

When to use it
your source system knows its own IDs but not Learnifier's.
Watch out
the external ID has to match exactly what was stored when the participant was created.
12

Delete Project

Action

In Zapier“Deletes the project. The project can only be deleted if the project do not contain any participants.”

Erases a project, given its Organization ID and Project ID.

When to use it
closing down test or cancelled programs from your planning tool.
Watch out
it only works on a project with no participants left, so delete those first or the step fails.
13

Delete User

Action

In Zapier“Delete a user. Only api callers that have full access can call this method.”

Removes a user from Learnifier, identified by the User UUID.

When to use it
an offboarding flow in another tool should also close the learning account.
Watch out
only a connection with full access can run it; a standard account gets an error and the task is not counted.
14

Delete User Profile Picture

Action

In Zapier“Delete user profile picture”

Clears the profile picture of a user, located by the User UUID, and leaves the rest of the account alone.

When to use it
a person asks for their photo to be removed and the request is logged in another tool.
Watch out
the UUID is required, so add a search step if your trigger only carries an email.
16

Get Client User Group

Action

In Zapier“Gets the details about a user group”

Fetches the details of a user group from its Organization ID and Client User Group ID, so the next steps can use them.

When to use it
before adding or removing members, to check you are touching the right group.
Watch out
it sits among the actions, not the searches, and counts as a task when it runs.
18

Ping

Action

In Zapier“Ping our servers”

Sends a simple check to Learnifier's servers and does nothing else.

When to use it
you want to confirm the connection answers before building a longer Zap on top of it.
Watch out
in a published Zap it still counts as a task each time it runs, so remove it once testing is over.
19

Update Organization

Action

In Zapier“Update an organization unit”

Edits an existing organization unit, located by its Organization ID.

When to use it
a client renames itself or changes details in your CRM and Learnifier should follow.
Watch out
get the ID with Get Organization or Get Organization by External ID if the previous steps do not carry it.
20

Update Participant

Action

In Zapier“Update a participant”

Modifies a participant inside a project, identified by the Organization ID, the Project ID and the Participant ID.

When to use it
something about a learner's enrolment changes in another tool and the participation should reflect it.
Watch out
the Participant ID is not the user ID, so pick the right one from earlier steps.
21

Update Password

Action

In Zapier“Sets or updates a user password. It requires full access. The password must be more than 5 characters long and it is not possible to set a password for a user with a SSO association.”

Sets or resets a user's password, from the User ID and the new password. The password must be more than 5 characters long.

When to use it
provisioning accounts in bulk from another system.
Watch out
it needs full access, and it cannot set a password for a user tied to single sign-on.
22

Update Project

Action

In Zapier“Updates a project. Values are only updated if the fields are specified in the input”

Changes a project, found by its Organization ID and Project ID. Only the fields you fill in are updated, the rest stays as it is.

When to use it
a program's details change in your planning tool and the project should match.
Watch out
leave untouched fields blank rather than mapping placeholders.
23

Update User

Action

In Zapier“Updates a user. All values that have a key defined in the input will be set. So if a value should not be updated omit it totally from the input, otherwise it will be unset.”

Rewrites a user's details, starting from the User ID. Careful: any field that is present in the step is set, so an empty mapped value clears it.

When to use it
a person's record changes in your HR or CRM tool.
Watch out
remove the fields you do not want touched instead of leaving them empty.
Searches

Learnifier searches on Zapier

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

A search step finds a record that already exists so the next steps can use its ID. With Learnifier you will need them often, because most actions ask for Organization, Project, Participant or User IDs. In the action-event list, searches sit at the bottom under SEARCH. Three settings decide what happens when the result is not what you expected.

1

Get Organization

Search

In Zapier“Gets a single organization unit. The response includes the display name, internal and external id and client number.”

Looks up one organization unit from its Organization ID and hands back its display name, internal and external IDs and client number.

When to use it
you have the ID but need the readable name for a message or a report.
Watch out
it needs Learnifier's own ID; with your own reference, use Get Organization by External ID.
2

Get Organization by External ID

Search

In Zapier“Gets an organization unit with an external id”

Finds an organization unit from the external ID your own systems gave it.

When to use it
your CRM knows the client by its own code and the next Learnifier action wants an Organization ID.
Watch out
the external ID has to be stored on the Learnifier side first, or nothing comes back.
3

Get Participant by External ID

Search

In Zapier“Gets a participation by external id”

Retrieves a participation from its external ID, the only field it asks for.

When to use it
before updating or activating a participant your source system tracks under its own reference.
Watch out
decide what the Zap does when nothing matches, with the first setting above.
4

Get Project

Search

In Zapier“Write a description later”

Pulls a project's details from two required values, orgid and Project ID.

When to use it
a message or report needs the project's details, not just its number.
Watch out
both values are required, so make sure an earlier step carries them, or run Get Organization by External ID first.
5

Get User

Search

In Zapier“Returns information about a user”

Returns what Learnifier knows about a user, starting from the User ID.

When to use it
a trigger gives you an ID and the next step needs the person's details.
Watch out
if all you have is an email, Get User by Email is the right search.
6

Get User by Email

Search

In Zapier“Get user by email”

Finds a user from their email address, the one value it needs.

When to use it
just before Create User, to avoid trying to create someone who already exists.
Watch out
Learnifier ignores letter case on emails, so a capitalised address still matches.
7

Get User by External ID

Search

In Zapier“Get user by external id”

Locates a user through the external ID set by your own system.

When to use it
your HR tool knows employees by its own number and Learnifier needs to recognise them.
Watch out
each external ID is unique to one user, so a miss usually means it was never set.

The three settings every search exposes

  1. Successful if no search results are found?
    Left on its default, a search that finds nothing stops the Zap and skips the steps that depended on it. 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. Learnifier 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 when several records match: keep the first one (the default), stop the Zap, or pass all of them on.
When it breaks

When a Learnifier Zap breaks

Zapier links no help article to Learnifier and lists no app-specific limit. The traps are the general rules of Zapier, plus the permission and ID requirements described in each note above.

  • Old participants are not picked up

    A Zap only reacts to events after you switch it on. Past activations and progress stay in Learnifier, and moving that history is a separate job.

  • The Zap triggers itself

    A Zap that writes into the very place its trigger watches fires again and again and burns through your tasks. Watch Zaps whose actions change participants while a participant trigger is listening.

  • A bulk import is held back

    When a trigger suddenly sends a huge batch, after a mass enrolment or a migration, Zapier's flood protection can hold it back.

  • The filter never passes

    Filter rules are typed: a text rule works on text only, a number rule on numbers only. The wrong type stops the Zap every time.
Need help

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FAQ

Learnifier Zapier integration: FAQ

01Is the Learnifier Zapier integration free?
Yes, Learnifier is not a premium app, so it works on the free plan. That plan gives you 100 tasks a month and unlimited Zaps, but each Zap stops at two steps: one trigger and one action. Logging every progress update in a sheet fits. Most enrolment flows do not, because they need a search to find IDs or several actions in a row, and anything beyond two steps needs a paid plan.
02How many tasks does a Learnifier Zap use?
One task for each action that succeeds, nothing for the trigger. A Zap that runs Create User, Create Participant and Activate Participant uses three tasks per person enrolled. Failed actions are not counted, so a Delete Project that bounces because participants remain costs nothing. Keep in mind that a search step makes the Zap multi-step, which pushes you to a paid plan, and that a forgotten Ping step is billed like any other action.
03Do Learnifier triggers run in real time?
Yes. All four Learnifier triggers are instant: Learnifier tells Zapier as soon as a participant accesses a project, is activated or reactivated, or makes progress, and the Zap starts at once. The plan's check interval only applies to polling triggers, and Learnifier has none: here the app calls Zapier itself, so nothing waits for the next check. In the editor, a lightning bolt marks a Zap built on an instant trigger. It is the easiest way to confirm the claim yourself.
04What does it take to connect Learnifier to Zapier?
A Learnifier account and a Zapier account. Add the connection from the Apps page with + Add connection, pick Learnifier, sign in in the tab that opens and grant access. Beyond that, check the rights of the account: several actions need full access or full administrator permissions, and the participant login link needs its own permission. Without them, those steps fail even though the connection itself works. Ask your Learnifier administrator which rights the account holds before you build.
05Why can a participant not log in after Create Participant?
Because creating a participant does not open the door. Learnifier requires a separate activation before the person can access the participation, so the Zap needs Activate Participant right after Create Participant. Map the Organization ID, the Project ID and the Participant ID from the earlier step. Once that runs, Participation Activation fires, which you can use to send the learner their access in another Zap. Test with a dummy participant first to see both steps succeed.
06What if the Learnifier operation you need is not on Zapier?
Then Zapier cannot do it for Learnifier today. The editor offers four participant triggers, 23 actions and 7 searches, and nothing outside that list. For instance, no trigger fires when a user or a project is created. Keep that part manual, or let another connected tool start the Zap instead. Remember that each extra step also makes the Zap multi-step, so it needs a paid plan. Check the full list in the editor before you sketch the Zap.
07Zapier, Make or n8n for Learnifier?
It depends on your criteria, not on a winner. Zapier gives you four instant triggers and a wide set of user, project and participant actions in a guided editor. Learnifier flows tend to chain searches and several actions, so compare how each tool prices multi-step workflows. Also check which Learnifier operations each tool actually exposes, because a missing one cannot be added from the editor. Start from the exact job, then check the lists.
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