With Zapier, you can link up with Mailchimp and Google Sheets, in addition to other tools. Easily generate detailed enrolment reports, keep track of your staff after hiring with in-depth reports and workflows, and ensure all your important biographic information from Campminder syncs up perfectly with other customer relationship management systems. It's all about making your life easier and your operations more seamless!
šRelated Help Materials:
The Campminder Zapier App
Learn how to use Campminder's Zapier app to create connections, known as Zaps, with other software.
Prior to setting up your Campminder Zapier account, you will need to sign our API contract and will need to have your API Keys and subscription key. Reach out to your CSM if you have any additional questions regarding API.
Sign up for a Zapier Account: https://zapier.com/sign-up
After signing up, please contact our support team so we can grant you access to our Zapier app.
Create "Zaps"
A "Zap" is an automated workflow that connects your Campminder and outside services together. Each Zap consists of a trigger and one or more actions. When you turn your Zap on, it will run the action steps every time the trigger event occurs.
A trigger is an event that starts a Zap. For example, if you want to automate and update an enrollment report, the trigger is āOn Session Assignment Updatedā.
Actions are what your automation does when it's triggered. If your trigger is a new enrollment, the action is updating your Google Enrollment Sheet. Add as many actions as you want.
Thatās it! Youāve created a Zap. Now, you can sit back and let Zapier do the heavy lifting. Your teammates will thank you and wonder if youāre secretly a wizard.
Log into your Zapier account. Search for Campminderās app (version 1.1.2) in the Zapier app directory.
Create a new Zap by opting for one of the available Trigger in Campminder. Presently, there are three events at your disposal: "On Person Updated", On Staff Updated", and "On Session Assignment"
The "Get Enrollment" event keeps tabs on alterations to enrollments in Campminder, whereas the "Get Updated Persons" event monitors changes to person records, like a revised email address on a parent's record, within Campminder.
Once the trigger conditions are met, you can specify the actions that your Zap should execute. The Campminder Zapier application offers three actions:
Get Session IDs: Retrieves session IDs for a specific season.
Get Enrolled Campers Search: Gathers information on all attendees for a particular season.
Get Parent Contact Info: Accepts camper ID as input and returns the ID, first name, last name, and email addresses for guardian 1 and guardian 2.
Next, establish a connection with another application you desire to integrate with Campminder. Example: if you're planning to link Campminder to Mailchimp, the Mailchimp Zapier app provides several action options. In this scenario, our focus lies on inserting or updating parent email addresses within an audience list previously created in Mailchimp.
Enrollment Report in Google Sheets with Zapier
Campminder's updated Zapier app now comes with additional fields, triggers, and actions to improve user experience. These enhancements are tailored to simplify the process for users looking to create enrollment reports in Google Sheets, making it more efficient and user-friendly.
Note: to use these actions, you'll need to have a Zapier account and access to version 1.1.2 of our Zapier app. Also, make sure you have a Google Sheets spreadsheet set up with headers that match the data you want to monitor.
Export Initial Enrollment Data
If you're dealing with a sizable dataset, say over 1000 campers, using Zapier might not be the most economical choice due to its task-based billing. For those larger datasets, we advise you first compile your report in Campminder. After that, you can employ Zapier strategically to pull any changes/additions and keep your report up to date.
Example: If you are going to run a Zap for Enrollment updates, but you are a large volume camp, consider first running the enrollment report and have Zapier update that report.
š Related Help Materials:
Create a New Zap for Enrollment Updates
Log in to your Zapier account. Search for Campminderās app (version 1.1.2) in the Zapier app directory.
Create a new Zap and select the Trigger Event: āOn Session Assignment Updatedā. This trigger checks for enrollment updates every 15 minutes.
Enter the season for which you are tracking your enrollment.
š”Tip: Fields labeled with "*" are mandatory. Additional fields are optional but can assist you in refining your zaps further.
Configure Actions for Data Retrieval
After setting up the trigger:
Add an Action to retrieve camper details. Choose the action āGet Camper Info by Person IDā to query camper details.
Add another Action for custom fields. Select āGet Custom Fields by Person IDā to pull custom data for each camper.
If you need additional information, like Parent data, you can use the Get Person Info by ID action to get family/parent details.
Utilize Google Sheets Actions for Data Management
Now that Zapier has gathered the data, go ahead and organize it within your Google Sheets.
Lookup and Add Rows: Use the āLookup Spreadsheet Rowā action in Google Sheets to search for a record using unique identifiers like PersonID and SessionID.
Note: If the record does not exist, the action adds a new row.
Update Existing Rows: Use the āUpdate Spreadsheet Rowā action for modifying existing records. Ensure to use an identifier for the update and select all fields you wish to update.
š” Zapier Tips:
Prepare Your Spreadsheet: Before connecting your Google Sheet with Zapier, make sure to establish headers. Doing this will enable precise alignment of data fields between Zapier actions and your spreadsheet's columns.
Managing Zapier Costs: Zapier charges based on the number of tasks. Using Zapier primarily for tracking changes rather than initial data import can help control expenses.
Automating Daily Updates: Set up your Zap to run at a frequency that matches your need for up-to-date information, balancing between real-time data and task usage.
Lookups using identifier columns: Imagine you have a camper enrolled in two different sessions, and changes occur in both. If you rely on the camper's name for record lookups, the first change might create a new row, with the following change only updating that new row. To avoid this confusion and keep records distinct and accurate, use a combination of PersonID and SessionID for your lookups. This method ensures that any changes to each session are correctly reflected as individual entries in your spreadsheet.