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 ScheduleOnce 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 ScheduleOnce fields to Zapier triggers article 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 ScheduleOnce 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 article.

Booking Canceled 

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

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

Note: This trigger is different than the Canceled Booking (Rescheduled)  trigger. Canceled Booking means that the booking is canceled for good, while Canceled Booking (Rescheduled) only indicates the removal of the original booking when a new booking is created instead.

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 ScheduleOnce.

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

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 article.

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 ScheduleOnce, 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 triggerAttributeNotes
    Canceled Booking (Rescheduled)N/AThis trigger is not fired.
    Rescheduled BookingBooking – Booking IDThe existing booking ID
    Booking page – OwnerThe existing User name
  2. Customer reschedules with a different Booking pageWhen 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 triggerAttributeNotes
    Canceled Booking (Rescheduled)Booking – Booking IDThe existing booking ID
    Booking page – OwnerThe original User name
    Rescheduled BookingBooking – Booking IDThe new booking ID
    Cancel/reschedule - Booking ID (canceled booking)The original booking ID
    Booking page – OwnerThe new User name
  3. User requests the Customer to rescheduleWhen 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 triggerAttributeNotes
    Canceled Booking (Rescheduled)Booking – Booking IDThe existing booking ID
    Booking page – OwnerThe original User name
    Rescheduled BookingBooking – Booking IDThe new booking ID
    Cancel/reschedule - Booking ID (canceled booking)The original booking ID
    Booking page – OwnerThe 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 ScheduleOnce is enabled, moving events in your calendar also updates the event in ScheduleOnce. The Rescheduled Booking trigger is fired, when the User changes the calendar event details or moves the calendar event to another slotThis 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 triggerAttributeNotes
    Canceled Booking (Rescheduled)N/AThis trigger is not fired.
    Rescheduled BookingBooking – Booking IDThe existing booking ID
    Booking page – OwnerThe 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 ScheduleOnce 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 ScheduleOnce Rescheduled Trigger with your CRM New Appointment Action.

Note: Having a dedicated reschedule cancellation trigger, allows you to handle these events differently than standard cancellation events. This is especially relevant if you have set up a marketing campaign that targets canceled bookings. In this instance, you would not want to trigger the same campaign if a reschedule event occurred.

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 ScheduleOnce with productivity apps.

Conversation Reached Out

Whenever your ChatOnce bot 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 ChatOnce 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

If your visitor engages enough with your bot, they may reach the end of the conversation. They can reach the end either by booking a meeting with the Schedule action or being routed to the End chat action. This completes the conversation and fires the trigger. 

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. 

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