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onOffice enterprise Zapier integrationAutomate onOffice enterprise with Zapier.

The onOffice enterprise Zapier integration gives you 4 triggers, all instant, 11 actions and 5 searches to link your property CRM to the rest of your tools without code. Here is what each one does, what it costs and where it tends to break.

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Overview

What the onOffice enterprise Zapier integration actually does

A Zap is the automation you build on Zapier: one event that starts it, then one or more steps that run each time that event happens. With onOffice enterprise, the starting event is a contact, a property or a file that onOffice hands over to Zapier, and the steps that follow create or update records back in the CRM.

Three results come up again and again. First, a contact handed over by onOffice turns into a follow-up: Fetch Contact starts the Zap and Create Task puts the next move in someone's list. Second, listings travel further: New Property for Social Media Channel sends a property out so another tool can publish it, and Create Activity / Agents Log Entry keeps a trace of it in the agents log. Third, outside data lands in the right place: a form or a spreadsheet feeds Find Contact, which finds the person or creates them, then Create Appointment books the viewing.

All four triggers are instant. onOffice tells Zapier itself when something is addressed to it, so the free plan's waiting time never applies here. That is rare and worth knowing before you pick a plan.

What Zapier does not do for this app: nothing gets deleted (there is no delete action), no trigger watches appointments or tasks, and the triggers only fire when a contact, property or file is addressed to Zapier from onOffice, manually or automatically. A record that is never addressed never starts anything.

If you are still weighing the platform itself, the n8n vs Zapier and Make vs Zapier comparisons are there, and so is the full Zapier review.

Vocabulary

Zapier words, in plain English

Seven words come back on every line of this page. One sentence each.

Trigger
The event in an app that starts the Zap. Once the Zap is on, Zapier sits and waits for that event to happen.
Action
What the Zap does once it has started: the step that writes, sends or moves something on your behalf.
Task
The unit Zapier bills you for: one action that your Zap completes successfully. Your plan counts these and nothing else.
Polling vs instant
A polling trigger is checked by Zapier on a timer. An instant trigger is reported by the app the moment it happens. Every onOffice trigger is instant.
Filter
A step that lets the Zap carry on only when what arrived meets your condition, and quietly stops it otherwise.
Search step
A step that looks up something already in an app, so the steps after it can reuse what it found.
Connection
Your onOffice account linked to Zapier once, then reused by every step of every Zap that talks to onOffice.
Cost

What it really costs in tasks

onOffice enterprise is not a premium app, so it works from the free plan. The trigger never costs a task: only an action that goes through is counted, and a failed one is not.

  • Premium appNo, available on the free plan
  • Free plan100 tasks a month, two-step Zaps
  • TriggerCosts no task
  • onOffice triggers4 of 4 instant

The catch sits elsewhere. The free plan gives you 100 tasks a month and Zaps of two steps only: one trigger, one action. Add a filter, a search or a second action and you have a multi-step Zap, which needs a paid plan. A three-action Zap uses three times the tasks of a one-action Zap. The interval grid below only concerns polling triggers, and onOffice has none, so every plan gets the same instant start.

Connect

Connect onOffice enterprise to Zapier in three steps

  1. 01

    Open your Apps page

    In your Zapier account, go to Apps and click + Add connection. You need an onOffice enterprise account first, with access to the contacts and properties you want the Zap to touch.

  2. 02

    Pick onOffice enterprise

    Type the app name in the search box of the dialog, select onOffice enterprise, then click Add connection. A new tab then opens on the onOffice sign-in page.

  3. 03

    Sign in and grant access

    Log in with your onOffice account in that tab and give Zapier access to it. The connection then shows up in your list and every future Zap can reuse it without asking again.

First Zap

Your first Zap: from contact to follow-up task

GoalWhen onOffice hands over a contact, check it is one you care about, then create a task for it.

  1. 01

    Choose the trigger

    Pick onOffice enterprise as the app that starts the Zap, then Fetch Contact as the event. Select the connection you set up earlier.

  2. 02

    Set the fields to retrieve

    Fill Add fields to retrieve: it is required, and it decides what the next steps can use. Then test. Zapier brings back the three most recent items so you map on a real contact.

  3. 03

    Add a filter

    From the plus icon, add Filter. Pick the field to look at, the rule and the value to compare with. A text rule works on text only, so pick the right type.

  4. 04

    Add the action

    Choose onOffice enterprise again and Create Task. Set the required Type, then map the contact data from the trigger into the task fields.

  5. 05

    Test, then publish

    Run each step once and read what came back. When the task appears in onOffice as expected, click Publish. Keep in mind the filter makes this a multi-step Zap, so a paid plan.

Triggers

onOffice enterprise triggers

4 events start a Zap when something happens in onOffice enterprise, and 4 of them are instant: the app calls Zapier straight away, whatever your plan.

1

Fetch Contact

Instant trigger

In Zapier“Triggers when addressed manually or automatically in onOffice in order to fetch contacts.”

Starts the Zap each time a contact is addressed to Zapier from onOffice, by hand or through an automatic step on the onOffice side. The contact then travels into whatever tool sits 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
a buyer lead qualified in onOffice should open a deal in your sales tool or land in a newsletter list without anyone copying it over.
Watch out
Add fields to retrieve is required, and a field you leave out simply never reaches the next steps.
2

Fetch Property

Instant trigger

In Zapier“Triggers when addressed manually or automatically in onOffice in order to fetch properties.”

Hands a property over to Zapier whenever onOffice addresses it, manually or automatically, so the listing can feed another app without a second round of typing.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
a new mandate should go straight to a shared spreadsheet the whole agency reads, or to a chat channel for the sales team.
Watch out
like Fetch Contact, it insists on Add fields to retrieve; pick those fields with the later steps in mind, not after.
3

Retrieve Property File

Instant trigger

In Zapier“Triggers when addressed manually or automatically in onOffice in order to retrieve data.”

Fires when onOffice addresses a property file to Zapier, which lets a document attached to a listing move on to storage, signature or sharing 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
floor plans or exposés stored on a listing need a copy in the shared drive your partners already use.
Watch out
File Attribute is required because it is what tells one file of the property from another; a wrong attribute brings back the wrong document.
4

New Property for Social Media Channel

Instant trigger

In Zapier“Triggers when addressed manually or automatically in onOffice in order to provide data for social media channels.”

Built for publishing: when onOffice addresses a property for social media, this trigger passes its data to Zapier so a posting tool can take over.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
every property you flag for promotion should become a draft post in your scheduling tool, ready for a last read.
Watch out
Content data is required; leave it thin and the post that comes out on the other side will be thin too.
Actions

onOffice enterprise actions

onOffice enterprise gives you 11 actions. For each one: what it does for you, when to reach for it, and what to watch out for.

1

Create Associations

Action

In Zapier“Creates associations.”

Links two onOffice records together, such as an appointment and the contact or property it concerns, so the CRM shows the relationship.

When to use it
right after a Zap creates an appointment, tie it to the person who booked it.
Watch out
both the type and the ID of the object being associated are required, so an earlier step has to supply that ID.
2

Create Activity / Agents Log Entry

Action

In Zapier“Creates a new activity / agents log entry.”

Writes a new line in the activity history, the agents log, so the team sees what happened without opening another tool.

When to use it
a call logged in your phone system or an email sent from a campaign tool should leave a trace on the matching onOffice record.
3

Create Contact

Action

In Zapier“Creates a new contact.”

Adds a new contact to onOffice from data collected anywhere else, a web form, an ad lead or a signup sheet.

When to use it
portal enquiries keep landing in a mailbox and you want them in the CRM instead.
Watch out
it creates every time; put Find Contact in front if duplicates worry you.
4

Create Appointment

Action

In Zapier“Creates a new appointment.”

Books a new appointment in the onOffice calendar, with its subject, start, end and status.

When to use it
a viewing slot picked on a scheduling page should appear in the agent's onOffice diary.
Watch out
start and end are required in the format YYYY-MM-DD hh:mm:ss; a date in another shape will not go through.
5

Create Property

Action

In Zapier“Creates a new property.”

Opens a fresh property record in onOffice, filled from whatever tool collected the details first, so nobody types the same listing twice.

When to use it
owners fill a valuation form on your site and each submission should become a property your team can work on.
6

Create Task

Action

In Zapier“Creates a new task.”

Puts a new task in onOffice so somebody on the team owns the next step instead of it sitting in an inbox.

When to use it
any incoming lead or document that needs a human reply.
Watch out
Type is required, so decide which task type each Zap uses before you build it.
7

Update Contact

Action

In Zapier“Updates a contact.”

Changes an existing contact rather than adding one, keeping a single record up to date when information arrives from elsewhere.

When to use it
a client corrects their details in a form and onOffice should follow.
Watch out
it needs to know which contact to change, which usually means a Find Contact step before it.
8

Update Appointment

Action

In Zapier“Updates an appointment.”

Moves or edits an appointment already in onOffice, its times or its status.

When to use it
a buyer reschedules from a booking tool and the diary has to match.
Watch out
Appointment ID, start, end and status are all required, so the Zap must carry the ID and full new times, not only what changed.
9

Update Property

Action

In Zapier“Update a property.”

Edits a property record that already exists, for instance after a price change or a status change decided in another tool.

When to use it
your listing spreadsheet is where the team makes changes and onOffice should reflect them.
Watch out
pair it with Find Property to get the right record first.
10

Update Task

Action

In Zapier“Updates a task.”

Changes a task that onOffice already holds, so a status moved elsewhere is not lost.

When to use it
a job ticked off in your project tool should close the matching onOffice task.
Watch out
Task ID and Type are both required, even if you only want to touch one detail.
11

Upload File

Action

In Zapier“Upload a file.”

Sends a file into onOffice and attaches it to the kind of record you choose.

When to use it
signed documents or photos arriving by email or cloud storage belong on the property or contact they relate to.
Watch out
Select object type is required; get it wrong and the file lands on the wrong kind of record.
Searches

onOffice enterprise searches

5 search steps look for data that already exists in onOffice enterprise, so a later step can use it.

A search step looks up a record that already exists so later steps can use it. In the editor, the searches sit at the bottom of the Action event list, under SEARCH. Three settings decide what happens next.

1

Find Contact

SearchFind or create

In Zapier“Finds a contact by searching.”

Looks up a contact from the fields you choose to search on, which is required. An option lets it check every email address of a contact, not only the main one.

When to use it
before any update, or to avoid creating the same person twice.
Watch out
Find or Create a Contact in the list is this same search with creation ticked, not a separate operation.
2

Find Appointment

SearchFind or create

In Zapier“Finds an appointment by searching.”

Finds an appointment by its subject, start, end and the participant's username, all four required.

When to use it
to get the ID that Update Appointment asks for.
Watch out
the editor also lists Find or Create an Appointment; it is this search with the creation box ticked.
3

Find Association

Search

In Zapier“Finds associations between objects in onOffice”

Retrieves the links between onOffice records, starting from the type and ID of one object, both required.

When to use it
from a property, reach the contacts tied to it before notifying them.
Watch out
it has no find-or-create version; to create a link, use Create Associations.
4

Find Property

SearchFind or create

In Zapier“Finds a property by searching.”

Fetches one property from its property ID, which the search requires.

When to use it
another tool carries the ID and you want the full record before updating it.
Watch out
Find or Create a Property is the same search with creation switched on, so it counts as nothing extra.
5

Find Task

SearchFind or create

In Zapier“Finds a task by searching.”

Searches tasks on the fields you pick, a required choice, and returns the match for the next steps.

When to use it
to close or change a task from an outside tool via Update Task.
Watch out
its find-or-create variant appears as Find or Create a Task With Subject; same search, creation ticked.

The three settings every search exposes

  1. Successful if no search results are found?
    Left on its default, an empty search stops the Zap and skips what depended on it. Switch it on and the Zap carries on empty-handed.
  2. Create X if it doesn't exist yet?
    Tick it and the search becomes a find-or-create: it asks for what it needs to create the missing record and drops the setting above.
  3. If multiple search results are found?
    Keep the first match (the default), stop the Zap, or pass every match along at once.
When it breaks

When an onOffice enterprise Zap breaks

Zapier links no help article to onOffice enterprise and documents no limit specific to it. The traps below are the ones every Zap shares.

Read them before publishing. Each one has cost someone tasks or missing records, and the Zapier troubleshooting page is there when a Zap is already misbehaving.

  • No catch-up on the past

    A Zap only reacts to what happens after you switch it on. Contacts and properties already in onOffice are not picked up; moving that backlog is a separate job.

  • The Zap that feeds itself

    If a Zap writes into the very place its trigger watches, it sets itself off again and again and eats through your task count quickly.

  • Bulk imports get held back

    When a trigger suddenly sends a huge batch, after an import or a migration, Zapier's flood protection can hold it back instead of running everything.

  • Free plan, two steps only

    On the free plan a Zap is one trigger and one action. The moment you add a filter, a search or a second action, it needs a paid plan to run.
Need help

Need help automating onOffice enterprise with Zapier?

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FAQ

onOffice enterprise and Zapier: common questions

01Is the onOffice enterprise Zapier integration free?
Yes, onOffice enterprise is not a premium app, so it runs on Zapier's free plan. That plan gives you 100 tasks a month and an unlimited number of Zaps, but each Zap is limited to two steps: one trigger and one action. Anything beyond that, such as a filter, a search step or a second action, turns it into a multi-step Zap that requires a paid plan. You also need your own onOffice enterprise account, since the connection signs in with it.
02How many tasks does an onOffice Zap use?
Only completed actions count. The trigger costs nothing, however many contacts or properties onOffice sends, and an action that fails is not billed either. A Zap with one action uses one task per run; a Zap with three actions uses three. So a Zap that receives a contact, creates a task and logs an activity takes two tasks each time it runs. A few apps and actions count more than one task when they complete.
03Are onOffice enterprise triggers real time?
Yes. All four triggers are instant: onOffice reports the event to Zapier itself, so the Zap starts right away whatever your plan. The polling interval of the plans, 15 minutes on Free, does not apply to them. In the editor such a Zap shows a lightning bolt. Keep in mind that the trigger only fires when a contact, property or file is addressed to Zapier from onOffice, manually or automatically; a record that is never addressed never reaches the Zap.
04What do you need to connect onOffice enterprise to Zapier?
An onOffice enterprise account, plus read or write access on any record you do not own and want the Zap to touch. On Zapier, open the Apps page, click + Add connection, search for onOffice enterprise and confirm with Add connection. A tab opens where you sign in to onOffice and grant Zapier access. The connection is then saved and reused by every Zap that uses onOffice, so you only do it once per account.
05Why does an onOffice appointment action fail?
Usually the dates. Create Appointment and Update Appointment both require a start and an end in the format YYYY-MM-DD hh:mm:ss, plus a subject on creation and a status on both. A date coming from a booking tool in another shape is refused. Update Appointment also needs the appointment ID, which a Find Appointment step can supply first. Since a failed action costs no task, testing until it passes costs you nothing on your plan.
06What if the onOffice action you need does not exist?
Check first whether two existing steps cover it. Most edits are a search followed by an update: Find Contact then Update Contact, Find Property then Update Property, Find Task then Update Task. Linking records goes through Create Associations. What the integration offers no way to do is delete a record or start a Zap from a new appointment or task; those gaps are not something a setting can fix on Zapier today.
07Zapier, Make or n8n for onOffice enterprise?
Judge by criteria rather than by brand. On Zapier, onOffice enterprise comes with 4 instant triggers, 11 actions and 5 searches, and it runs on the free plan for two-step Zaps. If your flows need filters or several actions, budget for a paid plan. Then check, operation by operation, whether the other platform offers the exact trigger or action you plan to rely on, and compare how each one counts what it bills before choosing.
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