Octorate Zapier integrationAutomate Octorate with Zapier.
The Octorate Zapier integration connects your property's bookings to the rest of your tools. It offers 4 triggers, 1 action and 0 searches: follow new, modified and cancelled reservations, catch guest messages, and add a booking from another app.
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What the Octorate Zapier integration is good for
Octorate is an all-in-one management tool for small accommodation businesses, usable from a phone. Zapier, a service that connects apps without code, lets its bookings and guest messages flow into your other tools, and lets a booking made elsewhere arrive in Octorate without retyping.
Three results owners build most. A housekeeping sheet that updates itself: New Reservation adds each booking to the cleaning team's spreadsheet, and Cancel Reservation flags the ones that drop out. A guest inbox the front desk already reads: New Message forwards what guests write through the web concierge to the email or chat the front desk actually reads. A booking entered once: a request from a form or a partner tool becomes an Octorate booking with Add Reservation.
What Zapier does not do here. All four triggers work by polling, so a booking shows up at the next check of your plan, not the second it is made. There is no search: a Zap cannot look up an existing reservation to update or cancel it, and the only action creates. Changing a booking stays a job for Octorate itself.
Modified Reservation is the trigger people forget. Without it, a guest who moves their dates leaves your sheet out of date.
For a wider view of the tools, see Make vs Zapier, or the Zapier review for the platform on its own.
Zapier vocabulary for hosts
Seven words that come back in every section, in plain language.
- Zap
- The automation you build: one trigger, then one or more actions that run each time the trigger event happens.
- Trigger
- The event that starts the Zap: with Octorate, a booking created, changed or cancelled, or a new guest message.
- Action
- What the Zap does once started: adding a row, sending a message, or creating a booking in Octorate.
- Task
- The unit Zapier bills: one action that completes successfully. Your plan's allowance is a count of those.
- Polling trigger
- A trigger Zapier checks on a timer, asking the app what is new. All four Octorate triggers work this way.
- Filter
- A step that lets the Zap go on only when what arrived meets the condition you set, and stops it otherwise.
- Connection
- Your Octorate account linked to Zapier once, then reused by every step that reads or writes in Octorate.
What an Octorate Zap really costs
Octorate is not a premium app, so it works on the free plan. What you spend is tasks, and only actions create them.
- Premium appNo, works on the free plan
- Triggers4, all polling
- Free plan100 tasks a month, two-step Zaps
- What countsEach successful action
The trigger never costs a task, and checking Octorate for new bookings costs nothing however often it happens. Each action that succeeds, a sheet row, a message or a booking added, counts as one task; a failed one does not. The free plan gives 100 tasks a month and two-step Zaps only. Since all four triggers poll, the plan also sets how fast you hear about a booking: the grid below applies to every one of them. A filter or a second action needs a paid plan.
Connect Octorate to Zapier in three steps
- 01
Open the Apps page
In your Zapier account, go to Apps and click + Add connection. In the dialog that appears, search for Octorate by name and select it from the list of results.
- 02
Sign in to Octorate
Click Add connection. A new tab opens: sign in to Octorate with the account that manages the accommodation you want to follow, or one that has access to it.
- 03
Grant access
Allow Zapier to use the account. The connection is saved on your Apps page, and every Zap step that reads bookings or adds one in Octorate can reuse it.
Your first Octorate Zap
GoalPut every new booking in the housekeeping sheet and tell the team.
- 01
Pick the trigger
Create a Zap, choose Octorate as the starting app and New Reservation as the event, then select the Octorate connection you saved earlier.
- 02
Test on a real booking
Run the test. Zapier brings back the three most recent reservations from the account, so you map the next steps on a real guest and real dates.
- 03
Add the sheet row
Add the spreadsheet as the action and map the guest name, room and dates to their columns. Test the step once and check the row in the sheet.
- 04
Tell the team
Add a chat message that names the guest and the arrival date. This second action makes the Zap multi-step, so it needs a paid plan; skip it on Free.
- 05
Publish
Click Publish. From then on, each new booking reaches the sheet at the next check of your plan, and each successful action counts as one task.
The 4 Octorate triggers
4 events start a Zap when something happens in Octorate. Zapier checks for them at the interval your plan allows.
Cancel Reservation
Polling triggerIn Zapier“Triggers when a reservation is cancelled”
Starts your Zap when a booking is cancelled in Octorate. The details of the cancelled stay go to the next steps, which can free a slot in a planning sheet or warn the people who were getting the room ready.
Modified Reservation
Polling triggerIn Zapier“Triggers when a reservation is modified.”
Fires when an existing booking is changed, for example new dates or a different room. It keeps every tool that copied the booking in line with what Octorate now says.
New Message
Polling triggerIn Zapier“Triggers when a user got a new message from web concierge.”
Picks up a message a guest has sent through Octorate's web concierge for one accommodation. The text can then reach an inbox, a chat channel or a phone that someone on the team actually watches.
New Reservation
Polling triggerIn Zapier“Triggers when a new reservation is created.”
Kicks off when a booking is created in Octorate. It is the starting point of most setups: the guest, the room and the dates become data any later step can copy or send on.
The Octorate action
Octorate gives you 1 action. For each one: what it does for you, when to reach for it, and what to watch out for.
Add Reservation
ActionIn Zapier“Adds a new reservation”
Creates a booking in Octorate from details that come from another app: guest, room, dates, status and language.
When an Octorate Zap breaks
Zapier attaches no help article to Octorate, and no app-specific limit is documented. What goes wrong comes from the fields of its operations and from how Zaps behave.
Four cases explain most surprises. For a full method, the Zapier troubleshooting guide goes step by step.
Each booking creates another one
A Zap that starts on New Reservation and runs Add Reservation on the same property sets itself off again and again, and burns through your task count.Past bookings never arrive
A Zap only reacts to what happens after you switch it on. Reservations already in Octorate are not picked up; moving them is a separate job.A migration gets held back
When a bulk import suddenly puts a huge batch of bookings in Octorate, Zapier's flood protection can hold the trigger back instead of firing for each one.Add Reservation misses a field
Nine fields are mandatory, from the guest's surname to the language. If the source app leaves one blank on a given run, the step fails and no booking is created.
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