Zapier Setup for Triggers
Overview
Zapier Triggers are powerful tools for automating workflows in your Ultimate Member (UM) system. A Trigger is an event that starts a Zap, initiating a specific action based on conditions you define. Setting up Triggers allows you to automate tasks like sending notifications, updating profiles, or syncing data across platforms. This guide will walk you through the complete process of setting up Triggers for Ultimate Member using Zapier, enabling you to streamline your processes and save valuable time.
Accessing the Private Ultimate Member App( version 2.3.0+) on Zapier
Ultimate Member is currently utilizing the following invite link to provide access to our private member app. The app is in the final stages of ensuring full compliance with guidelines. Once reviewed and approved, it will be publicly available and searchable via the App Directory, eliminating the need for an invite link.
To request access to the private app, please use the following invite link: https://zapier.com/developer/public-invite/224544/b3a85fcde3585f4aabff1efd11f5bbfb/
Important Version Notice:
- If your Ultimate Member Zapier extension is version 1.0.3, you won’t be able to use the latest Zapier app version 2.3.0+ due to breaking changes introduced since Zapier app version 2.1.0.
- To use the latest Zapier app version 2.3.0+, you’ll need to update your Ultimate Member Zapier extension to at least version 1.1.0.
If you’d like to try the 2.3.0 Zapier app with the pre-release extension, download it here:Download UM Zapier extension pre-release1.4.20
What are Zapier Triggers?
Zapier Triggers are events that start a Zap workflow as soon as a condition is met in the source application (e.g., a new row is added in Google Sheets). Triggers are essential to automation, as they pinpoint the exact moment when a task should be carried out, allowing you to efficiently manage repetitive processes.
Setup
Step 1: Create an Application Password
An application password is a specific type used to authenticate applications or services with your website or system without requiring you to use your main account password. In the Ultimate Member and Zapier integration context, the application password is used to securely connect Zapier to your Ultimate Member account. Follow these steps to create an application password:
- Navigate to WP Admin > Users > Edit a user.
- Scroll to the Application Passwords section and enter a name for the new application password.
- Click the Add New Application Password button to generate the password.
- Copy and save the generated password, as you’ll need it later.
- Update the profile to save these changes.
Step 2: Create a Trigger in WordPress Ultimate Member Zapier
The instructions below explain how to configure the Trigger within Ultimate Member for Zapier. For more information about each setting, please refer to this documentation.
- Go to your WordPress Dashboard: wp-admin > Ultimate Member > Zapier > Add New Zap.
- Enter a title for your Zap — for example:
UM To Sheets - In the Setup section:
- Set Type to
Trigger. This will push data to the Zapier Webhook when the event occurs. - Set Status to
Running - In Trigger, select the event — in this example:
When a new user registeredis selected. - Choose the User Roles you want this to apply to. Choose specific roles to control which users’ data will be sent to Zapier. If you leave it blank, data for all users, regardless of role, will be sent.
Note: You can select specific roles to filter which users’ registration data is sent to Zapier. If you choose one or more roles, only the registration data of users with those selected roles will be pushed to Zapier. If no roles are selected, the registration data of all users will be sent, regardless of their roles.
- In Fields, select which user fields should be included in the webhook request. Example:
first_name,last_name,birth_date
- Set Type to
Click Save to create the Trigger Zap.
Click Save to create the Trigger Zap.Step 3: Set Up Triggers in Zapier
To set up Triggers for Ultimate Member using Zapier, ensure you have a Zapier account. If you don’t yet have an account, sign up on the Zapier website. Once you’re logged in, follow the steps below to configure triggers with Ultimate Member.
- Log in to Zapier
- Visit the Zapier login page and enter your credentials to log in.
- Create a New Zap
- Once logged in, click on the + Create button on the Zapier dashboard and select Zaps to create a new Zap. Alternatively, you can click Zap from the home tab.
- Once logged in, click on the + Create button on the Zapier dashboard and select Zaps to create a new Zap. Alternatively, you can click Zap from the home tab.
- Choose Ultimate Member as the Trigger App
- In the Zap Trigger Settings, name your Zap, then click on Trigger to select the event that will start your Zap.
Search for Ultimate Member in the app list and select Ultimate Member (2.3.0) as your trigger app.
- Connect Your Ultimate Member Account:
- In the Setup tab, located within the step details on the right-hand side, select New User Activity as the Trigger Event.
- In the Account option, click "Change" and choose an existing account, or click "Select", then click on the "+Connect a new account." This will open a new tab for the account connection or authentication prompt.
Enter your website URL, username or email address, and the Application Password you created.- Click the Yes, Continue to Ultimate Member (2.3.0) button to authenticate.
- In the Setup tab, located within the step details on the right-hand side, select New User Activity as the Trigger Event.
- After a successful connection, you’ll be redirected back to Zapier. Click the "Continue" button.
- In the Configure tab, you’ll see UM Triggers. This is where you can select the Zap Trigger you created in the Ultimate Member Zapier.
- After selecting a value for the UM Triggers, proceed to the Test tab by clicking on the "Continue" button.
- In the Test tab, it will show a notice:
We’re listening! To confirm your trigger is set up correctly, we'll find recent new user activities in your account: - Go back to your Zap in wp-admin> Ultimate Member> Zapier> Edit your Zap. When Zapier is listening, or after you click the Send Data to Zapier button, the webhook URL in your UM Zap will automatically populate once the data is sent successfully.
- After successfully sending data to Zapier, go back to Zapier, in the Test tab, click the "Test Trigger' button. This is to ensure that data is flowing correctly from Ultimate Member to Zapier. When a new user registers, the trigger should display the data from the selected fields.
- You should now see sample data from the fields you selected when setting up the UM trigger.
- Select the most recent record that appears. Then, click Continue with Selected Record to proceed to setting up the Action for this Zap.
Important Notes:
- If you send the same data again without any changes, Zapier won’t recognize it as a new activity.
- If you update any field data in WordPress and resend it using Send Data to Zapier, you’ll need to click Find New Records in Zapier to retrieve the updated data.
Search for Ultimate Member in the app list and select Ultimate Member (2.3.0) as your trigger app.
Enter your website URL, username or email address, and the Application Password you created.
Set Up the Action in Zapier
To set up an Action or event (the response to the Trigger), you’ll configure Google Sheets as the destination for the user registration data.
- Select Google Sheets as the Action App
- Search for Google Sheets in the application list and select it.
- Search for Google Sheets in the application list and select it.
- Choose an Event
- In the Setup tab, within the step details on the right-hand side, go to the Action Event and select an event (e.g., Create Spreadsheet Row) to define the action that will be executed when the Zap runs.
- In the Setup tab, within the step details on the right-hand side, go to the Action Event and select an event (e.g., Create Spreadsheet Row) to define the action that will be executed when the Zap runs.
- Connect Your Google Sheets Account
- In the Account option, choose the account you want to connect, or connect a new account.
- Then click the "Continue" button once connected to your account.
- In the Account option, choose the account you want to connect, or connect a new account.
- Configure Action Settings
- In the Configure tab:
- Select the Drive, Spreadsheet, and Worksheet you want to use.
- Select the data fields configured in the Ultimate Member Trigger. These fields determine where the registration data will be stored in Google Sheets. Once the fields are mapped.
- Click the Continue button to proceed with testing and confirm that the data will be transferred correctly.
- In the Data out, you'll see here the data that was sent to your Google sheet.
- Go to your Google sheet and check if the data was sent successfully. Click the Publish button on Zapier if successful.
Publish Your Zap
- Click Publish to save and activate your Zap. This step ensures synchronization between Ultimate Member and Google Sheets for every new registration on your site.
- Once your Zap is published, navigate to WP Admin > Users > Add New User. Create a new user; whenever a new user is created or registers on your Ultimate Member site, their data is automatically sent to Google Sheets.
By following these detailed steps, you’ll have a fully automated workflow set up in Zapier to handle new registrations on your Ultimate Member site, sending data directly to Google Sheets or another application of your choice.