In today’s fast-paced digital world, businesses are constantly looking for ways to work smarter and more efficiently. One solution that is revolutionizing workflows and freeing up employee time is automation. According to recent statistics, workflow automation can help employees save up to 30% of their time, leading to massive productivity gains.

This is where Zapier comes in. Zapier is a powerful automation tool that allows you to connect apps and create automated workflows called Zaps. With no coding required, Zapier makes it easy for anyone to unlock the superpowers of automation.

In this post, we’ll walk through the five simple steps to create your first Zap with Zapier. By following this beginner’s guide, you’ll be able to automate repetitive tasks and save hours of time each week. We’ll cover:

  • Choosing a trigger app and event
  • Selecting your action apps
  • Customizing the steps in your Zap
  • Testing and activating your automation

Let’s get started with step one below and start boosting productivity with Zapier!

Step 1: Choose Your Trigger App

The first step in creating a Zap is selecting the app that will trigger your automation. Zapier supports over 3,000 apps, so chances are your favorite tools are already integrated. Popular trigger apps include:

  • Gmail – New email received
  • Slack – New message posted in channel
  • Typeform – New form submission
  • Google Sheets – New row added

For example, you could have new Gmail emails or Typeform submissions trigger the start of your Zap. The trigger app is the first domino that kicks off your automated workflow.

Step 2: Pick Your Trigger Event

The trigger event is the specific action within your trigger app that will activate your Zap automation. For example, if your trigger app is Gmail, your trigger event could be “New Email Matching Search” or “New Email from [Specific Sender].” Other common trigger events include:

  • “New Form Submission” in Typeform
  • “New Row in Spreadsheet” in Google Sheets
  • “New Message in Channel” in Slack

Essentially, the trigger event is monitoring your chosen app, waiting for a certain predefined activity to occur. As soon as that event takes place – whether it’s a new email hitting your inbox, a form being submitted, or a row added to a spreadsheet – your Zap will spring into action.

It’s important to choose a relevant and intentional trigger event to kick off your automation. Think about what activity signals that it’s time for your Zap to run. Pick an event that happens frequently enough to be useful, but not so often that your Zap gets out of control. Set your Zap up for success by taking the time to select the perfect trigger event.

Step 3: Select Your Action App(s)

Now it’s time to choose the app (or apps) you want to take action once your trigger event happens. Again, Zapier integrates with thousands of popular tools. Common action apps include Slack, Mailchimp, Hubspot, Salesforce and Google Sheets. You could have your trigger automatically post a message in Slack, add the email address to Mailchimp, create a new lead in Hubspot, or update a row in Google Sheets.

Some of the most popular action apps on Zapier include:

Some examples of action steps you could take include:

  • Posting new emails from Gmail into a Slack channel
  • Adding new form submissions in Typeform to a Mailchimp list
  • Creating new contacts in HubSpot when a lead signs up on your site
  • Updating a Google Sheet with order data from Shopify

The possibilities are endless! Choose apps that help streamline your workflows and integrate your tools.

Step 4: Customize Your Action Steps

In this step, you tell your action app exactly what to do when the Zap is triggered. You map the relevant data from your trigger to your action. For example, if your Zap triggers when a new email hits your inbox, you specify which parts of the email (subject line, sender, body, attachments, etc.) should be sent to your action app. This process of sending data between steps is called “mapping fields” (source).

When mapping fields, the value in the second step changes based on data from the first step. You can map standard fields that Zapier detects or create custom “pills” to map fields that don’t show up automatically (source).

You can also add filters to only trigger your Zap under certain conditions. For example, you may want to filter for emails from a specific sender. Zapier provides tools to reformat data, create logical “if this, then that” flows, and customize your automation further.

Step 5: Test, Activate and Optimize Your Zap

The last step is to test your Zap to make sure it’s working properly. Use real sample data to walk through each step and verify the end result is what you expect. You’ll want to try out different scenarios to catch any errors or edge cases.

For example, test what happens if a field contains incorrect data or is missing entirely. Try triggering your Zap when you’re offline to see how it handles errors. The more thorough your test, the more confident you can be in your automation.

Once tested, activate your Zap and let Zapier start working for you 24/7! Zapier will monitor each time your Zap runs and log the activity in a history you can review.

Keep an eye on the history to see if your Zap has any failures or inefficiencies. You may need to tweak your steps to improve reliability and performance. For example, you could add error handling to send notifications when something goes wrong.

Optimization is an iterative process, but a robust Zap will run smoothly for months or years without needing adjustments. With some regular monitoring and minor tweaks, you can ensure your automation keeps delivering value.


Automating repetitive tasks is a game-changer that allows you to free up your time for more meaningful work. With Zapier, unlocking the superpowers of automation is quick and easy – no coding required.

In just 5 simple steps, you can create customized workflows to eliminate tedious manual processes. As we outlined above, all it takes is choosing a trigger app and event, selecting your action apps, customizing the steps, and testing your Zap.

The benefits of automation are immense. Studies show companies see significant returns on investment from increased productivity, efficiency and data accuracy. There’s simply no reason to waste hours each week on repetitive tasks when automation can do the heavy lifting for you.

Stop letting manual work hold you back. Sign up for a free Zapier account today and start automating your workflows. You’ll be amazed at the hours you save each week and what you can accomplish with that extra time. For expert guidance on getting started with process automation, be sure to contact me – I’m happy to help you maximize the benefits.


Here are some common questions about getting started with Zapier:

What apps and services does Zapier integrate with?

Zapier connects with over 3,000 different apps and services including popular tools like Gmail, Slack, MailChimp, HubSpot, Dropbox, Google Sheets, Facebook, and more. They add new integrations all the time so chances are your favorite tools are supported.

Do I need to know how to code to use Zapier?

Nope! One of the best things about Zapier is that no coding or technical skills are required. The platform is designed to be user-friendly and intuitive for anyone to build workflows and automations.

How much does Zapier cost?

Zapier offers both free and paid plans. The free plan allows you to create 2 Zaps with up to 100 tasks per month. Paid plans start at $19.99/month and allow more Zaps, tasks, and features.

Can I create complex automations with Zapier?

Absolutely! While Zapier makes it easy to create simple automations, the platform is powerful enough to handle very advanced workflows as well. You can create multi-step Zaps with filters, formatting, and logic to customize exactly how your apps interact.

How do I monitor and manage my Zaps?

The Zapier dashboard allows you to view your Zap activity history, see past executions, check for errors, and re-run failed tasks. You can turn Zaps on or off, edit them at any time, and customize settings to optimize performance.

Contact an Expert for Help with Zapier

If you need additional help creating and optimizing Zaps in Zapier, I highly recommend contacting Justin Adamski. Justin is an automation and integrations expert with extensive experience using Zapier to streamline workflows for clients.

You can view Justin’s profile and services on Upwork here:

Justin offers Zapier consulting and can help you set up the perfect automations for your business needs. He can walk you through the process from start to finish, providing tips and best practices along the way. Don’t struggle to build Zaps on your own – leverage Justin’s expertise to save time and maximize the power of Zapier.

Whether you need assistance connecting your apps, choosing triggers and actions, customizing workflows, or troubleshooting errors, Justin has the Zapier mastery to get it done efficiently. Reach out to him today to discuss your project and unlock the automation superpowers of Zapier!

About the Author

This blog post was written by Justin Adamski, an expert in automation integration and no-code solutions. Justin has years of experience helping businesses streamline workflows and leverage automation to save time and maximize productivity.

If you’re looking to integrate apps, build automated workflows, or start automating business processes, Justin can help. He offers Zapier consulting and implementation services, drawing on his expertise to customize solutions tailored specifically for your business needs.

To learn more about working with Justin, visit his Upwork profile at

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