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Planyo Online Booking Zapier integrationAutomate Planyo Online Booking with Zapier.

The Planyo Online Booking Zapier integration gives you 17 triggers and 3 actions, no search. Every trigger is instant, so a booking, a payment or a check-in reaches your other tools without waiting, even on the free plan.

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Overview

What the Planyo Online Booking Zapier integration actually does

It links your Planyo booking system to the rest of your tools without code. Planyo reports what happens to a reservation (created, confirmed, paid, changed, cancelled, checked in or out) and Zapier carries it elsewhere. In the other direction, Zapier can add a customer, block a period or enter a reservation in Planyo for you.

Three results you can build on day one. A live booking log: New Reservation starts a Zap (an automation on Zapier) that writes each booking into a sheet or a CRM, so the front desk stops copying by hand. A payment alert: New Payment pings accounting the moment a guest pays. A closed calendar: Create Vacation blocks a resource in Planyo when another tool says it is out of service, so nobody books a boat that is in the yard.

Now the limits, because they matter. This integration has no search step: a Zap cannot look up an existing reservation or customer in Planyo. It also has no action to cancel, edit or check in a booking; those changes happen in Planyo and come out as triggers. And the six reminder triggers only fire on rules you define in Planyo itself, not in Zapier.

If you are weighing other platforms, the Make vs Zapier comparison is there, and the Zapier review covers the tool as a whole.

Vocabulary

Zapier vocabulary in one minute

Seven words you will meet in the editor. Each one is explained once here, then used as is.

Zap
The automation you build: one trigger, then one or more actions that run each time that trigger event happens.
Trigger
The event in an app that starts the Zap. Once the Zap is switched on, Zapier sits and waits for it.
Action
What the Zap does after it starts: the step that writes, sends or moves something on your behalf.
Task
The unit Zapier bills. One task is one action your Zap completes successfully; your plan counts those.
Instant trigger
The app itself reports the event to Zapier when it happens, so nothing waits for a scheduled check. All Planyo triggers work this way.
Polling trigger
A trigger Zapier checks on a timer, asking the app for new items and keeping only the ones it has not seen yet.
Filter
A step that lets the Zap go on only when what arrived matches your condition, and stops it there otherwise.
Cost

What a Planyo Zap really costs

Planyo is not a premium app (Zapier's label for apps reserved to paid plans), so it works on the free plan.

  • Trigger0 tasks
  • Each successful action1 task
  • Free plan100 tasks a month, 2-step Zaps
  • Premium appNo

The trigger never costs a task. Each action that succeeds counts as one task, and a failed action is not billed. The free plan gives you 100 tasks a month and Zaps of two steps only: one trigger, one action. Add a second action or a filter and it becomes a multi-step Zap, which needs a paid plan. The polling grid below does not touch you here: every Planyo trigger is instant. A search step would do the same, but Planyo has none.

Connect

Connect your Planyo account in three steps

  1. 01

    Open your connections

    In Zapier, go to the Apps page of your account and click + Add connection. A connection is your Planyo account linked once, then reused by every Zap that touches Planyo.

  2. 02

    Pick Planyo Online Booking

    Type the app name in the dialog, select Planyo Online Booking, then click Add connection. You need an existing Planyo account; Zapier does not create one for you.

  3. 03

    Sign in and grant access

    Log in to Planyo in the tab that opens and let Zapier access the account. If you manage a site you do not own, check first that your login can read and write the resources the Zap will use.

First Zap

Your first Planyo Zap

GoalLog every new booking in a sheet and email the team about it.

  1. 01

    Choose the trigger

    Start a new Zap, pick Planyo Online Booking as the app and New Reservation as the event. Select the connection you just created.

  2. 02

    Test it on a real booking

    Run the trigger test. Zapier brings back the three most recent items of your account, so you map the next steps on an actual reservation instead of a blank one.

  3. 03

    Add the sheet action

    Add the sheet step, choose the target file and map the booking values into its columns. Test the step and read what came back before going further.

  4. 04

    Add the email

    Add the email step and map the reservation details into the message. Two actions make this a multi-step Zap: it needs a paid plan and uses two tasks per booking.

  5. 05

    Publish

    Click Publish to switch the Zap on. From then on, each new booking runs it; reservations made before that moment stay where they are.

Triggers

Planyo Online Booking triggers

17 events start a Zap when something happens in Planyo Online Booking, and 17 of them are instant: the app calls Zapier straight away, whatever your plan.

1

Before or After Event #1

Instant trigger

In Zapier“Triggers a given number of hours/days before or after the rental begins or ends.”

This is the first of six timed reminders: it starts a Zap a set number of hours or days before or after a rental begins or ends. You decide the offset and the reference point in Planyo, not in Zapier.

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 arrival instructions by text the day before a guest checks in.
Watch out
if the timing rule is wrong in Planyo, Zapier will faithfully run at the wrong time.
2

Before or After Event #2

Instant trigger

In Zapier“Triggers a given number of hours/days before or after the rental begins or ends (#2 event defined in Notifications in the Planyo backend).”

A second, independent timer. It follows event #2 as you define it under Notifications in the Planyo backend, so you can run a different message from the one tied to #1 on the same bookings.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
ask for a review a few days after a car rental ends.
Watch out
nothing fires until event #2 is actually set in Notifications.
3

Before or After Event #3

Instant trigger

In Zapier“Triggers a given number of hours/days before or after the rental begins or ends (#3 event defined in Notifications in the Planyo backend).”

Slot number three, again configured under Notifications in the Planyo backend. Keeping one purpose per slot makes your Zaps easier to read months later.

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 a cleaning task for housekeeping a few hours after a vacation rental ends.
Watch out
renaming the purpose of slot #3 in Planyo silently changes what every Zap built on it does; write the purpose in the Zap name.
4

Before or After Event #4

Instant trigger

In Zapier“Triggers a given number of hours/days before or after the rental begins or ends (#4 event defined in Notifications in the Planyo backend).”

Use slot four for anything tied to the start of a booking that the first three slots do not already cover. It reads the event #4 rule from the Notifications section of your Planyo backend.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
remind a driving school instructor of tomorrow's lesson so the car is ready.
Watch out
a lesson that starts early in the morning may need an offset in days rather than hours.
5

Before or After Event #5

Instant trigger

In Zapier“Triggers a given number of hours/days before or after the rental begins or ends (#5 event defined in Notifications in the Planyo backend).”

The fifth timer is handy for internal follow-ups that customers never see. As with the other numbered slots, its timing lives under Notifications in the Planyo backend.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
tell maintenance to inspect a yacht right after each charter ends.
Watch out
one Zap per slot; two Zaps on the same slot both run and both use tasks.
6

Before or After Event #6

Instant trigger

In Zapier“Triggers a given number of hours/days before or after the rental begins or ends (#6 event defined in Notifications in the Planyo backend).”

The last numbered slot, defined in Planyo Notifications like the previous ones. Teams often keep it for a long-range nudge, well before or well after the stay.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
invite last season's tennis court members to rebook ahead of the next season.
Watch out
once all six slots are used, Zapier has no seventh timer to offer for Planyo.
7

Update of Reservation Status to Checked-In

Instant trigger

In Zapier“Triggers when the customer checks in.”

Fires when a customer checks in, meaning the status of the booking moves to Checked-In in Planyo. It reacts to the status change, not to the scheduled start of the rental.

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 Wi-Fi code and house rules once the guest is actually on site.
Watch out
if staff never mark the check-in in Planyo, this Zap never runs.
8

Update of Reservation Status to Checked-Out

Instant trigger

In Zapier“Triggers when the customer checks out.”

The mirror of the previous trigger: it starts when the customer checks out and the reservation status moves to Checked-Out. It is the cleanest signal that a unit is free again.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
open a cleaning ticket when a hotel room is handed back.
Watch out
an early departure fires it early too; your cleaning plan follows reality, not the calendar.
9

New Reservation

Instant trigger

In Zapier“Triggers when a new reservation is made.”

The workhorse of this integration. Each new booking made in Planyo starts the Zap, whether a customer booked online or staff entered 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
push every booking into your CRM or a shared sheet that the whole team reads.
Watch out
a Zap that answers this trigger with Create Reservation in the same Planyo site creates a booking that fires the trigger again, endlessly.
10

Update of Reservation Status to Cancelled by Admin

Instant trigger

In Zapier“Triggers when a reservation is cancelled by an admin.”

Starts when someone on your side cancels a reservation in Planyo. Customer cancellations and automatic ones have their own triggers, so this one tells you the decision came from staff.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
notify the customer personally and flag the refund for accounting.
Watch out
to catch every cancellation, you need three Zaps, one per cancel trigger.
11

Update of Reservation by Admin

Instant trigger

In Zapier“Triggers when a reservation is modified by an admin.”

Runs each time an admin edits an existing booking in Planyo, whatever the change. It covers changes, not new bookings and not cancellations.

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 a linked calendar or a sheet in step when the office moves a booking.
Watch out
a busy office edits a lot, and each edit is one run, so watch the task count if the Zap has several actions.
12

Automatic Update of Reservation Status to Cancelled

Instant trigger

In Zapier“Triggers when a reservation is automatically cancelled according to the cancellation rules set for the resource.”

Here nobody clicked anything: Planyo cancelled the booking itself, following the cancellation rules set for that resource. That makes it the trigger to watch for lost revenue.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
email the customer a link to rebook when Planyo drops their reservation.
Watch out
the behaviour depends entirely on the rules of each resource in Planyo; change them there, not in Zapier.
13

New Reservation Is Confirmed

Instant trigger

In Zapier“Triggers when a reservation gets confirmed.”

Waits for the confirmation step rather than the booking itself. If your workflow reviews requests before accepting them, this is the moment the booking becomes real.

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 welcome pack only to confirmed conference room bookings.
Watch out
do not pair it with New Reservation for the same follow-up, or the customer gets the message twice.
14

New Payment

Instant trigger

In Zapier“Triggers when a new payment is made.”

Starts on each payment recorded in Planyo. It is the trigger for anything money-related: invoicing, bookkeeping or a thank-you note.

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 the invoice in your accounting tool when a deposit comes in.
Watch out
a deposit and a balance are two payments, so the Zap runs twice for one booking.
15

Update of Reservation Status to Cancelled by Customer

Instant trigger

In Zapier“Triggers when a reservation is cancelled by the customer.”

Fires only when the customer cancels their own booking. Separating it from admin and automatic cancellations lets you treat each case with a different tone.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
offer the freed slot to people on a waiting list for that resource.
Watch out
it says nothing about refunds; the payment side stays in Planyo.
16

Update of Reservation by Customer

Instant trigger

In Zapier“Triggers when a reservation is modified by the customer.”

Runs when the customer changes their own reservation from the booking side. Paired with the admin version, it gives you a full picture of who changes what.

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 the therapist when a patient moves an appointment.
Watch out
a customer fiddling with dates can fire it several times in a row.
17

New or Updated Customer

Instant trigger

In Zapier“Triggers when a new customer has been added or when customer data has been updated.”

The only trigger about people rather than bookings. It starts when a customer is added to Planyo, and again whenever their data is updated.

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 your newsletter list in sync with your customer base.
Watch out
new and updated look the same to the Zap, so the next step should update rather than blindly create.
Actions

Planyo Online Booking actions

Planyo Online Booking gives you 3 actions. For each one: what it does for you, when to reach for it, and what to watch out for.

1

New Customer

Action

In Zapier“Adds a new user (customer) to your planyo site.”

Adds a customer to your Planyo site with first name, last name and email address, the three required fields.

When to use it
register leads from your CRM so they can book without retyping their details.
Watch out
wiring it to New or Updated Customer on the same site feeds the Zap back into itself.
2

Create Vacation

Action

In Zapier“Adds a new vacation (period of unavailability) for given resource or entire planyo site.”

Blocks a period in Planyo, either on one resource or on the whole site, between a start and an end date and time. In Planyo, a vacation means unavailable.

When to use it
close a car on the booking page while it is in for repair.
Watch out
both dates are required, so an open-ended closure has to be given an end.
3

Create Reservation

Action

In Zapier“Enters a new reservation into the system.”

Enters a booking in Planyo from another tool. It asks for the resource ID, start and end, quantity, and the customer's name and email, all required.

When to use it
turn a request taken by a partner or a form into a real reservation.
Watch out
the Resource ID must match a resource that already exists in your Planyo site.
When it breaks

When a Planyo Zap breaks

Zapier lists no help article or rate limit specific to Planyo. What breaks is the general stuff, and it bites booking systems hard.

Four cases to check before you publish. If one of them already hit you, the Zapier troubleshooting page is the next stop.

  • Past bookings are never picked up

    A Zap only reacts to what happens after it is switched on. Reservations made before that stay out; moving them is a separate job.

  • A Zap that books itself in a loop

    New Reservation followed by Create Reservation on the same site fires again on its own booking, over and over, and burns your tasks.

  • Bulk imports get held back

    After a migration or a mass import, a sudden pile of events can be held back by Zapier's flood protection instead of running at once.

  • The second action is refused

    On the free plan, a Zap stops at one trigger and one action. A second action or a filter needs a paid plan.
Need help

Need help automating Planyo Online Booking with Zapier?

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FAQ

Planyo Online Booking Zapier integration: FAQ

01Is the Planyo Online Booking Zapier integration free?
Yes, on the free plan. Planyo is not a premium app, so you can connect it without paying. The free plan gives you 100 tasks a month and unlimited Zaps, but each Zap is limited to two steps: one trigger and one action. Logging every booking into a sheet fits. Logging it and also emailing the team takes a paid plan, because a second action makes the Zap multi-step. Start there, then upgrade only if a flow truly needs it.
02How many tasks does a Planyo Zap use?
One per successful action, nothing for the trigger. A Zap with a Planyo trigger and one action uses one task each time it runs. Add a second action and each run uses two. A failed action is not billed. So the volume of bookings, payments and edits in Planyo is what drives your bill: a site with many admin changes will run Update of Reservation by Admin far more often than New Reservation.
03Do Planyo triggers work in real time?
Yes, all 17 of them are instant. Planyo tells Zapier the moment an event happens, so the Zap starts right away whatever your plan. The interval of 15 minutes on the free plan only applies to polling triggers, and Planyo has none. The six timed triggers are a special case: they fire at the moment Planyo computes from your reminder rules, then reach Zapier straight away. No polling, no wait.
04What does it take to connect Planyo to Zapier?
A Planyo account and the right to access the resources the Zap will touch. In Zapier you open Apps, click + Add connection, pick Planyo Online Booking, sign in and grant access. If you work on a site owned by someone else, make sure your login can read and write what the Zap needs. For Create Reservation, the resource has to exist in Planyo already, because its ID is required. Set it up there first.
05Why does a Before or After Event trigger never fire?
Because the timing rule is not set in Planyo. Events #2 to #6 are defined under Notifications in the Planyo backend, and the trigger has nothing to send until that rule exists. Check which slot holds which rule, then pick the matching trigger in Zapier. Also check that the bookings concerned are made after the Zap is published, since a Zap never catches up on the past. Event #1 works the same way.
06What if the Planyo operation you need is missing?
Then the integration cannot do it directly. Zapier offers 3 Planyo actions (Create Reservation, New Customer, Create Vacation) and no search, so there is no way to find, edit, cancel or check in an existing booking from a Zap. Those changes have to happen in Planyo, where the matching triggers will pick them up. If a missing step blocks the whole process, a specialist can look at another route. The rest stays manual for now.
07Zapier, Make or n8n for Planyo?
It depends on how far the flow goes. Zapier gives you 17 instant Planyo triggers and works on the free plan for a two-step Zap, which covers logging and simple alerts. Once the scenario needs several actions or a filter, it means a paid Zapier plan, and the task count grows with each action. Compare that cost and the lack of a Planyo search against what the other platforms offer for your own volume.
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