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OnceHub Zapier integrationAutomate OnceHub with Zapier.

OnceHub Zapier integration: 15 triggers, 4 actions, 3 searches. Every trigger is instant, so a booking, a captured contact or a chatbot conversation reaches Zapier right away on any plan. Three of the four actions work on bookings you already have, through their booking ID.

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Overview

What the OnceHub Zapier integration actually does

OnceHub captures and qualifies inbound leads through booking pages, chatbots and forms. Connected to Zapier, it reports what happens to bookings, contacts and conversations to your other tools, and it lets a Zap cancel a booking, ask for a reschedule, mark a no-show or look up booking and contact details.

Three results come up again and again. A sales pipeline that fills itself: Booking Scheduled adds or updates the lead in your CRM the moment a prospect books, so the rep sees the meeting before walking into it. A follow-up for people who never showed: Booking No-Show starts a Zap that sends a polite nudge or flags the deal, and Request Reschedule can ask the person to pick a new slot. A rescue list for the chatbot: Conversation Abandoned logs each visitor who left halfway through, so someone can reach back out.

What Zapier does not do here matters too. No action creates a booking or a contact in OnceHub: the three ready-made actions only touch bookings that already exist, and each one needs that booking's ID. No trigger reports a form submission on its own. And several triggers overlap (a lifecycle trigger plus a specific one), which is how teams end up with every event counted twice.

If you are comparing tools for this kind of scheduling flow, the Make vs Zapier and n8n vs Zapier pages sit next to this one.

Vocabulary

Zapier vocabulary in one minute

Eight words come back on every Zapier screen. Here they are in plain English, once, before the rest of the page uses them.

Zap
The automation you build: one trigger, then one or more actions that run each time the trigger event happens.
Trigger
The event in an app that starts the Zap. Once the Zap is on, Zapier waits for that event and nothing else.
Action
What the Zap does after it starts: the step that writes, sends or changes something for you in an app.
Task
The unit Zapier bills. One task equals one action your Zap completes successfully; your plan counts those.
Polling vs instant trigger
A polling trigger is checked on a timer. An instant trigger is reported by the app itself, so it never waits for a check.
Filter
A step that lets the Zap continue only when the incoming item meets a condition you set, and stops it otherwise.
Search step
A step that looks up something that already exists, such as a booking, so the following steps 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 it one, and it needs a paid plan.
Cost

What it really costs you

Short version: OnceHub events are free to listen to; you pay in tasks for the actions that follow.

  • OnceHub trigger firing0 tasks
  • Each successful action1 task
  • Free plan100 tasks a month, 2 steps per Zap
  • Premium appNo, works on the free plan

A trigger never costs a task, so a new booking costs nothing by itself. Each action that succeeds counts once: three actions in one Zap use three times what a single action uses, and an action that fails is not counted. The free plan gives 100 tasks a month and unlimited Zaps, but only two steps per Zap, one trigger and one action. A filter, a search such as Get Booking Details, or a second action makes the Zap multi-step, which needs a paid plan. OnceHub is not a premium app, so it works on the free plan. The polling grid below does not apply: all fifteen OnceHub triggers are instant.

Connect

Connect your OnceHub account in 3 steps

  1. 01

    Open the Apps page

    In your Zapier account, go to Apps and click + Add connection. You need a OnceHub account, plus access to any bookings or contacts you do not own and want a Zap to touch.

  2. 02

    Find OnceHub

    Type OnceHub in the search box of the dialog, pick it from the list, then click Add connection. This connection is stored once and reused by every Zap and every OnceHub step you build later.

  3. 03

    Sign in and grant access

    A tab opens on OnceHub. Sign in with the account that owns the booking pages and chatbots you want to follow, then grant Zapier access. The connection then shows on the Apps page.

First Zap

Your first OnceHub Zap, step by step

GoalEach no-show is logged in a follow-up sheet, then the account owner gets a chat message.

  1. 01

    Build: start from OnceHub

    Create a Zap, pick OnceHub as the app that starts it, then Booking No-Show as the event, and select the OnceHub connection you added.

  2. 02

    Test the trigger

    Run the trigger test. Zapier brings back the three most recent items of the connected account; pick a real booking so the next steps are mapped on true data.

  3. 03

    Log the no-show

    Add a Google Sheets action and map the booking details from the trigger into the columns of your follow-up sheet. Test the step and read what came back.

  4. 04

    Warn the owner

    Add a Slack action that messages the person in charge of the account. This second action makes the Zap multi-step, so it needs a paid plan. Test it once.

  5. 05

    Publish

    Publish the Zap to switch it on. From then on, each booking marked as a no-show runs it right away and uses two tasks of your plan.

Triggers

The 15 OnceHub triggers

15 events start a Zap when something happens in OnceHub, and 15 of them are instant: the app calls Zapier straight away, whatever your plan.

1

Reassigned Booking

Instant trigger

In Zapier“Triggers when a booking calendar booking is reassigned.”

This one fires when a booking made on a booking calendar moves to another person. Useful in teams where meetings get shuffled between reps, because the new owner usually hears about it last.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
update the deal owner in your CRM, or message the new host with the meeting details so the hand-over does not depend on someone remembering to forward an email.
Watch out
it only covers booking calendar bookings, so check which OnceHub tool your team actually books through before relying on it.
2

Contact Captured

Instant trigger

In Zapier“Triggers when a contact is captured”

A new contact recorded by OnceHub starts the Zap. It is the plainest lead signal of the whole integration: someone left their details through one of your OnceHub tools, and your other systems should know about them.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
add the lead to your CRM or your mailing tool, or post it in a sales channel for a quick first reply.
Watch out
Contact Lifecycle Event also fires on a capture, so do not run both on the same Zap goal or each lead will arrive twice.
3

Contact Lifecycle Event

Instant trigger

In Zapier“Triggers when a contact is captured or updated”

Covers two moments in one trigger: a contact being captured, and a captured contact being updated. Handy when one Zap should keep a record in sync from the first touch to the latest change, without building two separate Zaps.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
keep one CRM record or one spreadsheet row current for every OnceHub contact.
Watch out
the next step must cope with both cases; a step that only creates records will make duplicates on updates, so pair it with a search or a filter.
4

Contact Updated

Instant trigger

In Zapier“Triggers when a captured contact is updated”

Starts the Zap when a contact OnceHub already captured gets changed. New contacts do not fire it, which makes it the right pick when the creation side is already handled elsewhere and only the changes need to travel.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
push corrected details into the CRM record your team already works from.
Watch out
if a Zap writes those same changes back into OnceHub through another tool, it can set itself off again and again.
5

Conversation Lifecycle Event

Instant trigger

In Zapier“Triggers when the status of a conversation is changed to “Reached-out”, “Started”, “Closed”, or “Abandoned”.”

Fires each time a chatbot conversation changes status: Reached-out, Started, Closed or Abandoned. One trigger for the whole life of a chat, which suits reporting more than a single targeted reaction.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
write every status change to a log sheet and see where visitors drop off.
Watch out
each conversation can start the Zap several times, once per status, and each run spends tasks on its actions; add a filter if you only care about one status, knowing it makes the Zap multi-step.
6

Conversation Abandoned

Instant trigger

In Zapier“Triggers when a chatbot conversation is abandoned by a website visitor.”

Your Zap runs when a website visitor walks away from a chatbot conversation before the end. These are warm visitors who gave up halfway, often the cheapest leads to recover.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
send the conversation to a sales inbox or a task list so a person can follow up while the visit is still fresh.
Watch out
a visitor who left without giving any details may leave the next step with little to work with, so test on a real abandoned chat first.
7

Conversation Closed

Instant trigger

In Zapier“Triggers when a chatbot conversation reaches its end, or when a website visitor engages with a new chatbot.”

Triggered when a chatbot conversation reaches its end. It also fires when the visitor moves on to a new chatbot, which surprises people who read "closed" as "finished successfully".

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
archive the finished conversation in your CRM or support tool next to the contact.
Watch out
because a switch to another chatbot also counts as closed, one visit can close more than one conversation; plan your reporting with that in mind.
8

Conversation Started

Instant trigger

In Zapier“Triggers when a website visitor starts interacting with your chatbot.”

A website visitor opening a conversation with your chatbot sets this one off. It is the earliest signal of interest OnceHub sends, well before any booking or contact exists.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
alert a person on duty in your team chat so they can watch the conversation, or count chat openings in a reporting sheet.
Watch out
on a busy site this fires a lot, and every run with an action spends a task, so keep an eye on your monthly count.
9

Booking Lifecycle Event

Instant trigger

In Zapier“Triggers when the status of a booking is changed to “Scheduled”, “Rescheduled”, “Canceled”, “Completed”, or “No-show”.”

One trigger for every status change of a booking: Scheduled, Rescheduled, Canceled, Completed or No-show. The broadest booking signal in the list, built for keeping a full history rather than reacting to one moment.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
mirror each booking's status in a CRM deal or a reporting table.
Watch out
do not combine it with Booking Scheduled or Booking Canceled for the same job, or the same change will run two Zaps and cost twice.
10

Booking Canceled

Instant trigger

In Zapier“Triggers when an existing booking is cancelled.”

Fires when an existing booking gets cancelled. Cancellations are where follow-up is usually missing, and this gives your other tools a clear moment to act 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
move the deal back a stage in your CRM, free the slot in a shared planning sheet, or tell the host in chat.
Watch out
a booking cancelled and replaced by a new one has its own trigger, Booking Cancelled and Rescheduled, so decide which of the two your Zap should listen to.
11

Booking Cancelled and Rescheduled

Instant trigger

In Zapier“Triggers when a booking is canceled and replaced by a new booking.”

Covers a specific case: a booking is cancelled and replaced by a new one. Two bookings are involved, the old and the new, and that is exactly what the Zap needs to handle well.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
update the meeting date on the CRM deal instead of logging a lost meeting and a new one.
Watch out
test it on a real replacement and check which booking each value comes from before mapping, so the CRM does not end up pointing at the cancelled one.
12

Booking Completed

Instant trigger

In Zapier“Triggers when the date and time for a booking has passed.”

Once the date and time of a booking have passed, this trigger runs. It is a calendar signal, not a confirmation that the meeting really took 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
send the thank-you email or the post-meeting survey, or create the follow-up task in your project tool.
Watch out
a meeting nobody attended still reaches its end time; if your follow-up should skip those, mark no-shows in OnceHub and handle them with Booking No-Show.
13

Booking No-Show

Instant trigger

In Zapier“Triggers when the status of a booking is manually changed to “No-show”.”

Fires when someone changes a booking's status to No-show by hand. OnceHub does not decide it alone: someone has to set it by hand, which makes the signal reliable but only as complete as your team's habits.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
send a rebooking nudge to the prospect or flag the deal for the rep.
Watch out
the Mark Booking as No-Show action sets that same status, so a Zap that both listens to this trigger and uses that action can loop.
14

Booking Rescheduled

Instant trigger

In Zapier“Triggers when a booking is rescheduled.”

Moving a booking to another time is what fires this trigger. It keeps every tool that copied the original date honest, from the CRM to a shared planning sheet.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
update the meeting date on the deal, or tell the host in chat that the slot moved.
Watch out
if your Zaps use Request Reschedule, the reschedules they cause will run this trigger too; check the chain before publishing both.
15

Booking Scheduled

Instant trigger

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

Every new booking made in OnceHub runs this trigger. Often the core trigger of the integration: a prospect picked a slot, and the people who will meet them should have everything ready.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
create or update the lead in your CRM, post the booking in the sales channel, or add a prep task for the host.
Watch out
bookings made before you publish the Zap are not picked up; only new ones count.
Actions

The 4 OnceHub actions

OnceHub gives you 4 actions. For each one: what it does for you, when to reach for it, and what to watch out for.

1

Cancel Booking

Action

In Zapier“Cancel Booking in your oncehub account.”

Cancels a booking in your OnceHub account from a Zap. The meeting is removed rather than moved, so keep it for cases where nobody should show up.

When to use it
a deal closes as lost in your CRM and the pending meeting should go too.
Watch out
it needs the Booking ID starting with BKNG-, and it will start any Zap built on Booking Canceled.
2

Mark Booking as No-Show

Action

In Zapier“Updates the status of a specific booking to No-Show.”

Sets the status of one booking to No-show from inside a Zap, so the record in OnceHub matches what another tool already knows.

When to use it
your video tool or CRM is where attendance gets noted, and OnceHub should follow it.
Watch out
the Booking ID (BKNG-) is required, and this action can set off the Booking No-Show trigger.
3

Request Reschedule

Action

In Zapier“Request to reschedule booking in your oncehub account.”

Asks for an existing booking to be rescheduled instead of cancelling it outright. A softer way to keep the meeting alive.

When to use it
after a no-show or a conflict spotted in another tool, invite the person to pick a new slot.
Watch out
it needs the Booking ID, which starts with BKNG-, so an earlier step must carry it.
4

API Request (Beta)

Action

In Zapier“This is an advanced action which makes a raw HTTP request that includes this integration's authentication.”

An advanced, still beta action that sends a custom request to OnceHub with your connection's sign-in already attached. It covers what the ready-made actions do not.

When to use it
only if someone on the team knows OnceHub's technical docs; it asks for an HTTP Method and a URL.
Watch out
the Stop on error setting decides whether a failure halts the Zap; requests only go to OnceHub's own domains.
Searches

The 3 OnceHub searches

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

A search step looks up something that already exists in OnceHub and passes it to the next steps. Three settings decide what happens when the result is not the one you expected.

1

Get Booking Details

Search

In Zapier“Retrieves meeting details for a specific booking.”

Fetches the meeting details of one booking, so a later step can use them even if the trigger did not carry them.

When to use it
a Zap that starts in another tool holds only a booking reference and needs the date or host.
Watch out
it needs the Booking ID, starting with BKNG-.
2

Find Contact

Search

In Zapier“Find Contact in your oncehub account.”

Looks up a contact stored in OnceHub. You choose how to look it up in the required Find Contact by setting.

When to use it
before updating a CRM record, check that the person is already known to OnceHub.
Watch out
if nothing matches and the first setting above is left on default, the Zap stops at this step.
3

Get Contact's Future Meetings

Search

In Zapier“Retrieves up to 50 upcoming meetings for a specific contact.”

Returns up to 50 upcoming meetings booked by one contact, which tells you whether a prospect already has something planned.

When to use it
skip a reminder email when the contact has already rebooked.
Watch out
it requires the Contact ID, which always starts with CTC-, not an email.

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; switched on, the Zap carries on without the result.
  2. Create X if it doesn't exist yet?
    Turns a search into a find-or-create. OnceHub offers no such variant on Zapier, so you will not see this box here.
  3. If multiple search results are found?
    Keep the first match (the default), stop the Zap, or hand every match to the next steps at once.
When it breaks

When a OnceHub Zap breaks

Zapier attaches two help articles to OnceHub, including Common Problems with OnceHub on Zapier. The cases below follow from how its triggers and actions work.

Six cases cover most OnceHub Zaps that misbehave. If yours matches none of them, the Zapier troubleshooting page is the next stop.

  • The action has no booking to act on

    Cancel Booking, Mark Booking as No-Show and Request Reschedule all need a Booking ID starting with BKNG-. Without one mapped from an earlier step, they cannot run.

  • Every event arrives twice

    Lifecycle triggers overlap with the specific ones. Booking Lifecycle Event plus Booking Scheduled on the same goal means two runs, and two sets of tasks, per booking.

  • The Zap keeps restarting itself

    A Zap that marks a no-show while listening to Booking No-Show, or cancels while listening to Booking Canceled, sets itself off again and burns tasks fast.

  • Old bookings never show up

    A Zap only reacts to what happens after it is switched on. Bookings and contacts from before are not picked up; moving that history is a separate job.

  • A big batch is held back

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

  • The search step will not save

    On the free plan a Zap stops at one trigger and one action. A search, a filter or a second action makes it multi-step and needs a paid plan.
Need help

Need help automating OnceHub with Zapier?

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FAQ

OnceHub Zapier integration: common questions

01Is the OnceHub Zapier integration free?
Yes, on the Zapier side. OnceHub is not a premium app, so it works on the free plan, which gives 100 tasks a month and unlimited Zaps. The limit is the shape of the Zap: the free plan only builds two-step Zaps, one trigger and one action. Adding a search such as Get Booking Details, a filter or a second action needs a paid plan. What your OnceHub subscription includes is a separate question that Zapier does not answer.
02How many tasks does a OnceHub Zap use?
The OnceHub trigger uses none. Zapier counts each action that succeeds, one task each, and an action that fails is not counted. A Zap that starts on Booking Scheduled and adds a CRM contact uses one task per booking; add a chat message and it is two per booking. Watch the lifecycle triggers: Booking Lifecycle Event fires on every status change, so a single booking can run the Zap several times and spend tasks each time.
03Does OnceHub trigger Zapier in real time?
Yes. All fifteen OnceHub triggers are instant: OnceHub reports each event to Zapier itself, so the Zap starts right away instead of waiting for a scheduled check. The plan interval grid, 15 minutes on Free down to 1 minute on Team and Enterprise, does not apply. A free plan is as fast as a paid one on these triggers. Note that Booking Completed fires when the booking time has passed, which is a calendar moment, not a live attendance signal.
04What does it take to connect OnceHub to Zapier?
A OnceHub account, plus access to any bookings or contacts you do not own and want to touch. In Zapier, open the Apps page, click + Add connection, search for OnceHub, click Add connection, then sign in to OnceHub in the tab that opens and grant access. Keep in mind that three actions and the Get Booking Details search need a Booking ID starting with BKNG-, so the connected account must be the one holding those bookings.
05Why do OnceHub triggers sometimes fire more often than expected?
Because of how the triggers are defined. Conversation Closed fires when a chatbot conversation ends, and also when the visitor engages with a new chatbot, so one visit can close several conversations. On the booking side, Booking Lifecycle Event fires for every status: Scheduled, Rescheduled, Canceled, Completed and No-show. Pair either with a more specific trigger on the same job and each event runs two Zaps. Pick one trigger per goal.
06What if the OnceHub operation you want is not in Zapier?
Check the three searches first: Get Booking Details, Find Contact and Get Contact's Future Meetings cover most lookups. If you need to change something none of the four actions handle, OnceHub offers an advanced beta action that sends a custom request with your connection already signed in; it needs someone comfortable with OnceHub's technical documentation. Creating bookings or contacts is not among the ready-made actions, so that part has to happen in OnceHub itself.
07Zapier, Make or n8n for OnceHub?
Decide on criteria, not a ranking. On Zapier, OnceHub brings fifteen instant triggers, four actions and three searches, works on the free plan, and bills one task per successful action. For another tool, check whether it offers the same booking, contact and conversation events, whether it can cancel or reschedule a booking, how it bills each run, and whether its free tier allows the number of steps your Zap needs, since searches here already push you past two.
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