MATOOL Zapier integrationAutomate MATOOL with Zapier.
The MATOOL Zapier integration gives you 3 triggers, 1 action and 1 search. New members, new prospects and ended memberships in your martial arts school can start a Zap straight away, and prospects from elsewhere can land in MATOOL.
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What the MATOOL Zapier integration does for you
MATOOL is a management tool built for martial arts schools. Connecting it to Zapier lets the key moments of a student's path, from first contact to joining and leaving, start automations in your other tools, and lets prospects collected elsewhere flow into MATOOL without retyping.
Three results this connection makes possible. A welcome that goes out by itself: New Member starts a Zap that adds the person to your email tool. A prospect list that fills itself: Create Prospect turns each answer from your web form into a MATOOL prospect. A departure log: Membership Termination adds a row to the sheet where you track who left, so you can follow up.
All three triggers are instant: MATOOL tells Zapier when the event happens, so the free plan's check interval never slows them down. That is the most useful thing to know before picking a plan.
What Zapier does not do for MATOOL matters too. There is one action only, so a Zap can create a prospect but cannot edit a member, end a membership or change a prospect. The single search, Find Memberships, reads memberships; it does not touch them.
If Zapier is new to you, see our Zapier review. To learn to build these Zaps yourself, see our Zapier training.
Zapier words, in plain English
Eight terms you will meet in the editor and on this page.
- Zap
- The automation you build on Zapier: one trigger first, then one or more actions that run every time that trigger event happens.
- Trigger
- The event in an app that starts a Zap. Once the Zap is on, Zapier waits for it; MATOOL has three of them.
- Action
- What the Zap does after it starts: the step that writes, sends or moves something. MATOOL offers one, Create Prospect.
- Task
- The unit Zapier bills: one action your Zap completed successfully. Your plan counts those and nothing else.
- Polling vs instant
- A polling trigger is checked by Zapier on a timer. An instant trigger is reported by the app itself, which is the case for all three MATOOL triggers.
- 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 that already exists in an app so the following steps can use what it found.
- Multi-step Zap
- Any Zap beyond one trigger and one action. A filter, a search or a second action makes it one, and it then needs a paid plan.
What a MATOOL Zap really costs
MATOOL is not a premium app on Zapier, so it works on the free plan. You pay for actions that go through, never for the trigger.
- Premium appNo, available on the free plan
- Free plan100 tasks a month, two-step Zaps
- MATOOL triggers3, all instant, 0 tasks
- Filter or searchMulti-step Zap, paid plan
A MATOOL trigger never costs a task. Each action that succeeds counts as one, and one that fails is not counted. The free plan gives 100 tasks a month and unlimited Zaps, each limited to two steps. Add a filter, say to welcome only some members, or a Find Memberships search, and the Zap becomes multi-step, which means a paid plan. The interval grid below is Zapier's general rule for polling triggers; it does not apply to MATOOL's three triggers, which are all instant.
Connect MATOOL to Zapier in three steps
- 01
Open the Apps page
In your Zapier account, open the Apps page and click + Add connection. A connection is your MATOOL account linked to Zapier once, then reused by every Zap step that uses MATOOL.
- 02
Pick MATOOL
Type MATOOL in the dialog, select it, then click Add connection. You need an existing MATOOL account for your school; Zapier only links to it and does not create one.
- 03
Sign in and allow access
Sign in to MATOOL in the tab that opens, then grant Zapier access. If the school account is not yours, make sure you have write access, since Create Prospect adds records to it.
Your first Zap: welcome new MATOOL members by email
GoalAdd each new MATOOL member to your email tool's welcome list, but only members who match a condition you choose, such as a given value in one of their fields.
- 01
Create the Zap and pick the trigger
Start a new Zap, choose MATOOL as the app that starts it and New Member as the event, then select your MATOOL connection.
- 02
Test the trigger
Run the test. Zapier brings back the three most recent members of your account, so you map the next steps on a real one. Note which fields come back.
- 03
Add the filter
Click the plus icon, add Filter and fill the three boxes: the field to look at, the rule, the value. Use a text rule for text and a number rule for numbers, or the filter never passes.
- 04
Add the email step
Add the action of your email tool, pick the welcome list and map the member fields the test brought back. Test the step and check the list.
- 05
Publish
Click Publish to switch the Zap on. With the filter it is a multi-step Zap and needs a paid plan; without it, it runs on the free one.
MATOOL triggers on Zapier
3 events start a Zap when something happens in MATOOL, and 3 of them are instant: the app calls Zapier straight away, whatever your plan.
Membership Termination
Instant triggerIn Zapier“Triggers when a membership is terminated.”
Starts a Zap when a membership is ended in MATOOL. It marks the moment a student stops, and hands that membership to the steps that follow.
New Member
Instant triggerIn Zapier“Triggers when a new member is created.”
Runs every time a member is created in MATOOL, carrying that person's record into the steps that follow.
New Prospect
Instant triggerIn Zapier“Triggers when a new prospect is created.”
Fires when a prospect is created in MATOOL, someone interested who has not joined yet. The Zap gets that prospect's details to pass on.
The MATOOL action on Zapier
MATOOL gives you 1 action. For each one: what it does for you, when to reach for it, and what to watch out for.
Create Prospect
ActionIn Zapier“Creates a prospect in MATOOL.”
Adds a prospect to your MATOOL account from data collected in another app. First Name and Last Name are both required.
The MATOOL search on Zapier
1 search step looks for data that already exists in MATOOL, so a later step can use it.
A search step looks up something that already exists so later steps can use it. In the editor, searches sit at the bottom of the Action event list, under SEARCH. MATOOL exposes no find-or-create variant. Three settings decide what happens when the result surprises you.
Find Memberships
SearchIn Zapier“Find memberships with filters”
Looks up memberships in MATOOL using filters, and passes what it finds to the next steps. Option and Reference Days are both required.
The three settings every search exposes
- Successful if no search results are found?Left on its default, a search that finds nothing stops the Zap and the steps relying on it are skipped. Switched on, the Zap carries on empty-handed.
- Create X if it doesn't exist yet?Ticking this box turns a search into a find-or-create and asks for the fields to create the missing item. MATOOL does not offer that variant.
- 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.
When a MATOOL Zap breaks
Zapier attaches no help article to MATOOL and lists no limit specific to the app. The usual failures come from how Zapier works and from the required fields.
Here are the cases worth checking first. For a method to unblock a stuck Zap, see our Zapier troubleshooting page.
Existing members are not sent
A Zap only reacts to what happens after it is switched on. Members and prospects already in MATOOL are not picked up; moving that backlog is a separate job.Prospect creating prospects
As a general precaution, a Zap that writes where its own trigger looks can set itself off again. Create Prospect and New Prospect touch the same list.A bulk import gets held back
If a trigger suddenly sends a huge batch, after an import or a migration, Zapier's flood protection can hold it back.Name fields left empty
Create Prospect requires First Name and Last Name. Check in the test that both receive a value from the earlier steps before you publish.
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