Connect upcoach to Zapier

Connect upcoach to Zapier

The upcoach app for Zapier links your workspace to thousands of other apps without code. Invite a buyer to a program when they pay in your checkout tool, add a new participant to your CRM, or post in Slack when someone finishes an activity. Zapier is available on every plan.

Only an organization Owner, Admin or Implementation Admin can connect Zapier. Zapier acts as the person who connected it, only in the workspace they chose.

Connect your workspace

You connect the first time a Zap uses an upcoach step. Zapier opens an upcoach window:

  1. Under Choose your workspace, enter your workspace address, the part before .upcoach.com (or your workspace’s own domain), and click Continue
  2. Sign in to upcoach if you aren’t already
  3. Check the workspace and what Zapier will be able to do, then click Authorize

Choose your workspace, with brightpath typed in the Workspace address field

The upcoach page Zapier wants to access the Brightpath Coaching workspace as you, listing what it will be able to do, with Cancel and Authorize

Zapier names the connection after the workspace and your email, for example “Brightpath Coaching ([email protected])”. To connect another workspace, add a second connection and choose that workspace.

Zapier renews its access by itself while your Zaps run. If a connection goes unused for 90 days, reconnect it.

Triggers

A trigger starts a Zap. Every trigger except New Program and New Workspace Member can be limited to one program.

TriggerStarts whenOther filter
New Program MemberSomeone joins a program: invited, added by an admin, or through an offerRole
New Workspace MemberAn invited person accepts and joins your workspace
New Offer EnrollmentSomeone buys an offer or joins a free one. The program filter keeps offers that include that program
Activity CompletedA member completes an activity
New Event ResponseA member answers an event invitation or changes their answerResponse (yes or no)
Member Removed From ProgramSomeone is removed from a program
New ProgramA program is created. Zapier checks for new programs on its own schedule

All triggers except New Program arrive as they happen. Turning a Zap on adds a webhook to your workspace, and turning it off removes it. You see them in Admin Area > Integrations > Webhooks, marked “Made over the API”. See Send events to your tools with webhooks.

Actions and searches

StepWhat it does
Invite to ProgramInvites someone to a program by email, as a participant or a coach. Someone already in your workspace is added at once
Remove From ProgramRemoves a member from a program. They get a notice that they were removed
Find MemberFinds a person in your workspace by exact email, or only in one program
Find ProgramFinds a program by name, or part of it. Can be limited to published or draft programs

Invite to a program from another app

This Zap invites everyone who buys in your checkout tool to a program.

  1. In Zapier, create a Zap and set up its trigger, for example a new sale in your checkout tool
  2. Add an action step, search for upcoach and choose Invite to Program
  3. Choose your upcoach connection, or connect your workspace as described above
  4. Fill in the step:
    • Program: choose the program from the list, or map a program ID from an earlier step
    • Email: map the buyer’s email from the trigger. They set their own name when they join
    • Role: Participant (the default) or Coach. A coach becomes the program’s Program Facilitator
  5. Test the step. Zapier shows the result, with Status invited and Invite new
  6. Publish the Zap

What happens on each run:

  • A new person gets the upcoach invite email and joins the program when they accept
  • Someone already in your workspace is in the program at once (In Program Now is true)
  • Someone already in the program isn’t invited again. The step still succeeds, with Status not_invited and a Reason: already_member, or other_role (their role stays as it is). If they never joined and their invite for the same role is still pending, they get it again (Invite resent, or new if the old invite had expired)
  • An address that can’t be invited gives Status not_invited with Reason cannot_invite
  • Over your plan’s client limit or admin seats, the step stops with upcoach’s message, and the person isn’t invited
  • Over the invite email caps, Zapier tries the step again later

Disconnect Zapier

  1. In upcoach, click your avatar and select Your Profile
  2. Open the Account tab
  3. Under Connected apps, click Disconnect next to Zapier, then click Disconnect again to confirm

Zapier loses access at once, and the webhooks its Zaps made are turned off. If you lose your admin role, Zapier stops working too, and Zaps using that connection fail until someone with an admin role reconnects them.

What to do next