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Lobbytrack Zapier integrationAutomate Lobbytrack with Zapier.

The Lobbytrack Zapier integration gives you 7 triggers, 6 actions and 0 searches. Sign-ins and sign-outs at the front desk can feed other apps, and other apps can add visitors or employees to Lobbytrack without anyone typing them twice.

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Overview

What the Lobbytrack Zapier integration actually does

It connects your visitor desk to the rest of your tools. A Zap (the automation you build on Zapier) can start when someone signs in or out in Lobbytrack, or when a visitor, a visit or an employee record appears. It can also write into Lobbytrack: add a visitor, add an employee, or fetch the details of a record.

A visitor log that keeps itself. Visitor Signed In and Visitor Signed Out each start a Zap, so arrivals and departures end up in a spreadsheet or any app you already use for records.

A host directory that stays in step. When a new person joins your team in another app, Add Employee creates them in Lobbytrack with first name, last name and email, the three fields it requires.

Expected guests, already on the list. Add Visitor registers someone ahead of time, and its Is Blocked option puts that person on the watchlist instead.

What Zapier does not do with Lobbytrack: none of the 7 triggers is instant, so every one waits for Zapier's next check. There is no search step either. The four Get actions only accept an ID handed over by a Lobbytrack trigger, so you cannot look someone up by name. And no action signs a person out, edits or deletes a record: the actions add or read, nothing else.

There is no Lobbytrack page for Make or n8n on this site; see our n8n vs Zapier comparison.

Vocabulary

Zapier vocabulary in one minute

Eight words come back on every line of this page. Here they are once, in plain language.

Zap
The automation itself: one trigger, then one or more actions that run each time the trigger event happens.
Trigger
The event that starts the Zap, such as a visitor signing in. Once the Zap is on, Zapier waits for it.
Action
What the Zap does once it has started: the step that writes, sends or moves something, like adding a visitor.
Task
The unit Zapier bills: one action your Zap completes successfully. Your plan counts these and nothing else.
Polling vs instant
A polling trigger is checked on a timer; an instant one is reported by the app at once. All Lobbytrack triggers are polling.
Filter
A step that lets the Zap continue only when what arrived meets your condition, and stops it otherwise.
Connection
Your Lobbytrack account linked to Zapier once, then reused by every Lobbytrack step in every Zap.
Multi-step Zap
Any Zap beyond one trigger and one action. A second action, a filter or a search makes one, and it needs a paid plan.
Cost

What a Lobbytrack Zap really costs

Lobbytrack is not a premium app: it works on the free plan. You pay in tasks, and only for actions that succeed.

  • Free plan100 tasks a month, unlimited Zaps
  • Free plan limitTwo steps: one trigger, one action
  • Premium appNo, works on the free plan
  • Instant triggers0 out of 7

The trigger never costs a task, however often Zapier checks Lobbytrack for new sign-ins. Each action that works counts as one task; one that fails is not counted. A sign-in that adds a row elsewhere is one task. Add a filter or a Get action in between and the Zap becomes multi-step, which needs a paid plan. All 7 triggers are polling, so the interval grid below decides how soon a sign-in is picked up.

Connect

Connect Lobbytrack to Zapier in 3 steps

  1. 01

    Open the Apps page

    In your Zapier account, go to Apps and click + Add connection. You need a Lobbytrack account first, plus access to any records you do not own yourself but want the Zap to read or write.

  2. 02

    Pick Lobbytrack

    Type Lobbytrack in the search box of the dialog, select it and click Add connection. A new tab opens on the Lobbytrack side so you can sign in there.

  3. 03

    Sign in and grant access

    Log in to Lobbytrack in that tab and allow Zapier to use the account. The connection then appears on your Apps page and every Lobbytrack step reuses it from now on.

First Zap

Your first Zap: log each visitor sign-in, with a filter

GoalEach time a visitor signs in, a filter checks one field you choose, and only the matching sign-ins become a new row in your spreadsheet.

  1. 01

    Create the Zap and pick the trigger

    Start a new Zap, choose Lobbytrack and the Visitor Signed In event, then select your connection. This trigger is polling: Zapier checks Lobbytrack on your plan's interval.

  2. 02

    Test it on a real sign-in

    Run the test. Zapier brings back the three most recent sign-ins of the connected account, so you map the next steps on real visitor data rather than placeholders.

  3. 03

    Add the filter

    Click the plus icon, choose Filter, then set its three boxes: the field to look at, the rule, and the value. Use a text rule on text and a number rule on numbers.

  4. 04

    Add the spreadsheet step

    Add your spreadsheet app with its add-row action and map the visitor fields from the trigger into the columns you want. Test the step and check the row it creates.

  5. 05

    Publish

    Click Publish to switch the Zap on. With a filter it counts as multi-step, so a paid plan is required. From now on, each new matching sign-in costs one task.

Triggers

The 7 Lobbytrack triggers

7 events start a Zap when something happens in Lobbytrack. Zapier checks for them at the interval your plan allows.

1

Employee Signed In

Polling trigger

In Zapier“Triggers when an employee signs in.”

Starts your Zap when a member of staff signs in at the desk. Each sign-in reaches the next steps with the employee's details, ready to be copied into another app.

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
keep an attendance sheet of who came in, without anyone filling it in by hand.
Watch out
a sign-in that happened before you switched the Zap on is never picked up.
2

Employee Signed Out

Polling trigger

In Zapier“Triggers when an employee signs out.”

The mirror of the previous one: the Zap runs when a member of staff signs out. Paired with the sign-in trigger in a second Zap, it gives you both ends of the presence.

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
close the line opened at sign-in in your own tracking sheet.
Watch out
two separate Zaps each spend their own tasks, one per successful action, on the same plan.
3

New/Updated Employee

Polling trigger

In Zapier“Triggers when an employee / host is added or updated.”

Fires when an employee, also called a host in Lobbytrack, is added or changed.

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
copy the host list kept in Lobbytrack into another directory your team reads.
Watch out
if a later step writes back into the employee list, the Zap can set itself off again and again.
4

New/Updated Visit

Polling trigger

In Zapier“Triggers when a visit is added or updated.”

Reacts to a visit being created or edited in Lobbytrack. The visit is the appointment itself, distinct from the person who comes, and it carries its own ID.

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
feed a schedule kept elsewhere with every new or changed appointment.
Watch out
an edited visit can start the Zap again, so plan for updates, not only creations.
5

New/Updated Visitor

Polling trigger

In Zapier“Triggers when a visitor is added.”

Watches the visitor records, the people who come to your premises. The label says new or updated, while the official description only mentions visitors being added.

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
build a contact list of everyone ever registered at the desk.
Watch out
test it on an edited visitor before relying on it for changes, since the two sources do not say the same thing.
6

Visitor Signed In

Polling trigger

In Zapier“Triggers when a visitor signs in.”

Starts the Zap when a guest checks in at the front desk. It is the most direct way to know, in another app, that someone has arrived.

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
write every arrival into a visitor log shared with the people who need it.
Watch out
on the free plan the next check can come up to 15 minutes later, so do not use it as an instant alert.
7

Visitor Signed Out

Polling trigger

In Zapier“Triggers when a visitor signs out.”

Runs when a guest signs out on leaving. Combined with the sign-in, it tells you who is still on site according to Lobbytrack.

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
mark the matching line of your visitor log as closed.
Watch out
a guest who leaves without signing out never fires this trigger, and the Zap has no way to guess the departure.
Actions

The 6 Lobbytrack actions, grouped by what they do

Lobbytrack gives you 6 actions. For each one: what it does for you, when to reach for it, and what to watch out for.

1

Add Employee

Action

In Zapier“Adds a new employee.”

Creates a new employee in Lobbytrack from data that arrives in another app. First name, last name and email are all required.

When to use it
a newcomer is entered in your team tool and should be available as a host at the desk.
Watch out
a record without an email will not go through, so check that the source field is always filled.
2

Add Visitor

Action

In Zapier“Adds a new visitor.”

Registers a visitor in Lobbytrack with a first and last name, the two required fields. The optional Is Blocked switch adds the person to the watchlist.

When to use it
pre-register guests from a list kept elsewhere so the desk sees them coming.
Watch out
leave Is Blocked off unless you really mean to flag that visitor.
3

Get Employee

Action

In Zapier“Retrieves the details for an employee / host.”

Fetches the full details of an employee, or host, from the Employee ID a Lobbytrack trigger returned.

When to use it
a trigger hands you an Employee ID and the next step needs the host's name or email.
Watch out
it is listed as an action, so it costs a task when it works, and it makes the Zap multi-step.
4

Get Location

Action

In Zapier“Retrieves the details of a location.”

Reads the details of one of your Lobbytrack locations, using the Location ID that a trigger handed over.

When to use it
you run several sites and the next step must say which one the event concerns.
Watch out
without a Location ID from an earlier Lobbytrack step, there is nothing to map into the required field.
5

Get Visit

Action

In Zapier“Retrieves the details for a visit.”

Pulls the details of one visit from the Visit ID provided by a Lobbytrack trigger.

When to use it
a later step needs visit details that the trigger alone did not carry.
Watch out
one more successful action per run means one more task on your plan.
6

Get Visitor

Action

In Zapier“Retrieves the details for a visitor.”

Looks up a visitor's record from the Visitor ID a Lobbytrack trigger returned, and passes it to the following steps.

When to use it
a sign-in fires and you want the person's full record before writing anything elsewhere.
Watch out
you cannot search by name here; the ID is the only way in.
When it breaks

When a Lobbytrack Zap breaks

Zapier attaches no help article to Lobbytrack, and the source gives no Lobbytrack-specific limit. The surprises come from how Zapier itself works.

  • Past sign-ins are never picked up

    A Zap only reacts to what happens after you switch it on. Visitors who signed in before that stay out of your log; moving that history is a separate job.

  • A bulk import is held back

    If Lobbytrack suddenly returns a huge batch, for example after importing a staff list, Zapier's flood protection can hold those items back.

  • The same record does not fire twice

    On a polling trigger Zapier remembers what it has already seen, so the same visitor or sign-in never starts the Zap a second time.

  • A Zap that feeds its own trigger

    New/Updated Employee plus Add Employee in one Zap is a loop: each new employee fires the trigger again and burns through your tasks fast.
Need help

Need help automating Lobbytrack with Zapier?

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FAQ

Lobbytrack Zapier integration: frequent questions

01Is the Lobbytrack Zapier integration free?
Yes, on the Zapier side: Lobbytrack is not a premium app, so the free plan can use it. That plan gives 100 tasks a month and Zaps of two steps, one trigger and one action. A visitor sign-in copied into one other app fits. As soon as you add a filter, a Get action or a second action, the Zap becomes multi-step and needs a paid plan. The free plan is still a good place to test one trigger and one action first.
02How many tasks does a Lobbytrack Zap use?
One task per action that succeeds, and nothing for the trigger. Zapier can check Lobbytrack for new sign-ins as often as your plan allows without spending a task. A Zap that runs Get Visitor, then writes a row elsewhere, uses two tasks per sign-in. An action that fails is not counted. Note that a few apps and actions take more than one task when they complete, so check your count after the first runs.
03Is Lobbytrack real time on Zapier?
No. All 7 Lobbytrack triggers are polling: Zapier goes to check Lobbytrack at an interval that depends on your plan. That interval is 15 minutes on Free, 2 on Professional, 1 on Team and Enterprise. On paid plans you can also run a check by hand from the editor. If you need an alert the moment a guest arrives, this integration will not give it on the free plan. Polling also explains why a sign-in can show up in your log a little later than at the desk.
04What does it take to connect Lobbytrack to Zapier?
A Lobbytrack account, and access to the records the Zap will touch. In Zapier, open the Apps page, click + Add connection, search for Lobbytrack, click Add connection, then sign in to Lobbytrack in the tab that opens and grant access. The connection is created once and reused by every Lobbytrack step you add afterwards, in any Zap. If someone else owns the visitor records you plan to read, make sure your Lobbytrack account has read access to them before you build.
05Why does Get Visitor ask for an ID instead of a name?
Because the four Get actions, Get Employee, Get Location, Get Visit and Get Visitor, only accept an ID returned by a Lobbytrack trigger. They are not searches: you cannot type a name and let Lobbytrack find the match. Place them after a Lobbytrack trigger, such as Visitor Signed In, and map the ID field from it. Each one counts as an action, so a task when it works. In practice, Visitor Signed In followed by Get Visitor is the typical pairing.
06What if the Lobbytrack operation you need is not there?
Zapier offers seven Lobbytrack triggers and six actions, and that is the whole list. The actions add a visitor, add an employee or read a record by ID; none signs someone out, edits or deletes. There is no search step and no instant trigger. If your process depends on one of those, Zapier alone will not cover it, and the team can look at the process with you before you build anything.
07Zapier, Make or n8n for Lobbytrack?
Decide by criteria rather than by a ranking. Zapier works well if your other tools are already on Zapier and a polling delay is acceptable for sign-ins. If you need many steps per visitor, count the tasks: every successful action is billed. This site has no Lobbytrack page for Make or n8n, so check on their side which Lobbytrack operations they expose before you compare. Your plan, the number of steps per run and where your other apps already live are the three criteria that weigh most.
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