OnceHub fields and triggers available in Zapier

Booking data

This section includes the data directly related to the booked appointment.

* Composite fields: These fields are considered Summary fields and contain a list of values from other fields separated by commas. These are best used for Description fields in 3rd party apps. Learn more about composite fields

Cancel/reschedule data

This section includes the data related to cancellation and rescheduling activities.

* Composite fields: These fields are considered Summary fields and contain a list of values from other fields separated by commas. These are best used for Description fields in 3rd party apps. Learn more about composite fields

Booking page data

This section includes the data related to properties of the booking page used to make the booking.

Event type data

This section includes the data related to properties of the Event types selected during the booking process.

Custom fields

OnceHub provides support for custom fields in Zapier. When you add new custom fields, they will appear alongside your system fields when you map trigger fields to action fields.

Below is a description of how each OnceHub custom field is passed through Zapier.

Booking - Summary (long and short) composite field

Long

This composite field includes the following OnceHub fields:

• Customer Name
• Customer Company  
• Subject/service   
• Starting time (in Owner's time zone)  
• Duration  
• Virtual location or Physical location
• Customer e-mail  
• Customer Phone  
• Customer Mobile Phone   
• Customer Note

Example:
Meeting with: Lisa Brown, Company: Lisa Brown Consulting, Subject: Zapier Integration, Start time: Wednesday, Jul 4, 2015 1:00 PM, Duration: 30 min, Location: … , Customer email: lisa.brown@lbconsulting.com, Customer phone: 524-698-1288, Customer mobile phone: 524-668-8921, Note from customer: Hi, I want to discuss your Zapier integration.

Short

This composite field includes the following OnceHub fields:

• Customer name
• Customer company 
• Virtual location or Physical location
• Customer note

Example:
Meeting with: Lisa Brown, Company: Lisa Brown Consulting, Location: … , Note from customer: Hi, I want to discuss your Zapier integration.

Cancel/Reschedule - Summary (long and short) composite field

Long

This composite field includes the following OnceHub fields:

• Rescheduling indication
• Rescheduling reason
• Description (Long) composite field or Short Description composite field information, as described above.

Example: 
This meeting has been rescheduled. Rescheduling reason: I have another urgent meeting, Meeting with: Lisa Brown, Company: Lisa Brown Consulting, Subject: Zapier Integration, Start time: Wednesday, Jul 4, 2015 1:00 PM, Duration: 30 min, Location: … , Customer email: lisa.brown@lbconsulting.com, Customer phone: 524-698-1288, Customer mobile phone: 524-668-8921, Note from customer: Hi, I want to discuss your Zapier integration.

Short

This composite field includes the following OnceHub fields:

• Rescheduling indication
• Rescheduling reason
• Description (Short) composite field or Short Description composite field information, as described above.

Example:
This meeting has been rescheduled. Rescheduling reason: I have another urgent meeting, Meeting with: Lisa Brown, Company: Lisa Brown Consulting, Location: … , Note from customer: Hi, I want to discuss your Zapier integration.

Booking data and Invoice line item composite field

This composite field includes the following OnceHub fields:

• Booking subject or service name
• Meeting time in Customer's time zone
• Meeting duration
• Booking page owner  

Example:
Tax preparation, Wed, Jul 4, 2020 1:00 PM, 30 min, with Sarah Bloch

This article lists all fields that OnceHub makes available via Zapier. Any of these fields can be used to integrate with a third-party app.

Booking data

This section includes the data directly related to the booked appointment.

* Composite fields: These fields are considered Summary fields and contain a list of values from other fields separated by commas. These are best used for Description fields in 3rd party apps. Learn more about composite fields

Mapping of OnceHub fields to Zapier triggers

The following table outlines what OnceHub attributes are available for each Zapier trigger:

OnceHub triggers on Zapier

Triggers are the means through which you tell Zapier what OnceHub data to send to your third-party app. This article describes the OnceHub Zapier triggers you can use when integrating OnceHub with your application of choice.

OnceHub provide two types of triggers, specific and composite. Specific triggers are based on an individual booking event, e.g. Scheduled Booking. Using these triggers, you can control granular interactions between OnceHub and other apps, e.g. create a new Contact in the target app when a new booking is made. Each specific trigger also has a unique set of attributes that is passed through Zapier. Composite triggers are considered 'dynamic' triggers. These triggers are fired each time a booking changes its status. Each type of trigger is used for different purposes as described below. Please read the Mapping of OnceHub fields to Zapier triggers article above for more information.

The following is a complete list of OnceHub Zapier triggers that are available to you, grouped by the two types:

Specific triggers

• Booking Scheduled
• Booking Canceled
• Booking Completed
• Booking No-Show 
• Booking Rescheduled
• Booking Canceled and Rescheduled
• Conversation Reached Out
• Conversation Started
• Conversation Closed
• Conversation Abandoned
• Contact Captured
• Contact Updated

Composite triggers

• Contact Lifecycle Event
• Booking Lifecycle Event
• Conversation Lifecycle Event

When to use specific and composite triggers?

When including OnceHub in email marketing and marketing automation campaigns, you should use specific triggers. This gives you the power to target specific users based on their level of engagement and interaction with your campaign. For example, you can provide additional resources to users who have made a booking. You can invite users to book a new meeting in case they have canceled the original one. You can also send out a feedback form as soon as the booking had ended, i.e. the booking status changed to "Completed".

When you wish to continuously track your booking activity, you can use the Booking Lifecycle Event composite trigger with productivity apps such as Google Sheet, Evernote, or Slack. Using this trigger allows you to define only one Zap which records all of your booking activity.

Below is a detailed explanation of each OnceHub trigger. 

Booking Scheduled 

This trigger is fired each time a booking is made on your booking page.

The complete list of fields sent with this trigger can be found in the Mapping of OnceHub Fields to Zapier Triggers section above.

Booking Canceled 

This trigger is fired when a booking is canceled. A booking can be canceled using one of the following methods:

• Canceled by User without event types
• Canceled by User with event types
• Canceled by User in the connected Google Calendar
• Canceled by User in the connected Outlook Calendar
• Canceled by the Customer

The complete list of fields sent with this trigger can be found in the Mapping of OnceHub Fields to Zapier Triggers article.

Completed Booking 

This trigger is fired as soon as the meeting time has passed. For example, if a one hour booking was scheduled for Monday at 10:00 AM, the Completed trigger will fire at 11:00 AM.

One way to effectively use this trigger is to set up an email marketing campaign that will be triggered as soon as a booking is completed. The campaign could send out a survey, a questionnaire or even an invitation to book another meeting. Meeting follow-up functionality is also provided in OnceHub.

No-show Booking 

This trigger is fired when the user changes the bookings status from Completed to No-show. This can be done only once the booking is in the Completed status.

One way to effectively use this trigger is to set up an email marketing campaign that will be triggered as soon as a booking is set to No-show. The campaign could send out an email asking the customer, who did not show up to the meeting, to schedule another meeting.

The complete list of fields sent with this trigger can be found in the Mapping of OnceHub Fields to Zapier Triggers section above.

Booking Canceled and Rescheduled

These two triggers work in tandem and provide the necessary information for each rescheduling scenario. When a booking is rescheduled in OnceHub, the original booking is either updated, or canceled and replaced by a new booking. It's important to distinguish between the different types of reschedule scenarios that fire the Rescheduled Booking and Canceled Booking (Rescheduled) triggers. Each scenario includes a different trigger combination and slightly varying attributes.

The following scenarios are supported:

1. Customer reschedules with the same Booking page. When the Customer reschedules a booking with the same Booking page, a single Rescheduled Booking trigger is fired containing the same Booking ID as the original booking. This is based on the assumption that if the event was created under the same Booking page, then we only need to update the event and not create a new booking. Below is a table outlining the triggers and attributes used in this scenario.

   Zapier trigger	Attribute	Notes
   Canceled Booking (Rescheduled)	N/A	This trigger is not fired.
   Rescheduled Booking	Booking – Booking ID	The existing booking ID
   	Booking page – Owner	The existing User name

2. Customer reschedules with a different Booking page. When the Customer reschedules the booking with a Booking page that is different from the one they originally made the booking with, two triggers are fired, one to cancel the original booking and another to create a new booking instead. Below is a table outlining the triggers and attributes used in this scenario.

   Zapier trigger	Attribute	Notes
   Canceled Booking (Rescheduled)	Booking – Booking ID	The existing booking ID
   	Booking page – Owner	The original User name
   Rescheduled Booking	Booking – Booking ID	The new booking ID
   	Cancel/reschedule - Booking ID (canceled booking)	The original booking ID
   	Booking page – Owner	The new User name

3. User requests the Customer to reschedule. When the User requests the Customer to reschedule the booking, the Canceled Booking (Rescheduled) trigger is fired instantly as the original booking is no longer valid. The Reschedule Booking trigger is fired only after the Customer had rescheduled the booking. Below is a table outlining the triggers and attributes used in this scenario.

   Zapier trigger	Attribute	Notes
   Canceled Booking (Rescheduled)	Booking – Booking ID	The existing booking ID
   	Booking page – Owner	The original User name
   Rescheduled Booking	Booking – Booking ID	The new booking ID
   	Cancel/reschedule - Booking ID (canceled booking)	The original booking ID
   	Booking page – Owner	The new User name

4. User reschedules from a connected Google Calendar or Outlook Calendar. 
   When the setting to Changing the time in Google updates the booking in OnceHub is enabled, moving events in your calendar also updates the event in OnceHub. The Rescheduled Booking trigger is fired, when the User changes the calendar event details or moves the calendar event to another slot. This is a common use case whereby the Customer calls the User and asks them to reschedule the booking on their behalf. This event behaves the same as if a Customer initiated reschedule with the same User. 

   Zapier trigger	Attribute	Notes
   Canceled Booking (Rescheduled)	N/A	This trigger is not fired.
   Rescheduled Booking	Booking – Booking ID	The existing booking ID
   	Booking page – Owner	The existing User name

The following example describes the reschedule scenario that was initiated by the Customer and resulted in a booking that was made with a different Booking page. First, the Canceled (Rescheduled) trigger is fired including the original booking information. This allows the target application to remove the previously created appointment. In the illustration below, the Canceled (Rescheduled) Zap at the bottom, joins the OnceHub Canceled (Rescheduled) Trigger with your CRM Cancel Appointment Action.

Second, the Rescheduled Booking trigger is fired including the new booking information. This allows the target application to create a new appointment (the rescheduled booking). In the illustration below, the Rescheduled Zap at the top, joins the OnceHub Rescheduled Trigger with your CRM New Appointment Action.

The complete list of fields sent with this trigger can be found in the Mapping of OnceHub Fields to Zapier Triggers article.

Booking Lifecycle Event 

This trigger is fired each time a booking changes its status, i.e. Scheduled, Rescheduled, Canceled, Completed, or No-show.

Different from the specific triggers mentioned above, this trigger is best used to log all booking activities. As an example, you can use a Google Sheets Zapier integration to record all booking activities for monitoring or reporting purposes.

For more details on how to use this trigger in addition to some powerful filtering tips, see Tips for integrating OnceHub with productivity apps.

Conversation Reached Out

Whenever your chatbot reaches out to a visitor, this trigger is fired. Note that reaching out happens without visitor interaction required, whenever the reaching out message displays for a visitor. This is right before they opt whether to engage with the bot by clicking on an answer, opening the widget fully so your chatbot can engage in a conversation with them.

Conversation Started

Once the visitor clicks on an answer, this trigger is fired. They've taken action to engage with the bot, indicating a higher level of interest than other visitors to your website. 

Conversation Completed

When your visitor reaches either the last interaction or the End chat action in your chatbot, the conversation is completed and this trigger will fire. 

Conversation Abandoned

This trigger is fired when a visitor doesn't interact with the chatbot for over ten minutes.

Contact Captured

If you've captured a new contact through any OnceHub app, this trigger is fired. 

Contact Updated

If your contact was updated in OnceHub—for instance, a status update from Qualified to Sales Qualified—this trigger is fired. This could happen either through an automated flow or if one of your Users updates the status manually.