Planado Zapier integrationAutomate Planado with Zapier.
Planado Zapier integration: 1 trigger and 1 action. Job Events reports what happens to your field jobs the moment it happens, even on the free plan, and Create Job opens new jobs from other apps. Here is what each does, what it costs and where it breaks.
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What the Planado Zapier integration actually does
The Planado Zapier integration links your field service management to the rest of your tools, without code. Planado is where a field service team plans its technicians' jobs and follows them through; Zapier carries job news out of Planado, and brings new jobs in from the apps where requests first appear.
Three outcomes cover most uses, built on the two operations on offer. First, an office that knows what happens in the field: Job Events starts the Zap when something happens to a job, and the update reaches the chat channel or the email inbox the office actually reads. Second, a job log outside Planado: the same trigger feeds a spreadsheet or a reporting tool, one line per event, without anyone copying data by hand. Third, jobs opened from requests: a booking form, a support ticket or a sale in your shop starts the Zap, and Create Job opens the matching job in Planado.
The trigger is instant, so the plan's checking interval does not slow it down. On the free plan, the Zap still starts right away.
What Zapier does not do here: there is no search step, so a Zap cannot find an existing job to work on it, and no action edits, assigns, closes or deletes a job. Planado reports events and accepts new jobs; everything else stays in Planado.
If you are still weighing Zapier itself, the Zapier review is there.
Zapier vocabulary in one minute
Six words carry the rest of the page. Here they are in plain English.
- Zap
- The automation you build in Zapier: one trigger, then one or more actions that run every time the trigger event happens.
- Trigger
- The event in an app that starts the Zap. Once the Zap is switched on, Zapier waits for it, here a job event in Planado.
- Action
- What the Zap does once it has started: the step that writes, sends or creates something for you, like a new job.
- Task
- The unit Zapier bills. One task is one action your Zap completed successfully; your plan counts nothing else.
- Polling vs instant
- A polling trigger is checked by Zapier at a fixed interval. An instant trigger is reported by the app itself the moment it happens.
- Filter
- A step that lets the Zap go on only when what arrived meets a condition you set, and stops it there otherwise.
What a Planado Zap really costs
Planado is not reserved for paid Zapier plans: it works on the free plan.
- Free plan100 tasks a month
- Steps on the free plan2 (one trigger, one action)
- Trigger0 task
- Planado trigger1 instant, 0 polling
The trigger never costs a task, and neither does Zapier waiting for Planado to report an event. Each action that goes through is one task; a failed action is not counted. A Zap that turns each booking into a Planado job costs one task per booking. The free plan gives 100 tasks a month and unlimited Zaps, each limited to two steps: one trigger, one action. A filter, for instance to keep only some job events, or a second action makes the Zap multi-step, which needs a paid plan. The interval grid on the right only applies to polling triggers, and the Planado trigger is instant.
Connect Planado to Zapier in three steps
- 01
Open the Apps page
In your Zapier account, open Apps and click + Add connection. A connection is your Planado account linked once to Zapier, then reused by every Planado step you build afterwards.
- 02
Pick Planado
Type Planado in the search box of the dialog, select it in the results, then click Add connection. A new tab opens on the Planado side so you can sign in there.
- 03
Sign in and grant access
Log in to Planado in that tab and allow Zapier to use the account. You need a Planado account, plus access to any jobs you do not own yourself and want the Zap to follow or create.
Your first Planado Zap, step by step
GoalEach time something happens to a job in Planado, log it in a sheet and tell the office in Slack.
- 01
Build: pick the trigger
Create a Zap, choose Planado as the app that starts it and Job Events as the event, then select your Planado connection.
- 02
Test the trigger
Run the test. Zapier brings back the three most recent job events of the account, so you map the next steps on a real one rather than a guess.
- 03
Log it in a sheet
Add Google Sheets as the first action and map what came from the job event into the columns of your log. Test the step and read what came back.
- 04
Tell the office
Add Slack as a second action and write the message for the office channel. Two actions make the Zap multi-step, so it needs a paid plan.
- 05
Publish
Click Publish to switch the Zap on. From then on, each job event fills a row and posts a message, for two tasks per event.
Planado trigger
1 event starts a Zap when something happens in Planado, and one of them is instant: the app calls Zapier straight away, whatever your plan.
Job Events
Instant triggerIn Zapier“Triggers when a job event happens.”
Starts the Zap when an event happens on a job in Planado. One trigger follows the life of your jobs, so the office, the customer or a reporting tool can hear about it without anyone checking the app.
Planado action
Planado gives you 1 action. For each one: what it does for you, when to reach for it, and what to watch out for.
Create Job
ActionIn Zapier“Creates a new job”
Opens a new job in Planado from data mapped in from an earlier step. The request no longer has to be typed in twice, once where it arrived and once in Planado.
When a Planado Zap breaks
Zapier links no help article to Planado, so the known failure points are the ones every Zap shares. Here are the four that matter most with this app.
Most breakdowns come from how the Zap is built, not from Planado going down. Go through these cases before publishing, and keep the Zapier troubleshooting page close by.
The job loop
A Zap that runs Create Job on the account its Job Events trigger watches can set itself off again and again, and burn through your tasks. Test it before you publish.No backfill
A Zap only reacts to what happens after it is switched on. Jobs and events already in Planado are never picked up; moving that history is a separate job.A bulk change gets held back
After an import or a mass update, the trigger can suddenly return a large batch of events. Zapier's flood protection may hold it back instead of running it all.Too many tasks per event
Each action is a task. A Zap that logs, notifies and emails on every job event costs three tasks per event, and the 100 free tasks go quickly.
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