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Have you read about how to automate with zaps in the online business community, but no idea what they’re talking about?

As a solo entrepreneur myself, I know that there are SO many things to learn, and very little time to learn it al, so today’s post is all about how you can save time and automate with zaps in your business.


What are Zaps?

Zaps come from Zapier.com (and it’s alternative, less robust version IFTTT.com – stands for If This, Then That). Zaps are an automation system you can set up between two web based programs, using a trigger.
Once you determine the trigger, you can set up the consequence.
Here are some examples: 


– when I post a blog on to my website, I can set up an automatic post to FB
– when I receive a payment in Stripe from my website, I can add them to my CRM
– add an Asana Task when I have a new acuity booking
– create a Google Calendar event for a new Asana task
– post calendar events into Slack
– tag a subscriber when they opt-in


Why is this helpful?


As a solo entrepreneur, I know that I have to be the marketer, book keeper, list builder, on top of ALL of the platforms, ALL of the time. I also know that it’s the 1000’s of little admin jobs that cause so much overwhelm and burnout – because there’s just not enough time to get it all done.


You know when you want to keep everything running smoothly, but that means keeping up to date – and if you have one busy week, your whole ‘keeping up to date’ thing becomes a big overwhelming mess!


Well, this is where zaps can let you spend more time ON your business, instead of being stuck tying up loose ends, and making sure you’ve covered all of your payments, check ins, content marketing, list building tasks. You can automate them, and have it done while you sleep!


Here’s a selection of the programs that you might use already that could be zapped.
Imagine all of these programs could be zapped with each one using a specific trigger and action…. The possibilities are endless!


Google Calendar
Facebook Pages
Google Drive
Active Campaign


The Facebook Groups one is currently in Beta mode at the time of writing…I’m definitely interested in that one!


As you can see – there are so many!

How to automate with Zaps


You need to sign up for a free account at zapier.com.

As a free user, you get to set up 15 zaps, and have them activated 2000 times.


There is an option to upgrade for $18.33 USD/month, for 20 zaps, activated 3000 times.


Once you’re in, give yourself some time to explore!
It can be overwhelming, as there is so much choice, and so many bright shiny zaps to trial.


If you scroll down, past the ‘Popular Zaps for…’ section, you will find a search function.
This is where your mind may just be blown!



In this screenshot, I’ve selected Google Calendar, from the list. You can see it nominated at the bottom. I can select a couple more, and then it will attempt to make some suggestions, further down the screen.


It provided 6 suggested zaps, but you can click for more!


This selection is from a Mailchimp search, where I clicked for more, and found these. The last one would be particularly handy for list building!

Creating a Zap


Once you select a zap to create, you can select it and click ‘Create’.


I’ve selected this one, to Create a New Asana Task when I move an email into a specific folder. This will really help streamline my internal client onboarding system.


The first task is to connect my gmail account. It searches for my account, and requests permission.


Once the account is connected, I can specify which label or folder I want to set as the parameter’s for the trigger.


I have a folder for 2017 Clients, so select that one. Then Zapier.com will test the link and advise if it’s all linked and synced.


Now it’s time to connect Asana – again, the process is similar.
Note: There may be occasions where you need to provide an API, but they provide you with clear instructions to follow to connect.


Now I can select the specific workspace and project and select which information from the email I want to show up in Asana.


I’m selecting my Client project – which is a Master List of client I use to check in on each week.


Then I select the name of the person sending the email, and the subject.


Then I can finish off and turn the zap on.


Now anytime I forward an email into 2017 clients, it will set up an Asana task for me to follow up on a Monday with my client check ins.


This can be really helpful for my warm leads, so will really tighten up my system, and allow me to stay focussed, and consistent with my follow up, instead of spending my time searching for them through my emails, or following up intermittently. #Winning


If you’re interested in exploring which zaps might save you time, and more systemisation to streamline your business, you can book a Discovery call with me today.


Your Next Step

If you want some support to help fast track this process, or help you transition to Dubsado, then can book a  free systems audit with me so we can determine where to start, and what you need to get up and running with your workflows and systems.
systems audit, small business coaching
aerlie small business coach
Aerlie Wildy is a business designer. business coach and mother based in the Adelaide Hills. I specialise in designing and systemising business for growth. You can connect with me on Facebook, join my Chief Executive Entrepreneurs Facebook Group, check out my Youtube Channel or Pin with me on Pinterest.