# Automate new member invites using Zapier

https://help.circle.so/p/audience/onboarding/automate-new-member-invites-using-zapier

Category: [Audience](https://help.circle.so/p/audience) › [Onboarding](https://help.circle.so/p/audience/onboarding)

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_Last updated: February 01, 2024_  
  
With Zapier, you can set up automation to onboard your members to your community, set their space and space group access, map profile fields, and add member tags based on the trigger event. In this article, we will guide you through the steps to set up a Zap in your account for seamless member onboarding.

## Using Zapier to onboard members

Zapier is an excellent option for automating the task of providing members with specific access to your community based on certain events within your third-party app.  
  
This option can be used for new and existing community members. Here are some ways admins can use Zapier:

- Automate the onboarding process for new members by triggering community invites based on their responses to the registration form. You can leverage Zapier's compatibility with various apps like Typeform, Google Forms, Jotform, etc., allowing flexibility in choosing the platform for your registration form.

- Enhance the experience for existing members by adding them to multiple spaces and space groups, applying tags, mapping profile fields, and updating member settings based on the trigger event. You can set up the trigger events to originate from Circle or external apps.

- Simplify access management for single sign-on (SSO) enabled communities. Use [Zapier](/p/sso-and-integrations/sso) to configure spaces, space groups, tags, profile fields, and member settings based on events triggered by external applications such as Typeform and HubSpot.

- For communities using third-party payment solutions for memberships, automate the member access by triggering community invites when members purchase a membership through your third-party payment app.

> 💡  **Tip:** For a dedicated guide on onboarding members to the SSO-enabled community, please refer to [Automate SSO member onboarding using Zapier](/p/sso-and-integrations/sso/automate-sso-member-onboarding-using-zapier).

Zapier allows you to connect from tons of [popular apps](https://zapier.com/apps) with your Circle community. Here are some of the popular applications to automate invite member tasks using Zapier:

- **Web and CRM:** HubSpot, Zoho CRM, Salesforce, Outseta, WordPress.

- **Survey and forms:** Typeform, Google Forms, Jotform, SurveyMonkey.

- **Productivity** : Excel, Notion, Slack, Google Sheets.

- **Commerce:** Shopify, PayPal, Square, WooCommerce, Memberful.

### Example scenario

For instance, suppose you've set up a registration form using Google Forms for members to request community access. You can then use Zapier to map the form responses to their community invitation and provide them access to spaces and space groups as per your preference.

> 💡  **Tip:**  You can also use the filters to add conditions required for the Zapier to perform the action. For example, if your community is exclusive to members who reside in Japan, you can configure a filter in your Zap setup to proceed with action only if the response to the location field is Japan.

Let’s guide you through setting up a Zap based on the same example.

## Connect with Circle

If you're on the Circle Professional plan or above, integrating with Zapier is a breeze! You can use the API key from your Circle account to connect with Zapier.  
  
After you are connected, choosing the Circle app in your Zaps will let you choose all available triggers and actions dedicated to Circle.  
  
📚 To learn about connecting your community with Zapier, please see [Connect Zapier to your community](/p/sso-and-integrations/automations/connect-zapier-to-your-community).

## Create Zap

After you have successfully added connections for both Circle and your chosen trigger app, you are all set to create Zaps to automate the member onboarding!

### Step 1: Create a new Zap

Navigate to your Zapier account dashboard and click **Create Zap**.

 ![](https://assets-v3.circle.so/urk9tq4e4qwa0wvqss4bkc6848il)

### Step 2: Set up a trigger

To set up a trigger event:

1. In the Zap editor, click the **Trigger** step.

2. In the **Change trigger** dialog, search for the app and select it from the results.

3. Choose the specific event that will initiate the zap and click **Continue**.

4. Connect the application with Zapier. If you've linked multiple accounts for the same app, choose the relevant account for this Zap.

5. For the trigger, select a specific entity, such as a form. Depending on the chosen app, you may need to choose data for multiple fields.

6. Test your trigger and proceed once you are satisfied with the test results.

### Step 3: Add filter (optional)

In the Zap editor, you have the flexibility to incorporate various action types, including filters, paths, and delays, tailoring your Zaps to meet specific requirements. Filters are one of the really effective actions. It allows you to restrict your Zap from running unless certain conditions are met.

> 💡  **Tip:** If you are looking to configure multiple filters (rules) and their corresponding actions within a single workflow, consider creating a path in step three. This enables you to branch out with a minimum of two path rules (equivalent to filters) along with their corresponding actions. To learn more, see Zapier’s guide on paths [here](https://help.zapier.com/hc/en-us/articles/8496288555917#h_01HF75EABF15CQNKEWJ54DRPBX).

To add a filter:

1. Click the **Plus** icon after the trigger.

2. In the Change action dialog, select **Filter**.

3. In the filter setup, select your filter rules:

4. Click **Continue**.

As a result of this setup, the Zap will only continue to execute the action if the filter conditions are met.

### Step 4: Add action

For the Circle app on Zapier, the invite member action is available, which has options similar to our built-in invite member method in Circle.  
  
To set up an action:

1. In the Zap editor, click the **Action** step[.](http://step.in/)

2. In the **Choose action** dialog, search for the Circle app and select it from the results.

3. Click the **Event** dropdown menu, select the **Invite member** action, and click **Continue**.

4. Choose the Circle account you have connected from the account menu.

5. In the **Action** step, you'll find fields to fill in, with some being mandatory and others optional. In the majority of fields, such as name, email, and profile fields, please choose the corresponding form field so it auto-fills the information from the form response to invite member configuration. Refer to the list below for available fields when inviting a member.

6. After reviewing all fields, click **Continue** and test this step.

7. After the test is complete, you'll see whether or not Zapier was able to send the data to your app.

8. Finish setting up the Zap by clicking **Publish**.

Here are the fields available to you in the invite member action configuration:

- **Email (Required):** Select the form field corresponding to the email address provided by the member in their Google Form submission.

- **Password:** You can also map the password field response to Circle. Please note that if the password is set, the invitation email will be skipped. If this Zap is run for the existing member who already has a password set, this Zap won’t override the original password.

- **Name** : Choose the form response field containing the member's name.

- **Community (Required)**: Select the community you’d like to invite members to.

- **Profile image** : Add a member's profile image by choosing a response field with the image URL.

- **Profile fields:** You will find all your profile fields, including custom fields listed in the action configuration. You can select relevant form fields to map a member’s community profile fields.

- **Add to spaces:** Select spaces that you’d like the member to be added to via invite access.

- **Add to space groups:** Select space groups that you’d like the member to be added to via invite access. When you add members to any space group, they will also be added to all the spaces inside the group — including secret and private spaces.

- **Member tags:** Apply member tags by choosing them from the dropdown.

- **Skip invitation email?:** Decide whether to send an invitation email. To send the email, choose **False** from the dropdown. Skipping the invitation email is recommended for communities with SSO enabled, as members can directly log in using their SSO provider credentials.

- **Is flagged:** Opt to automatically flag the member's posts and comments for moderation by selecting **True** from the dropdown.

- **Messaging enabled by admin:** You have the ability to enable or disable messaging features for members invited by this Zap to prevent them from sending or receiving messages from other members of the community. To keep messaging enabled for members, choose **True** value from the dropdown.

## Test your Zap

Now that your Zap is published, it is generally a good practice to conduct a preliminary test to ensure it aligns with your intended outcome.  
  
To test your Zap, we suggest going through the same steps you expect the member to take. Use either your test email or create an alias by adding "+1" to your email address (e.g., [abc+1@gmail.com](mailto:abc+1@gmail.com)).  
  
This way, you will get to experience the whole process and see how the automation integrates with the SSO member's profile and community access.

> 💡  **Tip:** When testing a sign up flow for your test member, we recommend using the incognito browser window.

## Review Zap history

Zapier records info about each Zap run that occurs. You can access a comprehensive record of all your Zap activities, showcasing the input and output data for each Zap step within your account.  
  
This Zap history will help you review the past Zap runs and [troubleshoot](https://help.zapier.com/hc/en-us/articles/8496037690637#h_01H8YDCYMXPY80EMAFXBYFA6SJ) any errors encountered during the runs.

 ![](https://assets-v3.circle.so/dwzb4rxhihbdquxumam38c97v7an)

You can review Zap runs in two different ways:

- [Review Zap runs from the Zap history page](https://help.zapier.com/hc/en-us/articles/8496291148685#tab-content-60)

- [Review Zap runs in the Zap editor](https://help.zapier.com/hc/en-us/articles/8496291148685#tab-content-61)

📚 For a detailed guide on reviewing your Zap history, please see Zapier’s guide [here](https://help.zapier.com/hc/en-us/articles/8496291148685#h_01HD2JH786JPVZ5533T7Y4ANNC).