Resources · Zapier integration

MyTime Zapier integrationAutomate MyTime with Zapier.

The MyTime Zapier integration gives you 12 triggers, 7 actions and 10 searches. Every trigger is instant, on every plan. Bookings, clients, memberships and tickets in MyTime can start a Zap, and Zaps can create or update clients, locations and children or pets.

See the 29 operations

Verified Trustpilot reviews · AI, automation & growth agency

Overview

What the MyTime Zapier integration actually does

It links MyTime to the rest of your tools in both directions. MyTime handles appointment booking, point of sale and client follow-up for businesses with several locations, including chains and franchises. Its triggers send what happens in MyTime out to other apps; its actions and searches let other apps write into MyTime and read from it.

Three results stand out. A booking log: New,Updated or Deleted Appointment sends every booking change to a spreadsheet, so you see the activity of each location without opening MyTime. A clean client base: a form or a CRM in another tool feeds the Client action, which creates the client in MyTime with a first name and an email. A payment retry: when failed payments are tracked in another tool, Retry Membership Payment relaunches one from there, given its Membership MyTime ID.

All twelve triggers are instant. MyTime tells Zapier itself, so the plan you pick does not slow anything down, and the interval grid of Zapier does not apply here.

Now what Zapier does not do for this app. Most triggers fire on several kinds of change at once (new, updated, deleted), so sorting them is your job, with a filter. Deleting is limited to clients, and the only update actions cover clients and children or pets. Nothing in the list edits an appointment, a ticket or a product.

To weigh the other two tools for the same job, see our n8n vs Zapier and Make vs Zapier pages.

Vocabulary

The Zapier words you will meet

Eight terms, in plain words. They come back all through this page.

Zap
The automation you build on Zapier: one trigger, then one or more actions that run each time that trigger event happens.
Trigger
The event in an app that starts the Zap, such as a booking changing in MyTime. Once the Zap is on, Zapier waits for it.
Action
What the Zap does after it starts: the step that writes, sends or moves something for you, like creating a client in MyTime.
Task
The unit Zapier bills. One task is one action your Zap completes successfully, and your plan counts those.
Polling trigger
A trigger Zapier checks on a timer, asking the app for new items at a fixed interval. None of MyTime's triggers work this way.
Instant trigger
A trigger the app reports itself: it calls Zapier the moment the event happens, so nothing waits for a check. All twelve here are.
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 already in an app, such as an existing client, so the steps after it can use what it found.
Cost

What a MyTime Zap costs

Triggers cost nothing, however many booking or client changes MyTime reports. Only actions that succeed are counted.

  • Trigger0 tasks
  • Each action that succeeds1 task
  • Action that failsNot counted
  • Free plan100 tasks a month, two steps per Zap

One action that works is one task; a Zap with three actions uses three per run. An action that fails is not counted. The free plan gives 100 tasks a month and unlimited Zaps, each capped at two steps. A filter, a search or a second action makes the Zap multi-step, which needs a paid plan, and a multi-step Zap is any Zap beyond one trigger and one action. MyTime itself is open on the free plan.

The grid below is Zapier's polling interval per plan. It does not apply to MyTime's triggers, which are all instant.

Connect

Connect MyTime to Zapier

  1. 01

    Open your Apps page

    In your Zapier account, open Apps and click + Add connection. A dialog opens with a search box: type MyTime in it and pick the app from the list of results.

  2. 02

    Sign in and grant access

    Click Add connection. A new tab opens on MyTime: sign in with the account whose locations, clients and bookings the Zap should reach, then grant Zapier access to it.

  3. 03

    Check the prerequisites

    You need an account on MyTime, plus read or write access on anything you do not own yourself and want the Zap to touch. Once linked, the connection is reused by every step that calls MyTime.

First Zap

Your first Zap: a booking log per location

GoalEvery booking change in MyTime that meets a condition you set is added as a row in a spreadsheet, without waiting for any check.

  1. 01

    Pick the trigger

    Create a new Zap, choose MyTime as the app that starts it, then New,Updated or Deleted Appointment as the event. Select the connection you made, or add it from there.

  2. 02

    Test the trigger

    Run the trigger test. Zapier brings back the three most recent appointments of the account, so you map your fields on a real booking. Look at what comes back to see how a change is described.

  3. 03

    Add the filter

    Add a Filter step from the plus icon and set the field to look at, the rule and the value, for instance to keep one kind of change. This step needs a paid plan.

  4. 04

    Add the spreadsheet step

    Choose your spreadsheet app and its add-a-row action, then place the booking values in the right columns. Test this step once and read what came back before going further.

  5. 05

    Publish

    Click Publish to switch the Zap on. From then on, each booking change that passes the filter lands in the sheet, with no polling interval in between.

Triggers

The 12 MyTime triggers

12 events start a Zap when something happens in MyTime, and 12 of them are instant: the app calls Zapier straight away, whatever your plan.

1

New Adjustment Event Created

Instant trigger

In Zapier“Triggers when an adjustment event is created”

Whenever an adjustment event is created in MyTime, this trigger starts your Zap with that event, ready to be recorded or reported somewhere else.

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 adjustments need a trace outside MyTime, such as a shared sheet.
Watch out
Zapier describes this trigger only as firing when an adjustment event is created, so read the test result before mapping anything.
2

New,Updated or Deleted Appointment

Instant trigger

In Zapier“Triggers when appointment is booked / updated / canceled / etc.”

This trigger reacts when an appointment is booked, updated or canceled, and hands the appointment to the next step of your Zap.

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 a calendar, a sheet or a team channel outside MyTime should mirror the bookings of your locations.
Watch out
one trigger covers several kinds of change, so add a filter if you only want, say, cancellations, and check at the test how they differ.
3

New, Updated, Closed Children/Pet

Instant trigger

In Zapier“Triggers when a children/pet is created / updated / deleted”

Some clients come with a child or a pet on file. This trigger fires when such a record is created, updated or deleted, and passes it on.

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 the people who look after those records work from another tool and need each change there too.
Watch out
creations, updates and deletions arrive through the same trigger, so a filter is the way to keep only one kind.
4

New or Updated Membership

Instant trigger

In Zapier“Triggers when membership is created or updated.”

A client signs up for a membership, or an existing one changes: either way this trigger starts the Zap with the membership in hand.

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 new members should be welcomed or tagged in your email tool, or counted in a shared report.
Watch out
new and updated memberships share this trigger; if only sign-ups matter to you, sort them out with a filter after checking the test data.
5

New,Updated or Deleted Client

Instant trigger

In Zapier“Triggers when client is created / updated / deleted.”

This trigger follows your client base in MyTime: it fires when a client is created, updated or deleted.

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 a CRM or a mailing list elsewhere has to stay aligned with the clients MyTime holds.
Watch out
a deleted client comes through this same trigger, so filter before adding anyone to a list.
6

New, Updated or Deleted Employee

Instant trigger

In Zapier“Triggers when employee is created / updated / deleted.”

Staff records matter too. This trigger starts your Zap each time an employee is added, edited or removed in MyTime.

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 your staff list also lives in another tool, such as a shared directory or a team chat, and should follow MyTime.
Watch out
a deletion arrives through the same door as a creation; check at the test how to tell them apart before acting on it.
7

New, Updated or Deleted Location

Instant trigger

In Zapier“Triggers when location is created / updated / deleted.”

For a business with several sites, this trigger reports each location created, updated or deleted in MyTime to the rest of your Zap.

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 a list of sites in another tool, like a sheet used by head office, must reflect MyTime.
Watch out
a deleted location arrives here as well; check at the test how to tell it from a new one.
8

Modified/Deleted/Created Membership Template

Instant trigger

In Zapier“Triggers when an membership template is modified/created/deleted”

Changes to your membership templates have their own trigger: it fires when a template is created, modified or deleted.

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 your team should hear about every change to the membership offer, in a chat or by email.
Watch out
this is about templates, not about a client's own membership; for those, use New or Updated Membership.
9

New,Updated,Deleted Product

Instant trigger

In Zapier“Triggers when an inventory product is created / updated / deleted”

Stock lives in MyTime too. This trigger starts the Zap whenever an inventory product is created, updated or deleted.

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 a product catalog kept in another tool, such as a spreadsheet, has to follow what MyTime holds.
Watch out
no MyTime action edits products, so this flow only goes one way, from MyTime outward.
10

New,Updated or Deleted SessionEnrollment

Instant trigger

In Zapier“Triggers when session_enrollment is created / updated / deleted.”

Each time someone is enrolled in a session, or that enrollment changes or goes away, this trigger passes the enrollment to your Zap.

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 a confirmation or a reminder should go out through another tool once a place in a session is taken.
Watch out
the same trigger covers new, updated and deleted enrollments, so filter before sending anything to a client.
11

New/Deleted/Updated Session

Instant trigger

In Zapier“Triggers when an session is created/updated/deleted”

Sessions have their own trigger, separate from enrollments. It reacts when a session is created, updated or deleted.

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 the schedule of sessions should be published or shared beyond MyTime, for instance in a team calendar.
Watch out
a deleted session arrives through this same trigger; make sure your Zap does not announce it as a new one.
12

New,Updated,Closed Ticket

Instant trigger

In Zapier“Triggers when ticket is created / updated / deleted / closed / reopened / voided”

Tickets have the longest list of changes: this trigger fires when one is created, updated, deleted, closed, reopened or voided.

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 closed tickets should feed a report or a sheet outside MyTime, location by location.
Watch out
it requires a Client Id whose tickets have the format you want, plus the Child Company Api Key tied to that client.
Actions

The 7 MyTime actions

MyTime gives you 7 actions. For each one: what it does for you, when to reach for it, and what to watch out for.

1

Create Child/Pet

Action

In Zapier“Create a Child/Pet for a Client”

Attach a new child or pet to an existing client with this action, so the record sits under the right person in MyTime.

When to use it
when details about a child or a pet are collected outside MyTime, at sign-up for example.
Watch out
the form also offers Ignore Custom Required Fields; Find Existing Custom Fields lists the custom fields of your account.
2

Update a Child/Pet for a Client

Action

In Zapier“Update a child/pet”

This one edits an existing child or pet record rather than adding one, keeping MyTime in line with your other tools.

When to use it
when a detail about a child or a pet changes elsewhere and the MyTime record is out of date.
Watch out
Child/Pet ID is required, and so is ID is Partner ID: set it to true for a partner ID, false for a MyTime ID.
3

Client

Action

In Zapier“Create a client in MyTime”

Despite its short name, this action creates a client in MyTime, fed by whatever tool collected the person's details first.

When to use it
when sign-ups from a form or another app should become MyTime clients without retyping.
Watch out
First Name and Email are required, so the earlier step must carry both.
4

Delete Client

Action

In Zapier“Delete an existing client”

Removes an existing client from MyTime, driven by a decision made in another tool.

When to use it
when a client asks to be removed and that request is logged somewhere else first.
Watch out
it needs the client's Id and whether that Id is a partner ID or a MyTime ID; check the Id at the test before you publish.
5

Update a Client

Action

In Zapier“Update a client”

Changes a client already in MyTime, so details edited in another tool reach the client record.

When to use it
when your CRM is where client details get corrected, and MyTime should follow.
Watch out
it needs the client's Id, a choice between partner ID and MyTime ID, plus First Name and Email.
6

Location

Action

In Zapier“Create a location in MyTime”

Opening a site? This action creates a location in MyTime from an address held in another tool.

When to use it
when new sites are listed in a sheet or a project tool before they go live in MyTime.
Watch out
Street Address, City, State and Zip Code are all required, so the earlier step must carry all four.
7

Retry Membership Payment

Action

In Zapier“Retry a failed membership payment”

When a membership payment has failed, this action asks MyTime to try it again, without anyone opening the account by hand.

When to use it
when failed payments are spotted in another tool and you want a second attempt launched from there.
Watch out
it requires the Membership MyTime ID, so an earlier step must carry it.
Searches

The 10 MyTime searches

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

A search step looks up something already in MyTime and hands it to the next steps. In the editor, searches sit at the bottom of the action-event list under the SEARCH heading. Adding one makes the Zap multi-step, so it needs a paid plan. Three settings decide what happens when the result is not the one you expect.

1

Find Existing Appointments

Search

In Zapier“Returns all appointments from a specific location.”

Pulls the appointments of one location, so a later step can work with that site's bookings.

When to use it
when a summary of a location's appointments should reach your team.
Watch out
the location id is required to filter the appointments.
2

Find Existing Client

Search

In Zapier“Search a client by id.”

Looks up one client by Id and returns that record to the steps that follow.

When to use it
right before Update a Client, to fetch the current record first.
Watch out
besides the Id and the partner or MyTime choice, the Include Labels, Include Memberships and Include Memberships Labels options are required too.
3

Find Existing Clients

Search

In Zapier“Returns all clients from the system that the user has access to.”

Returns all the clients the connected user can see in MyTime, rather than a single one.

When to use it
when a step needs the whole list, for a sync check or a count.
Watch out
with several matches, the default setting keeps only the first; change it if you need all of them.
4

Find Existing Custom Fields

Search

In Zapier“Returns all Custom Fields.”

Lists all the custom fields set up in your MyTime account, so you can see what exists before mapping data.

When to use it
when you are unsure which custom fields a client or child record expects.
Watch out
it returns the list only; filling those fields is the job of the create and update actions.
5

Find Existing Employees

Search

In Zapier“Return all employees.”

Brings back all employees in MyTime, ready for a later step to use.

When to use it
when a message or a report should name the staff of your business.
Watch out
it returns everyone; to keep one person, combine it with the multiple-results setting or a filter.
6

Find Existing Location

Search

In Zapier“Search a location.”

Fetches a single location from its Id, along with its details, for the next steps.

When to use it
when a Zap has a location Id in hand and needs the rest of that site's information.
Watch out
Id is required, and so is the choice between partner ID and MyTime ID.
7

Find Existing Locations

Search

In Zapier“Returns all locations.”

Returns all your locations at once, which is handy for multi-site setups.

When to use it
when you want to see every site before using a search that asks for a location.
Watch out
with several results, only the first is kept by default; switch the setting to pass them all on.
8

Find Existing Session Enrollments

Search

In Zapier“Returns all session enrollments from a specific location”

Retrieves the session enrollments of a specific location, so you can see who is booked in.

When to use it
when the list of enrolled people should reach your team in another tool.
Watch out
it works location by location; check at the test which location value it expects.
9

Find Existing Ticket

Search

In Zapier“Search a ticket.”

Finds one ticket from its Id and hands it to the following steps.

When to use it
when a Zap knows a ticket Id and needs the full ticket for a report or a message.
Watch out
both the Id and the location of that ticket are required.
10

Find Existing Tickets

Search

In Zapier“Returns all tickets specific to a location.”

Returns the tickets of one location over a period, rather than a single ticket.

When to use it
when the tickets of a location over a period should land in a sheet.
Watch out
LocationMytimeId, StartDate and EndDate are all required.

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 the steps that needed it are skipped. Switched on, the Zap carries on empty-handed.
  2. Create X if it doesn't exist yet?
    Ticking it turns a search into a find-or-create and asks for the fields to create the missing item. Zapier lists no such variant for MyTime, so check at the test whether the box appears.
  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 hand all of them on at once.
When it breaks

When a MyTime Zap goes wrong

Zapier attaches no help article to this app and lists no limit of its own, so the cases below come from how Zapier works in general, plus the IDs MyTime asks for.

Four cases are worth knowing before you publish. If a run still behaves oddly, see our Zapier troubleshooting guide.

  • Earlier records are not sent

    A Zap only reacts to what happens after you switch it on. Clients, bookings or tickets created before that are not picked up; moving that backlog is a separate job.

  • A Zap can set itself off again

    As a general precaution: a Zap that writes into the very place its own trigger watches can start itself again and again, and use up tasks fast.

  • A big batch can be held back

    If a trigger suddenly sends a huge batch, after a bulk import or a migration, Zapier's flood protection can hold the run back.

  • Partner ID or MyTime ID

    Several actions and searches ask whether the Id you give is a partner ID or a MyTime ID. Check at the test that the record that comes back is the one you meant.
Need help

Need help automating MyTime with Zapier?

A person reads every message.

FAQ

MyTime and Zapier: common questions

01Is the MyTime Zapier integration free?
You can use it on the free plan, with limits. MyTime is not one of the apps Zapier keeps for paid plans, so a two-step Zap, one MyTime trigger and one action, runs for free. The free plan gives you 100 tasks a month and an unlimited number of Zaps, each limited to one trigger and one action. The MyTime searches are another story: adding a search step makes the Zap multi-step, and so does a filter or a second action. A multi-step Zap needs a paid plan, so any Zap that looks up a client before updating it needs one.
02How many tasks does a MyTime Zap use?
One task per action that succeeds, each time the Zap runs. The trigger is free, so MyTime reporting a booking or a client change costs nothing. A Zap that writes each booking change to a spreadsheet uses one task per change. A Zap that updates a client, then posts a message, uses two tasks when both actions work. An action that fails is not counted. Because most MyTime triggers fire on creations, updates and deletions alike, count all those changes when you compare your volume with the 100 tasks of the free plan.
03Does MyTime send data to Zapier in real time?
Yes. All twelve MyTime triggers are instant: MyTime calls Zapier itself when the event happens, and the Zap starts right away instead of waiting for a scheduled check. That holds on every plan, the free one included, and the polling interval grid of Zapier does not apply to any of them. In the editor, a Zap built on an instant trigger shows a lightning bolt. The type is set by the app and cannot be changed from the editor, so there is nothing to tune for speed.
04What does it take to connect a MyTime account to Zapier?
An account on MyTime, plus read or write access on anything you do not own yourself and want the Zap to touch. The link is made once from the Apps page of Zapier: click + Add connection, search for MyTime, sign in on the tab that opens and grant access. After that, every step that uses MyTime reuses the same connection. For tickets, plan one more thing: New,Updated,Closed Ticket needs a Client Id and the company key tied to it, so gather both before building that Zap.
05What is the difference between a partner ID and a MyTime ID?
It is a choice several MyTime operations ask you to make about the Id you pass. Update a Client, Delete Client, Find Existing Client and Find Existing Location all carry a required field where true means the Id is a partner ID and false means it is a MyTime ID; Update a Child/Pet for a Client asks the same through ID is Partner ID. Run the step on a known record at the test, and check that the record that comes back is the one you meant.
06What if the MyTime operation you need is not there?
Then this integration cannot do it for now. MyTime on Zapier offers 12 triggers, 7 actions and 10 searches: you can create clients, locations and children or pets, update clients and children or pets, delete clients and retry a membership payment. There is no action for appointments, tickets or products. The app's page on Zapier shows the current list of operations, so check it before you plan a Zap around one that is missing. For reading data, the triggers and searches remain, even where no action covers the writing side.
07Zapier, Make or n8n for MyTime?
It depends on your criteria, not on a winner. Coverage first: on Zapier, MyTime brings 12 instant triggers, 7 actions and 10 searches, so check whether the other tool lists MyTime and which of those it offers. Speed is not a deciding point on Zapier, since every MyTime trigger is instant on every plan and the polling interval does not apply. Billing is: Zapier counts one task per successful action, and any Zap with a search or a filter needs a paid plan. Weigh those points against the number of changes your locations produce.
Same platform

Other docs you might need on this stack.

Browse all integrations