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LightSpeed VT Zapier integrationAutomate LightSpeed VT with Zapier.

The LightSpeed VT Zapier integration gives you 5 triggers, 8 actions and 2 searches. Four triggers are instant and one is polled, and the actions cover users, locations and leaderboard points, and the whole app already runs on the free Zapier plan.

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Overview

What the LightSpeed VT Zapier integration actually does

LightSpeed VT is an e-learning platform built for companies: training videos you interact with, courses made to measure for your people and reports that build themselves. Plugging it into Zapier lets the users and locations of the platform follow what happens in your other tools, and lets their changes reach those tools in return.

Three results come back most often. Accounts that open themselves: Create User gives a new hire a training account from the HR tool or the form that knows them first, and Find Email checks beforehand that the address is not taken. Managers who hear about it: User Created and User Updated fire the moment an account appears or changes, so a message or a spreadsheet row follows. Points that reward real work: Set User LeaderBoard Points by User ID and its by-username twin change a learner's leaderboard points when something happens in another app.

Now the limits. No trigger reports a finished course or a quiz result, only users, locations and access information. No action deletes a user or a location; you can only switch an account's active status. And one of the five triggers, Access Info, is polled, so it waits for Zapier's next check.

No Make or n8n page exists yet for this app; to weigh the tools in general, see our Make vs Zapier comparison.

Vocabulary

Zapier words, in plain English

Eight terms come back on this page. Here is what each one means before you open the editor.

Zap
The automation you build in 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, a new user for instance. Once the Zap is on, Zapier waits for it.
Action
What the Zap does after it starts: the step that writes, sends or moves something for you in an app.
Task
The unit Zapier bills. One task is one action your Zap completes successfully, and your plan counts those.
Polling vs instant
A polling trigger is checked by Zapier on a timer set by your plan. An instant trigger is reported by the app itself, right away.
Filter
A step that lets the Zap continue only when the incoming data meets your condition, and stops it otherwise.
Search step
A step that looks up something that already exists, a user or an email, so later steps can use what it found.
Connection
Your LightSpeed VT account linked to Zapier once, then reused by every step of every Zap that touches the app.
Cost

What a LightSpeed VT Zap really costs

LightSpeed VT is not a premium app, so it works on the free plan. The bill is counted in tasks, and only completed actions count.

  • Free plan100 tasks per month
  • Free plan Zap size2 steps: 1 trigger, 1 action
  • Premium appNo
  • Instant triggers4 out of 5

Triggers cost nothing, and neither do Zapier's checks on the polled one. Each action that succeeds counts once, so a two-action Zap uses twice as much. An action that fails is not counted. The free plan allows 100 tasks a month and two-step Zaps only, one trigger plus one action. A filter, a search step such as Find Email or a second action makes the Zap multi-step, which needs a paid plan. The grid below only applies to Access Info, the polled trigger.

Connect

Connect your LightSpeed VT account in three steps

  1. 01

    Open the Apps page

    From your Zapier account, go to Apps, then click + Add connection. A dialog opens with a search box: type LightSpeed VT and pick it from the list of results.

  2. 02

    Add the connection

    Click Add connection. A new tab opens on LightSpeed VT: sign in with an account allowed to see and edit the users and locations your Zaps will touch.

  3. 03

    Grant access

    Allow Zapier to use the account. If the Zap must change users or locations you do not manage yourself, check that your account has write access to them, or the actions will fail later.

First Zap

Your first Zap: tell the team when a new learner joins

GoalEach time a user is created in LightSpeed VT, post a message in your team chat so the right manager knows a new learner has an account.

  1. 01

    Pick the trigger

    Start a new Zap, choose LightSpeed VT as the trigger app and User Created as the event, then select the connection you just added.

  2. 02

    Test on a real user

    Run the test: Zapier brings back the three most recent users of your account. Pick a real one, so the message is built on actual names and locations.

  3. 03

    Add the message

    Add your team chat's action that sends a message, pick the channel, then drop the user's name, email and location into the text from the trigger.

  4. 04

    Test the action

    Run the step once and read what came back. A test message lands in the channel: check that it says who joined and where, without anything missing.

  5. 05

    Publish

    Click Publish to switch the Zap on. With one trigger and one action, it fits in the free plan, and User Created fires right away.

Triggers

LightSpeed VT triggers

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

1

Access Info

Polling trigger

In Zapier“Triggers a poll of user access information”

Pulls the access information of your users from LightSpeed VT on a schedule and hands any new entries to your Zap. It is the only trigger of the app that waits for Zapier to come and look.

How it fires
Zapier goes and looks at regular intervals, and how often depends on your plan: every 15 minutes on the free one
When to use it
when a report or a spreadsheet should track who has access to the platform, without anyone exporting it by hand.
Watch out
Zapier remembers what it has already seen, so the same entry never starts the Zap twice.
2

Location Updated

Instant trigger

In Zapier“Triggers when a location is changed in LSVT platform.”

Fires whenever a location changes on the LightSpeed VT platform, and passes the updated location to the next steps.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
when a directory of sites or a spreadsheet of branches must keep the same names and details as the training platform.
Watch out
a Zap that starts here and ends with Update Location on the same location writes where its trigger watches, and can loop.
3

User Updated

Instant trigger

In Zapier“Triggers when a user is updated in the LightSpeed VT platform.”

Reacts to every edit of an existing LightSpeed VT user and sends the new version of the account to your 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
when a change of email, location or status on the platform should also reach your HR tool or your mailing list.
Watch out
pairing it with Update User by User ID or by User Name on the same account can set the trigger off again and again.
4

Location Created

Instant trigger

In Zapier“Triggers when a new location is added into LSVT platform.”

Starts a Zap as soon as a new location is added to LightSpeed VT, with its details ready for the next step.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
when opening a new site in the training platform should also create its entry in a spreadsheet, or warn the people in charge.
Watch out
only new locations come through here; edits to existing ones go through Location Updated, so cover both with two Zaps if needed.
5

User Created

Instant trigger

In Zapier“Triggers when a new user is created in the LightSpeed VT platform.”

Fires the moment a new user is created on the LightSpeed VT platform, which makes it the natural start of any onboarding 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
when a manager, a spreadsheet or another tool needs to know straight away that a new learner has an account.
Watch out
a Zap on this trigger that ends with Create User would add an account each time an account is added, and never stop.
Actions

LightSpeed VT actions

LightSpeed VT gives you 8 actions. For each one: what it does for you, when to reach for it, and what to watch out for.

1

Create Location

Action

In Zapier“Creates a new location.”

Adds a location to LightSpeed VT, so users can then be attached to it.

When to use it
when a new branch or site is first recorded in another tool and must exist in the platform before its people get accounts.
Watch out
Source Location ID, Location Name and Phone are required; a site with no phone number in your source will stop the step.
2

Create User

Action

In Zapier“Creates a new user.”

Opens a new LightSpeed VT account from data held elsewhere, an HR tool or an onboarding form.

When to use it
when a new hire should find a training account ready on day one, without an admin typing it in.
Watch out
it asks for a lot: Username, Password, First Name, Last Name, Email, Access Level and Location ID are all required, and boxes such as Enable Manage Users hand out real rights.
3

Set User LeaderBoard Points by User ID

Action

In Zapier“Set user leaderboard points by User ID.”

Changes a user's points on the LightSpeed VT leaderboard, picking the user by their ID.

When to use it
when an event in another app should count on the training leaderboard and the Zap already holds the user ID.
Watch out
User ID, Action and Points are all required; check in the editor what each Action choice does to the score before you publish.
4

Set User LeaderBoard Points by User Name

Action

In Zapier“Set user leaderboard points by Username.”

The username version of the points action: same leaderboard, same effect, a different way of naming the user.

When to use it
when the triggering app carries the person's login but not their platform ID.
Watch out
Username, Action and Points are required, and every successful run counts as one task, so a busy trigger adds up.
5

Update Location

Action

In Zapier“Updates a new location.”

Changes an existing location in LightSpeed VT, including whether it is active.

When to use it
when a site closes or reopens in your other tool and the platform should follow without a manual edit.
Watch out
the Location field is required, so the Zap must know which location to touch before this step runs.
6

Update User by User ID

Action

In Zapier“Update user details by User ID.”

Edits an existing user when you know their LightSpeed VT user ID: status, profile rights, locks on the username or password.

When to use it
when the user ID comes from a LightSpeed VT trigger earlier in the same Zap.
Watch out
setting Reset Welcome Video to yes resets the welcome video for that user, so leave it alone unless that is what you want.
7

Update User by User Name

Action

In Zapier“Update user details by user name.”

Does the same job as the previous action but finds the user by username instead of ID.

When to use it
when your other tool knows people by their login rather than by the platform's internal number.
Watch out
Username is the only required field, so a typo in it means the wrong account, or none, gets updated.
8

API Request (Beta)

Action

In Zapier“This is an advanced action which makes a raw HTTP request that includes this integration's authentication.”

An advanced action that sends a request of your own to LightSpeed VT, reusing the connection you already set up.

When to use it
when the operation you need is not among the other actions and someone on your team knows the platform's technical documentation.
Watch out
it only reaches addresses that belong to this app, and the required Stop on error setting decides whether a failure halts the Zap or lets it run on.
Searches

LightSpeed VT searches

2 search steps look for data that already exists in LightSpeed VT, so a later step can use it.

The two searches sit at the bottom of the action list, under the SEARCH heading. They check what already exists on the platform before a later step creates or changes it.

1

Find Email

Search

In Zapier“Check if an email address is used by an existing user.”

Checks whether an email address is already taken by an existing LightSpeed VT user, so the next steps know before they act.

When to use it
before Create User, so a person who already has an account does not get a second one.
Watch out
its only field, Email, is required, and it has no find-or-create variant; the creation has to be a separate step.
2

Find User

SearchFind or create

In Zapier“Search for a Username if available to use with creation”

Looks up a username on the platform, to tell whether it is still free before an account is created with it.

When to use it
when usernames are built from names in your other tool and two people could end up with the same one.
Watch out
the editor also lists Find or Create User: it is this same search with the create box ticked, which then asks for the fields of a new user.

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?
    Ticking this box turns the search into a find-or-create: the setting above disappears and the step asks for the fields needed to create the missing item.
  3. If multiple search results are found?
    Three ways out when several items match: keep the first one, which is the default, stop the Zap, or hand all of them on at once.
When it breaks

When a LightSpeed VT Zap breaks

Zapier attaches no help article to this app, so the known failure points are the general ones of any Zap, applied to how LightSpeed VT works.

  • Existing users are ignored

    A Zap only reacts to users and locations created or changed after you publish it. Accounts that already existed stay as they are; syncing them is a separate job.

  • The Zap keeps firing itself

    User Updated followed by Update User on the same account, or Location Updated with Update Location, writes where the trigger watches and loops.

  • A big batch is held back

    After a bulk import of users, a sudden wave of trigger events can be held back by Zapier's flood protection instead of running straight through.

  • Access Info seems slow

    It is the only polled trigger: Zapier checks it at your plan's interval, every 15 minutes on the free plan, and skips entries it has already seen.
Need help

Need help automating LightSpeed VT with Zapier?

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FAQ

LightSpeed VT and Zapier: common questions

01Is the LightSpeed VT Zapier integration free?
Yes, it works on the free Zapier plan, because LightSpeed VT is not a premium app. The free plan gives you 100 tasks a month and Zaps of two steps, one trigger and one action. A Zap that posts a message whenever a user is created fits. As soon as you add a filter, a search such as Find Email before Create User, or a second action, the Zap becomes multi-step and you need a paid plan.
02How many tasks does a LightSpeed VT Zap use?
One task per action that completes, and nothing for the trigger. A Zap that updates leaderboard points each time something happens elsewhere uses one task per event, so a busy source app can eat the free allowance of 100 tasks a month quickly. Checking a polled trigger costs nothing either. A failed action is not counted, so a Create User that stops on a missing Location ID does not use a task.
03Do LightSpeed VT triggers work in real time?
Four out of five do. User Created, User Updated, Location Created and Location Updated are instant: the platform tells Zapier the moment it happens and the Zap starts right away, whatever your plan. Access Info is the exception. It is a polling trigger, so Zapier checks it at your plan's interval, every 15 minutes on the free plan, 2 minutes on Professional and 1 minute on Team or Enterprise. A Zap built on an instant trigger shows a lightning bolt in the editor.
04What does it take to connect LightSpeed VT to Zapier?
A LightSpeed VT account with rights over the users and locations your Zaps will touch. In Zapier, open Apps, click + Add connection, search for LightSpeed VT, click Add connection, sign in on the tab that opens and grant access. Before building a Zap on Create User, note the Access Level and the Location ID you will use, since both are required and must already exist on your account. One connection then serves every Zap you build on the app.
05Why does Create User fail when the test worked?
Usually because one of its seven required fields arrived empty on a real run. Create User needs a username, a password, a first name, a last name, an email, an access level and a location ID. The test used a complete record; a live one may lack the email or the location. Add Find Email before the action to spot people who already have an account, and map the required fields to values that are always present.
06What if the LightSpeed VT operation you want is missing?
Then there is no ready-made step for it, but there is a way out. Everything listed here revolves around users, locations and leaderboard points; courses and quiz results are not covered. The last action, API Request (Beta), lets someone who knows the platform's technical documentation send their own request through the connection you already have. It only reaches addresses tied to this app, and its Stop on error setting decides what a failure does to the rest of the Zap.
07Zapier, Make or n8n for LightSpeed VT?
It depends on your criteria, not on a winner. Zapier gives you instant triggers on users and locations, eight actions, and the free plan covers two-step Zaps. If your onboarding needs several steps per new hire, the task count and the paid plan become the deciding factors, so compare how Make and n8n bill a run, what they expose for LightSpeed VT and who will maintain the automation. Keep in mind that Access Info is the one trigger tied to your plan's interval.
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