What is a Zapier Zap

Introduction

Repetitive tasks can slow down your business—manually copying data, sending emails, or updating spreadsheets consume valuable time. Imagine if these tasks could run automatically with just a few clicks. That’s exactly what Zapier does: it connects your favorite apps and automates repetitive tasks, saving you time.

However, for many users setting up Zaps (Zapier’s automation workflows) can feel overwhelming. Instead of saving time, you might find yourself stuck—Setting up, testing, and troubleshooting your Zap.

Don’t worry, we are here to help you. This guide will walk you through what a Zap is, how to create one, and how to fix common issues so you can automate like a pro.

What is a Zap in Zapier

A Zap is a simple automation that connects two or more apps to complete tasks for you. Think of it as your digital assistant —you set the instructions, and Zapier handles the rest.

Example: Let’s say you use Gmail and Slack. Normally, if you receive an important email, you would:

1. Open Slack.
2. Type a message.
3. Send it to your team.

But with a Zap, Zapier does this automatically for you! You set up a simple rule:

👉 Trigger → The event that starts the automation. “Whenever I receive a new email in Gmail.”

👉 Action → What Zapier does after the trigger. “Send a message in Slack.”

Now, every time you get an email, Zapier will instantly notify your team—without you lifting a finger!

How to Create a Zap in Zapier

Creating a Zap is super easy, even if you’re not tech-savvy. Here’s how to create your first Zap:

1. Log in to Zapier: Sign up or log in to your Zapier account.
2. Click ‘Zap’: This starts the process of creating a new Zap.

   

3. Choose a Trigger App: Select the app where the trigger event will happen (e.g., Gmail).

   

4. Set up the Trigger: Define the specific event (e.g., ‘New Email in Gmail’).

   

5. Choose an Action App: Select the app where the action will occur (e.g., Slack).

   

6. Set up the Action: Define what should happen (e.g., ‘Send a message in Slack’).

   

7. Test your Zap: Make sure it works by running a test.

   

8. Turn on your Zap: Once set up, turn it on, and let it run automatically.

   

What can I do with a Zap?

With a Zap, you can simplify and automate various repetitive processes. Here are some examples of what you can do with a Zap:

1. Automate repetitive Tasks: Think about getting an email with an important attachment every week. Normally, you’d need to download and save it to Google Drive manually. But with a Zap, this can happen automatically, saving you time!
2. Sync data between Apps: No need to copy data from one app to another. When something changes in one place, it can update everywhere else automatically.  
3. Get notifications and alerts: Sometimes, you need to be notified when something important happens, but checking emails or dashboards all day isn’t practical. A Zap can send you alerts at the right time.
4. Collect and organize data automatically: If you use forms, surveys, or emails to gather information, a Zap can automatically sort and save that data in a spreadsheet or another tool.
5. Improve communication and follow-ups: You don’t have to manually send follow-up emails or reminders. A Zap can take care of it based on specific actions.
6. Integrate E-commerce platforms: If you run an online store, a Zap can help you keep track of new orders, manage inventory, or even send order confirmations without extra effort.
7. Manage social media automatically: Instead of manually posting updates across different platforms, a Zap can schedule and share posts for you.
8. Automate Customer Relationship Management (CRM): Keeping track of customer interactions manually can be overwhelming. A Zap ensures your CRM is always up to date.
9. Make project management smoother: Managing projects often involves creating tasks, setting deadlines, and keeping everyone updated. A Zap can do this for you.
10. Create custom workflows: You can combine multiple apps to create unique workflows that fit your exact needs. The possibilities are endless!

How to Duplicate a Zap in Zapier

Duplicating a Zap in Zapier is a great way to save time when you want to create a similar workflow without starting from scratch. Here’s a step-by-step guide to duplicating a Zap:

1. Go to your Zapier Dashboard and click on ‘Zap’

   

2. Find the Zap you want to copy.

   

3. Click the three dots next to the Zap.

   

4. Select ‘Duplicate’

   

   That’s it!

What is the Cost per Zap in Zapier

Zapier doesn’t charge per individual Zap. Instead, its pricing is based on:

• The number of Zaps you can create
• The number of tasks those Zaps perform each month

Tasks are the individual actions your Zaps perform, and understanding them is key to optimizing your automation. 

Click here to learn everything about tasks and how they impact your Zapier usage!

Here’s a quick breakdown of Zapier’s pricing:

Why pay more when you can automate smarter? 

Switch to Integrately: Your Budget-Friendly, One-Click Automation Solution!

• Higher task limits at lower prices 
• 1-Click ready-made automation—no coding, no setup hassles
• 1200+ integrations to power your business effortlessly

Stop wasting money on expensive automation. Get more done for less with Integrately!

👉 Try Integrately for free today Sign up

How to Run a Zapier Zap Manually

Sometimes, you might want to run a Zap without waiting for the trigger. Here’s how:

1. Go to your Zapier Dashboard and Click ‘Zap’.

   

2. Find and select the Zap you want to run.

   

3. Click the ‘Run’ button.

   

How to Share a Zapier Zap

To share a Zap with your teammates in Zapier, you’ll need to create a shared folder first, and then add your Zap to that folder.

Here’s how you can do it:

Step 1: Create a New Folder

1. Go to your Zapier Dashboard and open the Zap page.

   

2. In the upper right of the Zap Page, click ‘+ Create’. A dropdown menu will open.
3.  Select ‘New folder’.

   

4. In the Name field, enter a name for your shared folder. This will help you identify the folder when sharing it with teammates.
5. After naming your folder, click ‘Save’. The dialog box will close, and you’ll be redirected to your new folder’s page.

   

Step 2: Move Your Zap to the Folder

1. From the Zap page, select the Zap you want to share.
2. Click on the three dots (more options) and a dropdown menu will appear.
3. Select ‘Move to folder’ from the dropdown menu

   

4. Choose the folder you just created and move the Zap there.

   

Step 3: Share the Folder with Your Team

1. Go to the folder you created and moved the Zap into.
2. Click the Three Dots on the right side of the page.
3. From the dropdown, select ‘Share’.

   

4. A confirmation window will open, Click ‘Share’ and then this folder will be shared with your teammates.

   

By following these steps, your Zap will be shared within the folder, and your teammates will be able to access it.

Conclusion

Zapier Zaps are a great way to save time by automating repetitive tasks. Instead of doing things manually, you can set up a Zap to handle them for you. 

Whether it’s sending emails, syncing data between apps, or keeping your team updated, Zaps work in the background, letting you focus on more important tasks. 

By understanding how Zaps work and how to create them, you can make your daily tasks much easier and more efficient. With the right setup, you can automate your work and improve your productivity without needing to be a tech expert.