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How Does Zapier Integrate with Optix?

As an admin, learn how Zapier works and how it can be used to create integrations between Optix and other software you are using

Written by Sarah L.
Updated this week

We’ve partnered with Zapier to allow Optix clients to do more by connecting your favorite apps to your Optix account.

Zapier is an automation tool that helps you connect thousands of different apps to your Optix account to automate tasks without any coding. When a certain trigger is completed in Optix, an action in one of the connected applications is completed.


With Zapier, you can:

  • Automate tasks between Optix and other tools: Automatically send or receive data between Optix and apps like Slack, Gmail, Google Sheets, HubSpot, and more.

  • Trigger actions based on activity in Optix: For example, create a Slack notification when a new booking is made, add a row in Google Sheets when a new user is created, or send an email when an invoice is paid.

  • Sync data into Optix from other platforms: Create users, plans, or records in Optix automatically when something happens in another system.
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How does Zapier work with Optix?

Zapier works as a bridge between Optix and thousands of other apps. It allows data to automatically move between systems based on predefined triggers and actions — without requiring any coding.

At a high level, here’s how it works:

  1. A trigger happens in Optix (or another app)

    For example:

    • A new user is created

    • A booking is made

    • An invoice is paid

    • A plan is purchased

  2. Zapier detects that the trigger

    Zapier monitors the selected trigger in real time (or near real time).
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  3. An action is performed in another app

    Zapier then sends the relevant data to another connected app and performs an action, such as:

    • Sending a Slack notification

    • Adding a row to Google Sheets

    • Creating a contact in HubSpot

    • Triggering an Optix automation

In simple terms:

Trigger in App A → Zapier processes it → Action in App B

Zapier can also work in reverse — meaning another app can trigger actions inside Optix (for example, creating a user in Optix when one is created in another system).

What triggers and actions are available in Zapier integration?

Triggers (Optix → Zapier)

These triggers fire in Optix and send data to Zapier:
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Bookings & Assignments

  • New Booking

  • Booking Changed

  • Booking Canceled

  • New Assignment

  • Assignment Changed

  • Assignment Canceled

Members & Teams

  • New Member

  • New Lead

  • New Team Member

  • Team Member Deleted

Plans & Subscriptions

  • New Plan Subscription

  • Plan Subscription Changed

  • Plan Subscription Canceled

  • Plan Subscription Ending Soon

Billing & Sales

  • New Invoice Payment

  • New Product Sale

Operations & Activity

  • New Check-In

  • Task Created

  • New Issue

  • New User Support Request


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Actions (Zapier → Optix)

These actions let Zapier perform an operation inside Optix:
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  • Add User to Optix

  • Complete Task in Optix

  • Trigger Manual Automation

What is a Zap?

A Zap is the method by which information is transmitted between Zapier enabled applications. It pushes data from one app to another based on a system of triggers and actions.

A 'trigger' is the initial event that alerts Zapier to start an action. The trigger might be adding a new user, a new booking being created or an invoice being paid.

An 'action' is what happens in the connected application after the trigger has occurred.
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Once you've set a trigger and an action, give your new zap a test and you’re all set! As a bonus, you can toggle your individual zaps on or off at any time so you can create specific zaps to automate for you while you’re on vacation, or when you work from home.

How does Optix integrate with Slack?

Optix integrations with Slack are available through our partnership with Zapier. We've premade a few 'Zap templates' for specific Optix-Slack integration based on feedback from our clients.

If you're interested in setting up one of the pre-templated Zaps:

  1. Select Apps & Integrations from the left-hand menu, then click Zapier

  2. Click the Use this Zap button next to the Zap you'd like to use

  3. Zapier will then walk you through the setup process

Note: If you don't see anything happen after clicking Use this Zap, make sure pop-ups are not being blocked by your browser.


To learn more about how Zaps and Optix integrations through Zapier work, read our blog post here.

How do I set up Zaps in Optix?

Here are the step-by-step instructions to set up a Zap with Optix via Zapier:

1. Explore what apps you are able to connect to Optix here

Note: You can both push data from Optix to your connected apps (i.e. push a notification when a product has been purchased in Optix), as well as, pull data from your connected apps into Optix (i.e. create a new user when one is created in another app).

2. Sign in to Zapier or create an account

3. Create a New Zap

• Click “Create Zap” in the top-left corner

• Give your Zap a name so you can easily identify it later

3. Choose a Trigger App: Optix

• In the “Trigger” section, search for and select Optix.

• Choose a Trigger Event, such as: New User, New Booking, New Invoice, New Plan Subscription, etc

4. Connect Your Optix Account

• Click “Sign in” to connect your Optix account

• Once connected, test the connection to confirm it’s working

5. Customize Trigger Options

• Based on the selected trigger, choose relevant options (e.g., a specific location or plan)

• Click Continue and Test Trigger to make sure Zapier can fetch data from Optix

6. Choose an Action App

• Select the app you want to connect Optix with (i.e. Gmail, Slack, Google Sheets, HubSpot, etc.)

7. Map Optix Data to the Action

• Use fields from the Optix trigger to populate the fields in the action app

• For example, map user email or booking date to corresponding columns in Google Sheets

8. Test the Action

• Run a test to ensure your action works correctly

• If the test is successful, you’ll see confirmation that the action app received the data

9. Turn on Your Zap

• Click “Publish Zap” to activate it

• Your workflow is now live and will run automatically whenever the trigger condition is met

How to Use the Zapier Action: Trigger Manual Automation？


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The Trigger Manual Automation action allows you to enroll a user or team into an existing Optix automation directly from Zapier.
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This is useful when you want an event in another system (e.g., a form submission, CRM update, payment event) to trigger a workflow inside Optix.

Step 1: Create or Identify the Automation in Optix

Before using this action in Zapier, you must:

  1. Go to Automations in Optix
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  2. Open the automation you want to trigger
    ​

  3. Click Show More
    ​

  4. Copy the Automation ID
    ​

You’ll need this ID inside Zapier.
​

Note: Automations with Manual or New Plan Added triggers are eligible for this enrollment via Zapier.


​Step 2: Create a Zap in Zapier
​

  1. In Zapier, click Create Zap
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  2. Choose your desired Trigger App (e.g., Typeform, HubSpot, Stripe, etc.)
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  3. Configure the trigger event as needed

Step 3: Add the Optix Action

  1. For the Action App, select Optix
    ​

  2. Choose the action:

    Trigger Manual Automation

Step 4: Configure the Action

You will need to provide:
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  • Organization

    (The Optix organization where the automation should run)

  • Automation ID

    (The ID copied from Optix)

  • Email Address

    (Used to identify the target account)

Note: Optix determines where to run the automation in following ways:

  • It first searches for a User with that email.

  • If a matching user exists and belongs to the organization, that user is enrolled.

  • If no user is found, it searches for a Team with a matching billing email.

  • The first matching active team is enrolled.

Note: If you have multiple Optix organizations connected in Zapier, you must specify the correct Organization. If the email belongs to a user who does not have an account in the selected organization, the enrollment will fail.

Step 5: Test and Publish

  1. Run a test in Zapier

  2. Confirm the automation enrollment appears in Optix

  3. Click Publish Zap

Your automation will now run automatically whenever the Zap trigger is met.
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FAQs

Is Zapier free?

Signing up for Zapier is free. As an unpaid service, users can make use of a limited number of zaps per month. If your needs outgrow the free service, explore the added features available in one of their paid plans.
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How do I contact Zapier?

Visit their contact page, which can be found here.
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​Do I need to have a Zapier account?

If you wish to connect your Optix account with other Zapier-enabled applications, yes! You must have an account with Optix, Zapier, and any other apps you’re looking to create zaps between.

Troubleshooting

My Zap is not triggering

  • Make sure your Zap is turned ON in Zapier.

  • Confirm the correct Trigger event is selected.

  • Test the trigger again in Zapier to ensure sample data is being pulled.

  • Verify the activity (e.g., booking, user creation, invoice payment) actually occurred in Optix after the Zap was published.

Zapier cannot connect to my Optix account

  • Reconnect your Optix account inside Zapier.

  • Ensure you are using admin-level access in Optix.

  • Try disconnecting and reconnecting the Optix app in Zapier.

  • Confirm there are no browser pop-up blockers interfering during authentication.

The “Trigger Manual Automation” action failed

  • Confirm the Automation ID is copied correctly from Optix.

  • Ensure the selected Organization in Zapier matches where the automation exists.

  • Verify the Email Address belongs to:

    • A User in the selected organization, or

    • An Active Team (via billing email).

The automation did not run after enrollment

  • Check that the Automation is Active (not paused).

  • Confirm the Automation trigger is eligible (Manual or New Plan Added).

  • Review Automation Enrollment in Optix to verify enrollment.

  • Ensure there are no additional conditions preventing the workflow from running.

My Slack/Google Sheets/CRM action is not updating

  • Re-test the Action step in Zapier.

  • Confirm field mapping is correct.

  • Make sure the connected app account is still authenticated.

  • Check if the external app has rate limits or permission restrictions.

Need more info on Apps, Integrations & Payment Gateways?

Take a look at this quick guide to dive deeper.

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