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PADMA Zapier integrationAutomate PADMA with Zapier.

The PADMA Zapier integration gives you 5 triggers, 2 actions and 0 searches to react to new contacts, enrollments, dropouts and communications in your school CRM, and to add contacts or tags from other tools. Every trigger is instant, which changes the cost math.

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Overview

What the PADMA Zapier integration does for your school

PADMA is the CRM that DeROSE Method schools use to run their administration. The PADMA Zapier integration connects it to your other apps. A Zap (the automation you build on Zapier: one starting event, then one or more steps after it) can react to what happens in PADMA, or write contacts and tags into it.

A follow-up that starts on its own. Contact Dropedout tells another tool the moment a student leaves, so the person in charge of retention can call the student back while there is still a chance to keep them.

Contacts that arrive already sorted. Contact Created followed by Tag Contact puts the right tags on each newcomer, and your segments stay clean without anyone sorting them by hand.

Leads that land in PADMA by themselves. Create Contact and Communication takes a form entry or a message from another app and turns it into a PADMA contact with its first communication logged.

What Zapier does not do for PADMA: there is no search step, so a Zap cannot look up an existing contact before acting. There is no action to update or remove a contact either, only to create one or tag one. And contacts that existed before the Zap was switched on are never picked up. Comparing platforms? See Make vs Zapier.

Vocabulary

The Zapier vocabulary, in plain words

Seven words come back all along this page. Here they are once.

Zap
The automation you build on Zapier: one starting event, then one or more steps that run every time that event happens.
Trigger
The event that starts a Zap. Here, all five come from PADMA: a contact is created, updated, enrolled, drops out, or gets a communication.
Action
What the Zap does once it has started: the step that writes, sends or moves something for you, like tagging a contact.
Task
The unit Zapier bills. One task is one action your Zap completed successfully, and your plan is a count of those.
Instant vs polling
An instant trigger is reported by the app the moment the event happens; a polling one is checked by Zapier on a timer. PADMA's are all instant.
Filter
A step that lets the Zap carry on only when what arrived meets the condition you set, and stops it right there otherwise.
Connection
Your PADMA account linked to Zapier once, then reused by every PADMA step in every Zap you build afterwards.
Cost

What a PADMA Zap really costs

The trigger never costs a task. Only an action that goes through is billed, and an action that fails is not counted at all.

  • Free plan100 tasks a month, unlimited Zaps, one trigger plus one action
  • PADMA on ZapierWorks on the free plan
  • PADMA triggersAll 5 instant, the interval grid does not apply
  • Filter or second actionTurns the Zap into a paid multi-step Zap

Each successful action counts on its own: a Zap that creates a contact and then tags it uses two tasks per run. The free plan gives 100 tasks a month and builds two-step Zaps only, one trigger and one action. Add a filter or a second action and the Zap becomes multi-step, which needs a paid plan. PADMA is not reserved for paid plans. And since its triggers are instant, the interval grid below does not slow them down on any plan.

Connect

Connect PADMA to Zapier in three steps

  1. 01

    Find PADMA from the Apps page

    In your Zapier account, open Apps and click + Add connection. Type PADMA in the dialog and pick it. You need a PADMA account first, with access to the contacts you want the Zap to read or tag.

  2. 02

    Sign in to PADMA

    Click Add connection. PADMA opens in a new tab: sign in with the account of the school whose contacts the Zap should handle. The Zap only reaches what that account can reach.

  3. 03

    Grant Zapier access

    Approve the access Zapier asks for on your PADMA account. That is all: every PADMA step of every Zap reuses this connection, so you sign in once and not once per Zap.

First Zap

Your first PADMA Zap: tag students who drop out

GoalEach student who drops out of a chosen class gets a follow-up tag in PADMA, so the retention list builds itself.

  1. 01

    Pick the trigger

    Start building: choose PADMA as the app that starts the Zap and Contact Dropedout as the event, then select your PADMA connection.

  2. 02

    Test it on real data

    Run the test. Zapier brings back the three most recent items of your account, so you map the next steps on a real dropout rather than on a blank sample.

  3. 03

    Add the filter

    Add a Filter step from the plus icon and fill its three boxes: the field to look at, the rule, the value. Pick a text rule for text and a number rule for numbers.

  4. 04

    Add Tag Contact

    Choose PADMA again with Tag Contact. Map the contact's email or PADMA ID from the trigger, then type your tags, separated by a comma or a semicolon.

  5. 05

    Test, then publish

    Test the action once and check the tag in PADMA, then click Publish to switch the Zap on. The filter makes it multi-step, so this Zap needs a paid plan.

Triggers

The 5 PADMA triggers

5 events start a Zap when something happens in PADMA, and 5 of them are instant: the app calls Zapier straight away, whatever your plan.

1

Communication Created on Contact

Instant trigger

In Zapier“Triggers when a communication is created on PADMA”

Starts the Zap whenever a communication is logged on a contact in PADMA, and passes that communication along. It turns every recorded exchange with a student or a lead into something another tool can 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
each communication logged by the front desk should also appear in the shared inbox or the team chat.
Watch out
if another Zap uses Create Contact and Communication, its output can start this one too, so check the two do not feed each other.
2

Contact Created

Instant trigger

In Zapier“Triggers when a contact is first created on PADMA on your account.”

Fires the first time a contact appears in your PADMA account. It is the natural starting point for anything you want to happen once per newcomer: a welcome, a tag, a row in a report.

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 prospect enters PADMA and the school director wants a line in a weekly tracking sheet.
Watch out
it only reacts to contacts created after the Zap is published; the existing base stays out.
3

Contact Dropedout

Instant trigger

In Zapier“Triggers when a contact drops out (evasion) on PADMA.”

Reacts when a contact drops out in PADMA, the event the CRM records as an evasion. For a school, it is the signal that matters most and the one most easily missed.

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 teacher should hear about a student leaving while there is still time to call them back.
Watch out
the event name in the editor is spelled Contact Dropedout, so search for it that way.
4

Contact Updated

Instant trigger

In Zapier“Triggers when a contact is updated on PADMA on your account.”

Whenever a contact already in PADMA is changed, this trigger runs the Zap, and hands over the contact as it now stands. Useful for keeping a copy of your base in step elsewhere.

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 contact's details change in PADMA and the mailing tool should carry the same version.
Watch out
it hands over the contact as it now stands, so a field left empty in PADMA arrives empty in the other tool too.
5

Contact Enrolled

Instant trigger

In Zapier“Triggers when a contact is enrolled on your account.”

Fires when a contact is enrolled on your account, that is, when a prospect becomes a registered student. It marks the moment a lead turns into a customer.

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 new enrollment should trigger the welcome pack, the invoice set-up or a message to the instructor.
Watch out
an enrollment is a different event from a contact creation, so a Zap on Contact Created will not see it.
Actions

The 2 PADMA actions

PADMA gives you 2 actions. For each one: what it does for you, when to reach for it, and what to watch out for.

1

Create Contact and Communication

Action

In Zapier“Creates a contact and a communication of this contact.”

Adds a contact to PADMA and logs a first communication on it in the same step, so the lead arrives with its history already started.

When to use it
a trial-class request filled on your website should reach PADMA as a contact with the request noted on it.
Watch out
no search step exists for PADMA, so the Zap cannot check first whether that contact is already there.
2

Tag Contact

Action

In Zapier“Adds Tags on a Contact”

Puts one or several tags on an existing contact, found by its primary email or its PADMA ID. Several tags go in one go, separated by a comma or a semicolon.

When to use it
mark each contact who came from a given event or campaign, so your segments sort themselves.
Watch out
both the contact identifier and the tag list are required, and an email that is not the primary one will not match.
When it breaks

When a PADMA Zap breaks

Zapier links no help article to PADMA, so the failures to plan for are the ones every Zap shares. Two of them bite harder here, because PADMA triggers and actions both deal with the same contacts.

Read these four cases before switching anything on. If a Zap already misbehaves, go to Zapier troubleshooting.

  • Existing contacts are never picked up

    A Zap only reacts to what happens after it is published. Students and leads already in PADMA stay out, and moving that backlog is a separate job.

  • A Zap that writes where it watches

    Create Contact and Communication adds a contact, the very event Contact Created watches. Chain both on one account and the Zap restarts itself, burning tasks fast.

  • A bulk import gets held back

    When a trigger suddenly sends a huge batch, after an import or a migration of contacts, Zapier's flood protection can hold those items back.

  • An instant trigger still has to be tested

    Instant does not mean checked: run the test, pick one of the three recent items Zapier brings back, and map from it before you publish.
Need help

Need help automating PADMA with Zapier?

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FAQ

PADMA Zapier integration: frequent questions

01Is the PADMA Zapier integration free?
Yes, it works on the free Zapier plan, because PADMA is not one of the apps Zapier reserves for paid plans. The free plan gives 100 tasks a month and an unlimited number of Zaps. The limit is their shape: each free Zap has one trigger and one action, nothing more. If you want a filter, for example to tag only some dropouts, or a second action after Create Contact and Communication, the Zap becomes multi-step and needs a paid plan.
02How many tasks does a PADMA Zap use?
One task per action that succeeds, and nothing else. The trigger is free: a new contact, an enrollment or a dropout starting the Zap costs nothing. A Zap with a single Tag Contact action uses one task per contact tagged. A Zap that creates a contact and then tags it uses two per run. An action that fails is not counted. Watch the loop case, where Create Contact and Communication feeds a Zap that starts on Contact Created: each round costs a task.
03Is PADMA on Zapier real time?
Yes. All five PADMA triggers are instant: PADMA tells Zapier the moment a contact is created, updated, enrolled, drops out or gets a communication, and the Zap starts right away. The interval grid of the plans (15 minutes on Free, 2 on Professional, 1 on Team and Enterprise) does not apply to them, so the free plan reacts as fast as the paid ones. The editor shows a lightning bolt on a Zap built on an instant trigger.
04What does it take to connect PADMA to Zapier?
A PADMA account, with access to the contacts the Zap should read or tag. In Zapier, open Apps, click + Add connection, search for PADMA, click Add connection, sign in to PADMA in the tab that opens and grant access. For Tag Contact, keep in mind that each contact is found by its primary email or its PADMA ID, so the Zap needs one of the two from an earlier step.
05Why does Tag Contact not find a contact?
Because the identifier it received does not point to one. Tag Contact accepts only the contact's primary email or its PADMA ID. A secondary email, a typo, or an empty value mapped from the trigger will leave it with nothing to tag. Since PADMA offers no search step on Zapier, the Zap cannot look the contact up first. The safest path is to map the PADMA ID straight from a PADMA trigger, like Contact Created or Contact Enrolled.
06What if the PADMA operation you need is missing?
Check the list first: the editor only shows the 5 triggers and 2 actions described here, and nothing else shows up there. If you need to update a contact's details, remove a contact or search for one, those operations do not exist for PADMA on Zapier today. From a Zap, the only way to touch an existing contact is Tag Contact. The workaround is usually to start from a PADMA trigger, which hands over the contact's details, and do the rest in the other app you connect.
07Zapier, Make or n8n for PADMA?
Decide on criteria, not on a ranking. On Zapier, PADMA offers 5 instant triggers and 2 actions, works on the free plan, and reacts right away whatever the plan. Ask three questions: do these seven operations cover your scenario, how many tasks a month does your volume of contacts imply, and will you need filters or several actions, which require a paid plan. Then check whether PADMA is offered on the other platform and compare its operations against those same three points.
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