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Motimate Zapier integrationAutomate Motimate with Zapier.

The Motimate Zapier integration gives you 2 triggers, 14 actions and 0 searches. Both triggers are checked on a timer, and most of the work is on the action side: users, groups, positions and posts. Here is what each one does and costs.

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Overview

What the Motimate Zapier integration really does

Motimate is a tool for internal communication and staff training. On Zapier it can sit inside a Zap: an automation with one starting event and one or more steps after it. Something happens in Motimate or in another tool, and Zapier creates, updates or removes users, groups and positions for you.

Three results you can build with what exists. A welcome that posts itself: New User starts the Zap and Create Post puts a message in the group of your choice. An account opened from a spreadsheet: a new row in another tool goes into Create User, then Assign Group Membership places the person in the right group. A clean exit: a row flagged elsewhere runs Revoke Group Membership or Delete User.

What Zapier does not do here. Both triggers work by polling: Zapier checks Motimate at an interval set by your plan, so a new user or group is not picked up the moment it appears. There is no trigger for a new post, a new position or a membership change. And there is no search step, so the user, group or position IDs that many actions require have to come from the trigger or from a tool that already stores them.

If you are still choosing a tool, see our Make vs Zapier comparison and our n8n vs Zapier comparison.

Vocabulary

Zapier vocabulary, in one minute

Seven words come back on this page. Here they are in plain English.

Zap
The automation you build on 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 and nothing else.
Action
What the Zap does once it has started: the step that creates, updates or deletes 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, like both Motimate ones, is checked on a timer. An instant trigger is pushed by the app the moment the event happens.
Filter
A step that lets the Zap go on only when what arrived meets the condition you set, and stops it otherwise.
Multi-step Zap
Any Zap beyond one trigger and one action. A filter or a second action makes it one, and it then needs a paid plan.
Cost

What a Motimate Zap really costs

Motimate is not a premium app on Zapier (an app kept for paid plans), so it runs on the free plan. The bill is counted in tasks.

  • Premium appNo, available on the free plan
  • Free plan100 tasks a month, unlimited two-step Zaps
  • TriggerNever costs a task
  • Motimate triggers2, both polling

The trigger never costs a task, and neither do the checks Zapier runs on Motimate, however often they happen. Each action that succeeds counts as one task, so a three-action Zap uses three times what a one-action Zap uses, and an action that fails is not counted. The free plan gives you 100 tasks a month and unlimited Zaps, each limited to two steps: one trigger, one action. A filter or a second action makes it multi-step, which needs a paid plan. The grid below sets how often Zapier checks the two Motimate triggers.

Connect

Connect Motimate to Zapier in three steps

  1. 01

    Open your Apps page

    In Zapier, go to the Apps page of your account and click + Add connection. A connection is your Motimate account linked once, then reused by every step that talks to Motimate.

  2. 02

    Find Motimate

    Type Motimate in the search box of the dialog, pick it in the results, then click Add connection. A new tab opens on the Motimate sign-in screen, where the last step happens.

  3. 03

    Sign in and grant access

    Log in to Motimate in that tab and grant Zapier access to the account. You need an account on Motimate, plus read or write access on anything you do not own yourself and want the Zap to touch.

First Zap

Your first Motimate Zap: put each new user in a group

GoalWhen a new user appears in Motimate, check that it meets the condition you choose, then add that user to a Motimate group.

  1. 01

    Create the Zap and pick the trigger

    Start a new Zap, choose Motimate as the app and New User as the trigger event, then select the Motimate connection you added earlier.

  2. 02

    Test the trigger

    Run the test: Zapier brings back the three most recent users of the connected account. Pick a real one, so the next steps are mapped on actual data.

  3. 03

    Add a filter

    Add a Filter step from the plus icon and fill its three boxes: the field to look at, the rule, the value to compare. A filter makes the Zap multi-step, so it needs a paid plan.

  4. 04

    Add the membership

    Add Motimate with Assign Group Membership. Map the User ID from the trigger, then set the Group ID and the Role, all three required.

  5. 05

    Test, then publish

    Run each step once and read what came back before going further. When the user lands in the right group, publish the Zap to switch it on.

Triggers

Motimate triggers on Zapier

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

1

New Group

Polling trigger

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

Starts your Zap when a new group shows up in Motimate. The group is handed to the next step, ready to get a first post, to be copied into a spreadsheet or to receive its first members.

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
each new group should open with a welcome post that explains what it is for.
Watch out
groups that existed before the Zap was published are not picked up; only new ones count.
2

New User

Polling trigger

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

Picks up each user created in Motimate and passes that user to the rest of the Zap. It is the natural entry point for anything that should happen when someone joins: a group, a position or a welcome post.

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
every new user should be placed in a group without anyone doing it by hand.
Watch out
if the same Zap also creates users in Motimate, a Zap that writes where its trigger watches can set itself off again.
Actions

Motimate actions on Zapier

Motimate gives you 14 actions. For each one: what it does for you, when to reach for it, and what to watch out for.

1

Assign Group Membership

Action

In Zapier“Assigns a User to Group”

Puts a user in a group. User ID, Group ID and Role are required; Assign ancestors is an optional box.

When to use it
each new user should join the group that matches a field in another tool.
Watch out
there is no search step, so the Group ID has to be typed or come from an earlier step.
2

Assign User Position

Action

In Zapier“Assigns Position to User.”

Gives a user a position in Motimate, from a User ID and a Position ID, both required.

When to use it
a role change recorded in a spreadsheet should show on the person's Motimate profile.
Watch out
the position must already exist; Create Position can come one step earlier.
3

Create Post

Action

In Zapier“Creates a new post in a specific group”

Publishes a post in a given Motimate group. The Post text and the Group are required.

When to use it
a new user or a new group should be greeted with a short message in the right place.
Watch out
map the text from fields that always carry a value, and read the post at test before publishing the Zap.
4

Delete Group

Action

In Zapier“Deletes existing group.”

Removes an existing group, identified by its Group ID.

When to use it
a team closed in another tool should not keep an empty group in Motimate.
Watch out
check at test that the Group ID points to the group you mean before switching the Zap on.
5

Delete Position

Action

In Zapier“Deletes existing position.”

Takes a position off the Motimate list, given its Position ID.

When to use it
a job title retired from your reference sheet should leave the Motimate list.
Watch out
check at test that the Position ID points to the position you mean.
6

Delete User

Action

In Zapier“Deletes an existing user.”

Deletes an existing Motimate user, given the required User ID.

When to use it
a person marked as gone in another tool should lose their Motimate account too.
Watch out
put a filter in front so only the rows you mean reach this step; a filter needs a paid plan.
7

Update Group

Action

In Zapier“Updates an exsisting group.”

Changes a group that already exists, identified by its Group ID.

When to use it
a team renamed in another tool should carry the same name in Motimate.
Watch out
keep a table of group IDs somewhere, because the Zap cannot look a group up by name.
8

Update Position

Action

In Zapier“Updated existing position.”

Rewords a position that already exists, from its Position ID.

When to use it
a job title reworded in your reference sheet should be reworded in Motimate too.
Watch out
check at test which fields the form offers besides the required Position ID.
9

Update User

Action

In Zapier“Upated existing user.”

Edits an existing Motimate user, found by the User ID, which is the only required field.

When to use it
a phone number or email changed in another tool should be corrected in Motimate.
Watch out
without a search step, the User ID must reach this step from the trigger or from a tool that stores it.
10

Create Group

Action

In Zapier“Creates a new group”

Creates a group in Motimate from a Group name and a Group kind, both required.

When to use it
a new team listed in another tool should get its own group in Motimate.
Watch out
Group kind only accepts the values Motimate suggests; pick one from the list rather than mapping free text.
11

Create Position

Action

In Zapier“Creates a new position.”

Adds a position to Motimate, with a Name as the only required field.

When to use it
a job title added to your reference sheet should exist as a position before anyone is assigned to it.
Watch out
Assign User Position asks for a Position ID, so create the position before you assign it.
12

Create User

Action

In Zapier“Creates a new User”

Opens a Motimate account for a person. Email, Employee number, Phone number and Organization role are all required.

When to use it
a row added to a spreadsheet should become a Motimate user without retyping.
Watch out
the phone number needs its country code, and the Organization role only accepts the suggested values, written in lower case with underscores.
13

Revoke Group Membership

Action

In Zapier“Removes User from Group.”

Takes a user out of a group, from a User ID and a Group ID, both required.

When to use it
someone who leaves a team in another tool should leave the matching Motimate group.
Watch out
the user keeps their account; only the membership goes.
14

Revoke User Position

Action

In Zapier“Revokes User's Position.”

Removes a position from a user, given the User ID and the Position ID.

When to use it
a role that ends in your spreadsheet should be withdrawn from the profile in Motimate.
Watch out
the position itself stays in Motimate; Delete Position is a separate action.
When it breaks

When a Motimate Zap breaks

Zapier attaches no help article to Motimate, so the cases below are the general Zapier limits that apply to it.

Four general cases are worth knowing before you publish. For anything else, see our Zapier troubleshooting guide.

  • Existing users are not picked up

    A Zap only reacts to what happens after you switch it on. Users and groups that already existed stay out; moving that backlog is a separate job.

  • A Zap that restarts itself

    A Zap that writes into the very place its own trigger watches can set itself off again and again, and burn through your task count.

  • A big import gets held back

    When a trigger suddenly returns a huge batch, after a bulk import of users or a migration, Zapier's flood protection can hold those items back.

  • The same user never runs twice

    On both Motimate triggers, Zapier keeps track of what it has already seen, so the same user or group does not start the Zap twice.
Need help

Need help automating Motimate with Zapier?

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FAQ

Motimate Zapier integration: common questions

01Is the Motimate Zapier integration free?
Yes, it works on the free plan, because Motimate is not a premium app on Zapier. That plan gives you 100 tasks a month and unlimited Zaps, each limited to two steps: one trigger and one action. A Zap that posts a message for each new user fits in that limit. Add a filter or a second action, such as Assign User Position after Create User, and it becomes multi-step, which needs a paid plan. On the free plan, Zapier checks the two Motimate triggers every 15 minutes.
02How many tasks does a Motimate Zap use?
One task for each action that succeeds, and nothing for the trigger. A Zap that puts every new user into a group uses one task per user. Add a welcome post and every user costs two, and a third action would make it three. The checks Zapier runs on New User or New Group are free, however often they happen. An action that fails is not counted against your plan.
03Does Motimate trigger Zaps in real time?
No. Both triggers, New Group and New User, are polling triggers: Zapier asks Motimate for new items at an interval set by your plan. That interval is 15 minutes on Free, 2 on Professional, and 1 on Team and Enterprise. On a paid plan, you can also run a check by hand from the editor. The start of the Zap always depends on that check, so test with the interval of your plan in mind.
04What does it take to connect Motimate to Zapier?
An account on Motimate, plus read or write access on anything you do not own yourself and want the Zap to touch. The connection is made once from the Apps page of Zapier: click + Add connection, search Motimate, click Add connection, then sign in to Motimate in the tab that opens and grant access. Every Motimate step of every Zap then reuses that same connection, so nothing has to be set up twice.
05What does Create User need in a Zap?
Four required values: an Email, an Employee number, a Phone number and an Organization role. The phone number has to include its country code. The Organization role only accepts the values Motimate suggests, and a custom value has to be written in lower case with underscores between words. Before publishing, check at test that the source tool sends all four, in the shape Motimate expects. A run that does not go through is not counted as a task.
06What if the Motimate operation you want is not there?
Then the Zapier app does not offer it today. The Motimate page on Zapier shows the current list of triggers and actions, so check it before you build. A few gaps are visible now: no trigger for a new post or a membership change, and no search step to find a user or group by name. In that case, keep the IDs you need in another tool and pass them along, or look at what Make or n8n offer for Motimate.
07Zapier, Make or n8n for Motimate?
Choose on criteria, not on a ranking. On Zapier you get 16 ready operations for Motimate, most of them actions on users, groups and positions. Both triggers are polling ones, so the interval of your plan decides how soon a Zap starts. Billing follows successful actions, so long Zaps grow with volume. On Make or n8n, first check that a Motimate app exists with the operation you want, then compare who will maintain the workflow and how each tool bills a run.
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