User Guide for Connecting an Email System via Zapier

Yoplanning's ability to connect to an email system via Zapier allows you to automate email communications. Zapier is an integration platform that facilitates the connection between different applications to automate workflows. By using Zapier with Yoplanning, you can create automations, called "Zaps," that respond to various triggers in Yoplanning (such as adding a new customer or creating a new order) to send emails or perform other actions in your communication systems.

Steps to use the feature

• Request an access token:

  • Before you begin, you'll need to obtain an access token. To do so, email [e-mail] requesting a token for the Zapier integration.

• Access Zapier:

  • Log in to your Zapier account at zapier.com.

• Create a new Zap:

  • Click the "Make a Zap" button to create a new Zap.

• Select Yoplanning as trigger:

  • Search for “Yoplanning” in the list of applications and select it.

  • Choose the appropriate trigger, such as "New Customer", "New Order", or "Customer Record Edit".

  • Connect your Yoplanning account using the access token you received.

• Configure the action in the emailing system:

  • Choose your email system app (like Mailchimp, SendGrid, or any other service supported by Zapier).

  • Select the action to perform, for example, "Send an email" or "Add to a list."

  • Connect your email account to Zapier by following the instructions to authorize access.

• Map Data:

  • Map Yoplanning data (such as customer name, email address, etc.) to the fields in your email action.

• Test and activate the Zap:

  • Test the Zap to ensure it is working properly.

  • Enable Zap to start running automatically in the background.

Tips for use and best practices

• Email Segmentation: Use Yoplanning trigger information to segment your email lists and send targeted messages to your customers.

• Automate Confirmations: Set up Zaps to automatically send order confirmations or session reminders.

• Analysis and Improvement: Monitor your email performance and adjust your strategies based on open and click rates.

Common Problems and Solutions

• Issue: Data is not syncing properly. Solution: Check that all required fields are mapped correctly and that connections between Yoplanning and your email system are active and authorized.

• Problem: Emails aren't being sent. Solution: Make sure Zap is enabled and that your email account has enough credits or capacity to send emails. Also, check your email service's spam settings and filters.

• Issue: Trigger not working. Solution: Verify that Yoplanning's integration with Zapier is configured correctly and that the necessary permissions are granted. You can also check the event logs in Zapier to diagnose the issue.