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Metaforma Zapier integrationAutomate Metaforma with Zapier.

The Metaforma Zapier integration gives you 9 triggers, 12 actions and 8 searches. All nine triggers are instant, covering contacts, tags, bookings, opportunities, payments and webinars, while the actions create, tag, enroll and book, and the searches list what your account holds.

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Overview

What the Metaforma Zapier integration does

Metaforma brings a CRM, webinars, a booking calendar and marketing automation together for coaches and trainers. Plugged into Zapier, it lets a Zap (the automation you build on Zapier: one trigger, then one or more actions that run each time the trigger event happens) react to what happens in your account, or write into it from your other tools.

Course access that follows the payment. Payment Received starts the Zap, and Enroll Contact in Formation opens the matching formation for the person who paid. You stop granting access by hand after each sale.

A second chance for webinar no-shows. Webinar Absent fires for each registered contact who did not attend; Register Contact to Webinar can book them on the next session, or Add Contact to Automation can start a follow-up sequence.

A pipeline that fills itself. When a booking comes in through New Appointment Scheduled, Create Opportunity adds a deal to your pipeline and Create Task reminds you to prepare the call.

Know the gaps too. Metaforma tells Zapier nothing when a contact is edited, when a deal moves to another stage or when someone finishes a formation. The eight searches read what is already there and never create a missing item. And a Zap starts on the day it is published, with nothing from before. For more, see our Zapier review.

Vocabulary

Zapier words in one minute

Eight terms come back across this page. Here they are in plain words.

Zap
The automation you build on Zapier: one trigger, then one or more actions that run every time the trigger event happens.
Trigger
The event in an app that starts the Zap, such as a payment received or a new webinar registration in Metaforma.
Action
What the Zap does once it has started: the step that writes, sends or moves something for you, like tagging a contact.
Task
The unit Zapier bills: one action your Zap completes successfully. Your plan counts tasks, not Zaps or triggers.
Instant vs polling trigger
An instant trigger is reported by the app the moment the event happens; a polling trigger is checked by Zapier on a timer. All nine here are instant.
Filter
A step that lets the Zap go on only when what arrived meets the condition you set, and stops it otherwise.
Search step
A step that looks up something that already exists in an app, so the steps that follow can use what it found.
Multi-step Zap
Any Zap beyond one trigger and one action. A second action, a filter or a search makes one, and it then needs a paid plan.
Cost

What it really costs you

Zapier bills in tasks. None of the nine Metaforma triggers ever costs one, however many payments or registrations come in.

  • Any of the 9 triggers0 tasks
  • Each successful action1 task
  • Free plan100 tasks a month, two-step Zaps
  • Premium appNo, works on the free plan

Each action that succeeds, Create Contact or Add Tag to Contact alike, counts as one task; one that fails is not counted. The free plan gives 100 tasks a month and unlimited Zaps, each held to two steps. A filter, a search or a second action makes the Zap multi-step, which needs a paid plan. Metaforma is not a premium app. The grid below is the polling interval by plan; it does not apply to Metaforma, whose triggers are all instant.

Connect

Connect your Metaforma account

  1. 01

    Open Apps and add a connection

    In your Zapier account, open the Apps page and click + Add connection. Type Metaforma in the search box of the dialog, pick it from the list, then click Add connection.

  2. 02

    Sign in and grant access

    A tab opens on Metaforma. Sign in there and grant Zapier access to the account. You need an account on the app, plus read or write access on anything you do not own yourself and want the Zap to touch.

  3. 03

    Reuse it everywhere

    Your Metaforma account is now a connection: linked to Zapier once, then reused by every step that uses the app. The nine triggers, twelve actions and eight searches all draw on it.

First Zap

Your first Zap: enroll the buyer after a payment

GoalOpen the right formation for each person who pays, but only for the payments that match a condition you choose.

  1. 01

    Build the trigger

    Start a new Zap, choose Metaforma as the app that starts it and Payment Received as the event, then select your Metaforma connection.

  2. 02

    Test on a real payment

    Run the trigger test. Zapier brings back the three most recent items of the connected account, so you see what a payment really carries before mapping anything.

  3. 03

    Add the filter

    From the plus icon, add Filter and set its three boxes: the field to look at, the rule, and the value to compare with. Use a text rule on text. The filter makes this a multi-step Zap, so a paid plan.

  4. 04

    Enroll the contact

    Add Enroll Contact in Formation. Pick the formation in the required Formation field, then point the contact to the buyer by ID or by email, using what the trigger test showed you.

  5. 05

    Test and publish

    Test the action once and read what came back, then publish the Zap to switch it on. Each enrollment counts as one task. For a guided start, see our Zapier training.

Triggers

The 9 triggers

9 events start a Zap when something happens in Metaforma, and 9 of them are instant: the app calls Zapier straight away, whatever your plan.

1

Appointment Cancelled

Instant trigger

In Zapier“Triggers when an appointment is cancelled.”

Fires when someone cancels an appointment on your Metaforma calendar, which lets you free up your follow-up work instead of finding out on the day.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
to create a follow-up task, warn a colleague, or send the person an invitation to rebook through another tool.
Watch out
it reports the cancellation only; check at the test which details of the appointment come with it before you map them.
2

New Appointment Scheduled

Instant trigger

In Zapier“Triggers when a new appointment is scheduled.”

Starts a Zap every time a new appointment is booked in Metaforma, whoever booked it and through whichever calendar event.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
to turn each booking into an opportunity in your pipeline, a preparation task, or a line in a shared planning sheet.
Watch out
only a booking starts it; cancellations belong to Appointment Cancelled.
3

New Contact

Instant trigger

In Zapier“Triggers when a new contact is created.”

Reacts to each contact created in your Metaforma CRM, and hands that new person to the steps you add after it.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
to copy new contacts to your email tool, your invoicing software or a spreadsheet the team already reads.
Watch out
it reports a contact being created, not edited: no trigger covers changes to an existing contact.
4

Tag Added to Contact

Instant trigger

In Zapier“Triggers when a tag is added to an existing contact.”

Goes off when a tag is put on a contact that already exists, which makes tags a handy switch for starting work in other tools.

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 you already sort contacts with tags in Metaforma and want one tag to mean, for example, send this person to the invoicing tool.
Watch out
it concerns existing contacts; a filter on the tag lets the Zap ignore every other tag you add.
5

New Opportunity Created

Instant trigger

In Zapier“Triggers when a new opportunity is created in a pipeline.”

Runs when a new opportunity, a potential deal, appears in one of your Metaforma pipelines.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
to post a message to the team, log the deal in a reporting sheet, or open a matching record in another tool you use for quotes.
Watch out
only creation starts the Zap; an opportunity that later changes stage does not, so plan your Zap around the moment the deal is born.
6

Payment Received

Instant trigger

In Zapier“Triggers when a payment is successfully received.”

Triggers when Metaforma records a payment that went through successfully, so you can act on money actually received rather than on an attempt.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
to enroll the buyer in a formation, add a tag that marks them as a client, or send the details to your bookkeeping tool.
Watch out
payments made before the Zap was published are never picked up, so handle earlier buyers separately.
7

Webinar Absent

Instant trigger

In Zapier“Triggers when a registered contact did not attend a webinar.”

Fires for a contact who registered to a webinar but did not attend it, the person most worth a second message.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
to register the no-show on a later session, start a replay sequence with Add Contact to Automation, or flag them for a call.
Watch out
each absentee starts their own run, and every action that runs for them uses a task.
8

Webinar Attended

Instant trigger

In Zapier“Triggers when a contact attends a webinar live.”

Starts the Zap for each contact who attended a webinar live, the warmest audience you will get from a session.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
to tag attendees, create an opportunity for them, or move them into a list that receives your offer.
Watch out
its description speaks of attending live; check at the test who it brings back before building on it.
9

New Webinar Registration

Instant trigger

In Zapier“Triggers when a contact registers to a webinar.”

Kicks in when a contact signs up for one of your webinars in Metaforma, before the session has even taken place.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
to add the registrant to a calendar tool, a reminder sequence in another app, or a sheet that tracks sign-ups per session.
Watch out
it fires on sign-up; attendance and no-shows belong to Webinar Attended and Webinar Absent.
Actions

The 12 actions

Metaforma gives you 12 actions. For each one: what it does for you, when to reach for it, and what to watch out for.

1

Add Tag to Contact

Action

In Zapier“Attaches an existing tag (by ID) or a new tag (by name) to a contact (by ID or email).”

Attaches a tag to a contact, either an existing one by ID or a brand new one by name, the contact being given by ID or email.

When to use it
to mark buyers, attendees or any group you later want to filter on.
Watch out
the description gives an existing tag by ID and a new one by name, so pass the ID when you mean a tag you already have.
2

Add Contact to Automation

Action

In Zapier“Enrolls a contact (by ID or email) into an automation workflow.”

Enrolls a contact, by ID or email, into one of your Metaforma automation workflows, which then runs its own steps.

When to use it
when an event in another tool should start a sequence you already designed in Metaforma.
Watch out
Automation is required; pick it from the menu, which only lists automations that already exist.
3

Add Contact to List

Action

In Zapier“Adds a contact (by ID or email) to a contact list.”

Puts a contact, by ID or email, into one of your Metaforma contact lists.

When to use it
to group people who came from the same channel or bought the same programme, so you can message them together.
Watch out
Contact List is required, and the list has to exist before you build the step.
4

Create Contact

Action

In Zapier“Creates a new contact.”

Adds a new person to your Metaforma CRM from data collected in another tool, a form or a checkout for instance.

When to use it
when leads land outside Metaforma and you want every one of them in your CRM.
Watch out
Email is required, so make sure the source always provides an address.
5

Create Opportunity

Action

In Zapier“Creates a new opportunity (deal) in a pipeline, optionally attached to a contact (by ID or email).”

Opens a new deal in one of your pipelines, attached to a contact by ID or email if you want.

When to use it
after a booking or a quote request, to make sure each prospect shows up in the pipeline.
Watch out
Title is required; build it from a value of the trigger so deals stay easy to tell apart.
6

Create Task

Action

In Zapier“Creates a new task, optionally attached to a contact (by ID or email) and/or an opportunity.”

Puts a to-do in Metaforma, optionally linked to a contact, an opportunity, or both.

When to use it
to remind yourself to call back a webinar no-show or prepare a session someone just booked.
Watch out
Title is required, and a clear title saves you opening the task to know what it is about.
7

Enroll Contact in Formation

Action

In Zapier“Enrolls a contact (by ID or email) into a formation.”

Gives a contact, by ID or email, access to one of your formations.

When to use it
right after a payment, so each buyer gets into the course without you stepping in.
Watch out
Formation is required; with several programmes, a filter before this step keeps buyers in the right one.
8

Register Contact to Webinar

Action

In Zapier“Registers an existing contact (by ID or email) to a webinar.”

Signs an existing contact, by ID or email, up for one of your webinars.

When to use it
to offer a later session to someone who missed the last one, or to register people coming from another tool.
Watch out
the contact must already exist in Metaforma, and Webinar is a required field.
9

Remove Contact From List

Action

In Zapier“Removes a contact (by ID or email) from a contact list.”

Takes a contact, by ID or email, out of a Metaforma contact list.

When to use it
when someone buys and should leave the prospects list, or unsubscribes in another tool.
Watch out
Contact List is required, so name the list precisely in the step.
10

Remove Tag From Contact

Action

In Zapier“Detaches a tag (by ID or name) from a contact (by ID or email).”

Detaches a tag, given by ID or name, from a contact identified by ID or email.

When to use it
to clear a status tag once the situation has changed, a prospect tag after a purchase for instance.
Watch out
check at the test that the name matches the tag exactly, spelling included.
11

Schedule Appointment

Action

In Zapier“Books an appointment on a calendar event.”

Books an appointment onto one of your calendar events in Metaforma, straight from another tool's data.

When to use it
when a request arriving from another tool should land directly in your agenda.
Watch out
Calendar Event and Booking Date are both required; check the date format at the test.
12

Update Contact

Action

In Zapier“Updates an existing contact (by ID or by current email).”

Changes the details of a contact who is already in Metaforma, found by ID or by their current email.

When to use it
when another tool holds fresher information, such as a new phone number typed in a form.
Watch out
check at the test which identifier you send, ID or current email, before publishing.
Searches

The 8 searches

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

A search step looks up what already exists in Metaforma and passes it to the steps that follow. In the editor, these sit at the bottom of the action-event list, under the SEARCH heading. Each Metaforma search lists one kind of item; none of them offers a find-or-create variant.

1

Find Automation

Search

In Zapier“Lists automations. Used as dynamic dropdown for Automation pickers.”

Lists the automation workflows in your account, the same ones Add Contact to Automation offers in its menu.

When to use it
when the automation to use depends on a value coming from the trigger.
Watch out
check at the test what it returns before mapping it into the next step.
2

Find Calendar Event

Search

In Zapier“Lists calendar events. Used as dynamic dropdown for appointment event pickers.”

Brings back your Metaforma calendar events, the slots on which appointments can be booked.

When to use it
before Schedule Appointment, when the calendar event is not always the same.
Watch out
it lists events, it does not book anything; the booking stays the job of the action.
3

Find Contact Field

Search

In Zapier“Lists contact fields (standard + custom).”

Lists the contact fields of your account, the standard ones and those you added yourself.

When to use it
when you build Create Contact or Update Contact and want to see which custom fields exist.
Watch out
it returns field definitions, not the values stored on a contact.
4

Find Formation

Search

In Zapier“Lists formations. Used as dynamic dropdown for Formation pickers.”

Returns the formations available in the connected account, the programmes Enroll Contact in Formation can put a contact into.

When to use it
before Enroll Contact in Formation, when the programme depends on what the person bought.
Watch out
a formation missing from the result has to be created in Metaforma first.
5

Find Contact List

Search

In Zapier“Lists contact lists. Used as dynamic dropdown for List pickers.”

Lists your Metaforma contact lists, the groups you message together.

When to use it
ahead of Add Contact to List or Remove Contact From List, when the target list varies.
Watch out
with several matches, the setting above decides which list goes to the next step.
6

Find Pipeline

Search

In Zapier“Lists pipelines and their stages. Used as dynamic dropdown for Pipeline pickers.”

Shows your pipelines together with their stages, the columns your deals move through.

When to use it
before Create Opportunity, when the deal should go into a pipeline chosen from the trigger data.
Watch out
check at the test how pipelines and stages come back before mapping them.
7

Find Tag

Search

In Zapier“Lists tags. Used as dynamic dropdown for Tag pickers.”

Lists the tags that already exist in your account.

When to use it
before Add Tag to Contact, to get the ID of an existing tag and reuse it instead of creating a new one by name.
Watch out
it never creates a tag; if the one you need is absent, the search finds nothing.
8

Find Webinar

Search

In Zapier“Lists webinars. Used as dynamic dropdown for Webinar pickers.”

Brings back the webinars set up in your Metaforma account.

When to use it
before Register Contact to Webinar, when the session to offer changes from one run to the next.
Watch out
a search makes the Zap multi-step, so it needs a paid plan.

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 there and skips the steps that depended on it; switched on, the Zap goes on empty-handed.
  2. Create X if it doesn't exist yet?
    This box turns a search into a find-or-create. No Metaforma search offers it, so a missing tag, list or webinar has to be created in Metaforma first.
  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 pass all of them on at once.
When it breaks

When it breaks

Zapier links no help article to Metaforma. What follows is how every Zap behaves, plus what the Metaforma steps require themselves.

Four cases are worth checking before you blame the app. If a Zap still misbehaves, see our Zapier troubleshooting guide.

  • Nothing from before the Zap

    A Zap only reacts to what happens after it is switched on. Earlier payments, bookings or registrations are never picked up; that backlog is a separate job.

  • A Zap that sets itself off

    As a precaution: a Zap that writes into the very place its own trigger watches can set itself off again and again and burn through your tasks. Check where each action writes.

  • An empty menu

    Automation, Contact List, Formation, Webinar and Calendar Event are required picks. If the item does not exist yet in Metaforma, there is nothing to choose.

  • A sudden flood held back

    After a bulk import or a migration, a trigger that suddenly returns a huge batch can be held back by Zapier's flood protection.
Need help

Need help automating Metaforma with Zapier?

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FAQ

Questions people ask

01Is the Metaforma Zapier integration free?
Yes, on Zapier's free plan, because Metaforma is not a premium app. The free plan gives 100 tasks a month and as many Zaps as you like, each limited to two steps: one trigger and one action. Payment Received followed by Enroll Contact in Formation fits that frame. Add a filter to target one programme, a search, or a second action such as a tag, and the Zap becomes multi-step, which needs a paid plan.
02How many tasks does it use?
One per action that succeeds, and nothing for the trigger or for listening. A Zap that enrolls each buyer uses one task per payment; if it also adds a tag and creates a task, each payment costs three. Watch the webinar triggers in particular: Webinar Absent and Webinar Attended start one run per contact, and each action run for each contact counts. Failed actions are not counted, and events stopped by a filter cost nothing.
03Is it real time?
Yes. All nine Metaforma triggers are instant: the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan. The polling interval of each plan, 15 minutes on Free, 2 on Professional and 1 on Team and Enterprise, applies to polling triggers only, and Metaforma has none. In the editor, a Zap built on an instant trigger shows a lightning bolt. So a Webinar Absent Zap reacts as soon as Metaforma reports each absentee, on the free plan too.
04What does connecting the account require?
An account on Metaforma, plus read or write access on anything you do not own yourself and want the Zap to touch. On Zapier, open Apps, click + Add connection, search for Metaforma, click Add connection, then sign in in the tab that opens and grant access. Before building, create in Metaforma the automations, lists, formations, webinars and calendar events your actions will point to, since the required pickers only show what exists.
05Does Add Tag to Contact need the tag's ID?
Not always. The action takes an existing tag by its ID or a new tag by its name, and finds the contact by ID or email. So when you mean a tag you already use, pass its ID rather than its name. If the right ID depends on the event, add Find Tag before the step and map what it returns; that search makes the Zap multi-step, so it needs a paid plan. Check at the test which tag ends up on the contact.
06What if the operation you need is not there?
Then Zapier cannot do it with Metaforma. The app page on Zapier shows the current list: nine triggers, twelve actions and eight searches. There is, for example, no action that deletes a contact and no trigger when an opportunity changes stage. If the missing piece belongs to another app, add that app as its own step. If it only exists inside Metaforma, Zapier has no way to reach it. Check that page before you design a Zap around an operation.
07Zapier, Make or n8n for Metaforma?
It depends on your criteria, not on a ranking. Start with volume: a busy webinar starts one run per contact, and on Zapier every successful action in that run is a task. Then check coverage: this page documents Zapier's 29 Metaforma operations only, so look at whether Make or n8n offer a Metaforma connector and what it covers. Filters and searches need a paid Zapier plan. Finally, weigh who on your team will build and maintain the automations.
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