Using Zapier with Gymdesk

Zapier is a service that connects different web services without using code. Using Zapier you can create flows between other services you use - for email marketing, lead generation or communication - and your Gymdesk account.

For example, you can have your Email marketing software automatically create leads in your Gymdesk account. Or you can have new check-ins in your Gymdesk account be sent to a Slack channel automatically. The options are endless.

Getting Started With Zapier 

To get started, you would first need to create a Zapier account. Basic usage is free, but you might need to upgrade to a paid plan if you need to activate a lot of functionality.

Once you created your account, click on the "Create Zap" button in the top-left corner to create an integration between Gymdesk and another service. "Zaps" are custom workflows you create which involve 2 or more different services.

Every Zap starts with a trigger - an action that starts the custom flow. This can be an action on Gymdesk or in another service. For this example, we're going to start with an action of a new member signing up to your account on Gymdesk.

Search for "Gymdesk" in the trigger and pick the top option that shows up.

 

Pick "New Member" as the trigger from the list.

 

Click "Continue" to move to the next step. On the next step, click on "Choose an account" then "Connect a new account". This would take you to a special log-in page on Gymdesk, where you will pick the account to use with Zapier. 

 

If you have multiple locations, you will need to pick the location to use after logging-in to your account.

Once the account is connected, you can continue to the next step. On the next step, Zapier will perform a test to make sure your account was connected successfully.

 

Zapier will let you know if the test is successful. If so, it should be able to pull a member from your account, like so - 

 

You're done setting up the trigger on Gymdesk. Click on "Continue" to move on to create the action that happens after a member signs up.

You can send the member data to any of the services that connect with Zapier. In this example, we will have it sent to a Slack channel, notifying us of the new registration.

We search for "Slack" in the app field in the action window - 

 

Next, we pick "Send a channel message" as our event - 

 

Next, you will need to connect your Slack account to use with this Zap. Click on "Choose account" then "Connect a new account". Once connected, click on "Continue" to set up the action details.

Pick the Slack channel to send the notification to, then in the "Message Text" field you can pick the member data to send to Slack. Clicking on it will show a dropdown with the various fields you can use in your Zaps.

 

There are other options you can set here, but for our purpose that's all we need. Scroll down and click "Continue". On the next step, Zapier will test the action by sending a message to your Slack. 

Click on "Test & Continue" to run the test and complete the Zap.

 

If the test completes successfully, you can now turn on your Zap by clicking on "Turn on Zap". From now on, every member that registers in your account will send a notification to your Slack channel, until you turn off this Zap.

Available Triggers

These determine when a Zap starts based on activity in Gymdesk:

• Add Member – Triggers when a member signs up or is added to your account.

• Add Lead – Triggers when a new lead is captured in your account.

• Check-In – Triggers when a member checks in to your gym.

Available Actions

Aside from triggers, Gymdesk also supports actions and searches that are triggered by other services. For example, you can use your email marketing software (such as Mailchimp or ActiveCampaign) to create leads directly in your Gymdesk account.

In this case, the trigger originates in your marketing software, and the action happens in Gymdesk. Actions tell Gymdesk what to do when another service triggers a Zap:

• Add Member – Creates a member in your Gymdesk account based on data from another service.

• Add Lead – Creates a lead in your Gymdesk account.

  • You can also assign tags to leads created through Zapier:

    1. In your Zapier task, choose the action Add Lead.

    2. Set the Tag field to include one or more tags.

    3. Complete and test your Zap.

• Create Booking – Creates a booking in your Gymdesk account based on data from another service.
  
  

Available Searches

Gymdesk also supports searches, which allow you to pull data from your account and use it elsewhere.

Setting up a search-based Zap is a bit more advanced — it usually requires setting up a trigger first (from a different service), then invoking the search in Gymdesk, and finally using the search results to trigger another action in the connected service.

This can be useful, for example, if you want to import your Gymdesk contacts or attendance records into another system.

Available searches include:

• Get Members – Returns a list of members based on filters.

• Get Leads – Returns a list of leads based on filters.

• Get Bookings – Returns a list of upcoming bookings based on filters.

• Get Attendance – Returns a list of attendance records based on filters.

 

Session IDs

Should you need to add session IDs for your Booking actions, you can find your Session IDs by heading to the schedule, right clicking on the session you need the ID of, then clicking "inspect". This will open the console. 

Once open, the session ID can be collected via the console. It will be listed as "attr-id{number}". You only need to copy the number.