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Lineup Zapier integrationAutomate Lineup with Zapier.

The Lineup Zapier integration gives you 7 triggers, 10 actions and 1 search. Every trigger is instant, so a completed form, an accepted seat or a declined invitation reaches your other tools at once, and Zapier can create and update people in Lineup.

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Overview

What the Lineup Zapier integration does for your volunteer team

Lineup handles volunteer management: each person gets a profile you can filter and act on, and teams fill their seats from those profiles. Hooked to Zapier, Lineup stops being a separate list to maintain by hand. Its events flow out the moment they happen, and changes made elsewhere flow back in. Eighteen operations, all on the free plan.

A status that follows the form. When someone finishes a Lineup Form, New Lineup Form Completed fires and Update Person Status moves that person to the status you choose.

IDs that match across systems. Each Lineup person, seat and team can carry an External System ID. Update Person External System ID, Update Seat External System ID and Update Team External System ID write the ID used in your other tool, so both sides point at the same record.

No declined invitation slips by. Team Invitation Declined fires the moment someone says no, so whoever fills the seats hears about it while there is still time to ask someone else.

All seven triggers are instant: Lineup reports each event to Zapier itself, so the free plan reacts just as quickly. Now the limits. No action deletes a person, and none creates a team or a seat. The only search finds people, not teams or seats. Before you commit to Zapier, our Zapier review sets out where it fits and where it costs.

Vocabulary

Zapier words you will meet on this page

Eight terms, each in plain words. Once explained, they are used as is.

Zap
The automation you build in Zapier: one trigger, then one or more actions that run every time that trigger event happens.
Trigger
The event in an app that starts the Zap. Once the Zap is switched on, Zapier waits for that event to happen.
Action
What the Zap does once it has started: the step that creates, sends or updates 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.
Instant vs polling
An instant trigger is pushed by the app the moment the event happens. A polling trigger is checked by Zapier on a timer.
Filter
A step that lets the Zap go on only when the incoming data meets your condition, and stops it there otherwise.
Search step
A step that looks up something already in an app, here a Lineup person, so the steps after it can use what it found.
Connection
Your Lineup account linked to Zapier once, then offered to every Lineup step in every Zap you build.
Cost

What a Lineup Zap really costs

Zapier bills tasks, and only successful actions create them. Your seven Lineup triggers never cost anything.

  • Premium appNo, Lineup runs on the free plan
  • Free plan100 tasks a month, two-step Zaps
  • Triggers7, all instant, never billed
  • Failed actionNot billed

A trigger is free, and so is the wait for the next event. Each action that goes through counts one task: a Zap that runs Update Person Status and then posts a chat message uses two. A failed action is not charged. The free plan gives 100 tasks a month and two-step Zaps only. A filter, a search such as Find Person or a second action makes the Zap multi-step, which needs a paid plan. The interval grid below does not apply to Lineup's triggers, since all seven are instant.

Connect

Connect Lineup to Zapier in three steps

  1. 01

    Open your connections

    In Zapier, open the Apps page of your account and click + Add connection. You need a Lineup account, plus access to any people, seats or teams you do not own yourself but want the Zap to touch.

  2. 02

    Pick Lineup

    Type Lineup in the search box of the dialog and select it from the results. Then click Add connection; a new browser tab opens on the Lineup sign-in screen, ready for your login.

  3. 03

    Sign in and grant access

    Log into Lineup in that tab and allow Zapier to reach the account. The connection is stored once, and each Lineup step you add later offers it in its account menu.

First Zap

Your first Zap: update the status when a form comes back

GoalEach time a volunteer completes a Lineup Form, their status in Lineup changes to the one you picked, and your team chat hears about it.

  1. 01

    Start with the completed form

    Create a Zap, pick Lineup and New Lineup Form Completed as the trigger, then your connection. Test it: Zapier brings back the three most recent forms so you map from a real one.

  2. 02

    Add Update Person Status

    Add a Lineup step with Update Person Status. Choose how to find the person in Find Person By:, map the matching value from the form into Search Person For:, then pick the Status.

  3. 03

    Tell the team

    Add a step in your team chat that names the volunteer and their new status. This third step makes the Zap multi-step, so it needs a paid plan; on the free plan, stop after the status.

  4. 04

    Test, then publish

    Run each step once and check the person's status in Lineup. When it is right, publish the Zap to switch it on. Forms completed before that moment are not picked up.

Triggers

The Lineup triggers

7 events start a Zap when something happens in Lineup, and 7 of them are instant: the app calls Zapier straight away, whatever your plan.

1

Accepted Seat Status Changed

Instant trigger

In Zapier“Triggers when a seat status is changed from accepted to any other state.”

Fires when a seat that was accepted moves to any other state. In practice, it flags a place you thought was filled and no longer is, so the steps after it can react before the gap shows.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
alert the coordinator of a team when a confirmed volunteer drops out of a seat.
Watch out
it only covers seats leaving accepted; a seat reaching accepted is the next trigger down.
2

New Lineup Form Completed

Instant trigger

In Zapier“Triggers when a new Lineup Form is completed.”

Starts the Zap as soon as someone finishes a Lineup Form. Its details are handed to the next steps, ready to be copied into another tool or used to update the person in Lineup itself.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
move a volunteer to a new status once their form is in, then notify the team.
Watch out
it reports a completed form, not a sent one, so Send Lineup Form alone does not fire it.
3

Person Created

Instant trigger

In Zapier“Triggers when a person is created.”

Runs whenever a new person appears in your Lineup account, whether added by hand or by a Create Person step. Their details are handed to the next steps for use in other apps.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
create the same person in your other system, then store that system's ID back in Lineup.
Watch out
if this Zap also runs Create Person, every person it creates sets it off again, in a loop.
4

Seat Status Changed to Accepted

Instant trigger

In Zapier“Triggers when a seat status is changed from any other state to accepted.”

Reacts the moment a seat reaches accepted, whatever state it came from. It is the signal that a place on a team is now confirmed.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
record the confirmed seat in a shared sheet, or link it to your other tool with Update Seat External System ID.
Watch out
it says nothing about a seat being freed; that case belongs to Accepted Seat Status Changed.
5

Team Active Dates Changed

Instant trigger

In Zapier“Triggers when a team's start date and/or end date is changed.”

Watches the calendar of your teams: any change to a team's start date, end date or both starts the Zap. The new dates come with the run, so the steps after it can pass them on without anyone retyping them.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
update a shared calendar or warn the members when a team's period moves.
Watch out
it reports date changes only; other edits to a team do not set it off.
6

Team Invitation Accepted

Instant trigger

In Zapier“Triggers when a Team Invitation is accepted.”

Goes off when someone accepts an invitation to join a team. That is the moment to welcome them and get the practical details moving.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
send a welcome message from your email tool, with the team details mapped in.
Watch out
accepting an invitation and a seat turning accepted are two separate events; check which one your process actually relies on.
7

Team Invitation Declined

Instant trigger

In Zapier“Triggers when a Team Invitation is declined.”

Lets you know when an invitation to a team is turned down. Without it, a refusal can sit unnoticed in Lineup while the team stays one person short.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
alert whoever staffs the team so they can invite someone else.
Watch out
it reports the refusal only; finding a replacement is still up to a person or another step.
Actions

Lineup actions

Lineup gives you 10 actions. For each one: what it does for you, when to reach for it, and what to watch out for.

1

Create Person

Action

In Zapier“Creates a new Person.”

Adds someone to Lineup from three required fields: Email, First Name and Last Name.

When to use it
a sign-up in another tool should turn into a Lineup profile straight away.
Watch out
to avoid duplicates, a Find Person step with its find-or-create option is the safer route.
2

Pick Person

Action

In Zapier“Pick a person for a position/seat in a team.”

Places a person on a position, or seat, in a team. You give their Email, the Team Name and the Position Title.

When to use it
a volunteer you have already approved elsewhere should land on a specific team.
Watch out
the team and the position are given by name, Team Name and Position Title, not by an ID.
3

Send Lineup Form

Action

In Zapier“Sends a Lineup Form to an existing Person.”

Sends a Lineup Form to a person already in Lineup, located through Find Person By: and Search Person For:.

When to use it
a new person has just been created and should receive the form without anyone sending it by hand.
Watch out
it cannot create the person; someone unknown to Lineup gets nothing.
4

Update Person Details

Action

In Zapier“Update person details.”

Edits the profile of an existing person, found the same way as for the form. A set of Remove switches can also clear fields such as phone number, company, job title or address lines.

When to use it
a change made in your other tool has to reach the Lineup profile.
Watch out
a Remove switch deletes the existing value; leave them off unless that is the goal.
5

Update Person Custom Field

Action

In Zapier“Update the custom field value for a person.”

Writes a value into one of your custom fields on a person's profile, after finding them by the identifier you choose.

When to use it
information gathered in another tool belongs in a Lineup field of your own.
Watch out
setting Remove Person Custom Field to true deletes every value this person has for that field.
6

Update Person External System ID

Action

In Zapier“Update the External System ID for a person.”

Stores your other system's identifier on a Lineup person, using their Person Email Address and the Person External System ID to write.

When to use it
right after a person is copied into another tool, so both records point at each other.
Watch out
there is no Find Person By: choice here; the person is designated by their Person Email Address.
7

Update Person Status

Action

In Zapier“Updates a person's status in Lineup.”

Changes a person's status in Lineup. Besides finding the person, it requires the Status to set.

When to use it
a completed form or an outside approval should move the volunteer forward.
Watch out
Status is required, just like the two fields that locate the person.
8

Update Person Tracked Field

Action

In Zapier“Update a person tracked field for a seat.”

Updates a tracked field of a person for a given seat. Here the record is located through the seat, with Find Seat By: and Search Seat For:.

When to use it
something tracked per seat, rather than per profile, changes in another tool.
Watch out
Remove Person Tracked Field set to true wipes all of that person's values for the field.
9

Update Seat External System ID

Action

In Zapier“Update the External System ID for a seat.”

Writes an outside identifier on a seat, from its Seat ID and the Seat External System ID.

When to use it
each confirmed seat also exists as a record in another system.
Watch out
it needs the Lineup Seat ID itself, so the Zap has to carry it from a seat trigger.
10

Update Team External System ID

Action

In Zapier“Update the External System ID for a team.”

Links a Lineup team to its twin in another tool by writing the Team External System ID, with the team found by its Team Name.

When to use it
teams are mirrored in another system and need a shared reference.
Watch out
the team is designated by its Team Name, never by a Lineup ID.
Searches

The Lineup search

1 search step looks for data that already exists in Lineup, so a later step can use it.

A search step looks up something that already exists and passes it down the Zap. In the editor, Lineup's search sits at the bottom of the Action event list, under SEARCH. Three settings decide what happens when the result is not what you expected.

1

Find Person

SearchFind or create

In Zapier“Find a person using their email or external system id.”

Looks a person up in Lineup by their email or their external system ID, so later steps can use their profile.

When to use it
before updating a volunteer whose record must already exist, to stop the Zap cleanly when it does not.
Watch out
the editor also lists Find or Create Person. It is this same search with the creation box ticked, not an extra operation, and it creates the person when nobody matches.

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 depend on it. Switched on, the Zap continues empty-handed.
  2. Create X if it doesn't exist yet?
    Ticking it turns Find Person into Find or Create Person: the setting above disappears and the step asks for what it needs to create the person.
  3. If multiple search results are found?
    Three ways out when several people match: keep the first one (the default), stop the Zap, or pass all of them on at once.
When it breaks

When a Lineup Zap breaks

Zapier links no help article to Lineup, and no app-specific limit is documented. What breaks comes from how Zapier itself works.

  • Past forms and seats are not replayed

    A Zap only reacts to what happens after it is switched on. Forms completed and seats accepted before that stay out, and catching up is a separate job.

  • A Zap that keeps creating people

    A Zap that starts on Person Created and runs Create Person makes someone new, which fires it again, and the task count drains fast.

  • A sudden flood is held back

    When a trigger suddenly sends a huge batch, after a bulk import of people for example, Zapier's flood protection can hold those runs back.

  • A person who is not in Lineup yet

    Most actions target a person already in Lineup. Put Find Person in front of them: by default, a search that finds nothing stops the Zap and skips the steps that depend on it.
Need help

Need help automating Lineup with Zapier?

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FAQ

Lineup Zapier integration: common questions

01Is the Lineup Zapier integration free?
Yes, for two-step Zaps. Lineup is not a premium app, so it runs on Zapier's free plan, which gives you 100 tasks a month and Zaps made of one trigger and one action. New Lineup Form Completed followed by Update Person Status fits inside that. Add a chat message, a filter or the Find Person search and the Zap becomes multi-step, which needs a paid plan. The seven Lineup triggers themselves never cost a task, whatever the plan.
02How many tasks does a Lineup Zap use?
One per action that succeeds, nothing for the trigger. A Zap that creates a person in another tool and then writes that tool's ID back with Update Person External System ID uses two tasks per run. If an action fails, that attempt is not counted against your plan, so a broken step does not quietly eat your allowance. Syncing people, seats and teams with three separate actions in one Zap therefore costs three tasks every time it runs.
03Does Lineup trigger Zaps in real time?
Yes. All seven Lineup triggers are instant: Lineup tells Zapier the moment a form is completed, a person is created, a seat changes status, team dates move or an invitation is answered, and the Zap starts right away. The polling interval of your plan does not apply to them, so the integration reacts as fast on the free plan as on a paid one. In the editor, a Zap built on one of them shows a lightning bolt.
04What does it take to connect Lineup to Zapier?
A Lineup account, plus access to any people, seats or teams you do not own yourself but want the Zap to touch. In Zapier, open the Apps page, click + Add connection, search for Lineup, click Add connection, then sign in through the tab that opens and grant Zapier access. The connection is saved once and offered to every Lineup step afterwards, so there is nothing to repeat when you build the next Zap.
05Why did data disappear after Update Person Details ran?
Most likely because one of its Remove switches was on. Update Person Details carries a series of them, for the phone number, company, job title, gender, address lines and more, and each one clears the existing value. Update Person Custom Field and Update Person Tracked Field go further: set their Remove option to true and every value the person has for that field is deleted. Leave these switches off unless clearing the data is exactly what the Zap is for.
06What if the Lineup operation you need is not listed?
Then the Zap cannot do it with Lineup as things stand. Zapier offers 18 Lineup operations: seven triggers, ten actions and the Find Person search. None of them deletes a person or creates a team or a seat, and nothing searches for teams or seats. Check the Lineup page on Zapier before planning around a missing piece, and see whether a seat or team trigger already carries the value a missing search would have found.
07Zapier, Make or n8n for Lineup?
It depends on your criteria, not on a single winner. First check whether Lineup is available on the other platform at all, since this page only covers Zapier. Then compare billing: Zapier counts every successful action as a task, and its free plan stops at two-step Zaps. Last, weigh how much syncing you plan, because keeping people, seats and teams matched with another system often takes several actions per event, and each one counts.
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