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WordPress Plugins

Bookly Zap - Zapier Integration

Connect Bookly with 5000+ apps through Zapier. Automate booking workflows, sync data, and create custom integrations without coding.

Published May 20, 2024 · Updated October 14, 2025
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Bookly Zap - Zapier Integration

Overview

Bookly Zap connects your Bookly booking system with thousands of applications through Zapier, enabling powerful automation workflows without coding.

Installation

  1. Install Bookly plugin
  2. Purchase and install Bookly Zap
  3. Activate the plugin
  4. Connect to Zapier in Bookly > Zapier Settings

Setup

Step 1: Install the Plugin

Upload and activate Bookly Zap in WordPress.

Step 2: Connect to Zapier

  1. Log in to your Zapier account
  2. Search for “Bookly” in Zapier
  3. Click “Connect a new account”
  4. Enter your WordPress site URL
  5. Enter the API key from Bookly > Zapier Settings

Step 3: Create Your First Zap

Choose a trigger (e.g., “New Appointment”) and an action (e.g., “Send Email”).

Available Triggers

New Appointment Created

Fires when a new appointment is created in Bookly.

Available Data:

  • Appointment ID
  • Customer name, email, phone
  • Service name
  • Staff member name
  • Appointment date and time
  • Status
  • Custom fields

Appointment Status Changed

Fires when an appointment status changes.

Available Data:

  • Previous status
  • New status
  • All appointment details

New Customer Created

Fires when a new customer is added.

Available Data:

  • Customer ID
  • Name
  • Email
  • Phone
  • Custom fields

Appointment Cancelled

Fires when an appointment is cancelled.

Example Workflows

1. Add Customers to CRM

Trigger: New Customer Created
Actions:

  • Create contact in HubSpot
  • Add to Google Sheets
  • Send welcome email via Mailchimp

2. Send SMS Reminders

Trigger: New Appointment Created
Actions:

  • Wait 24 hours
  • Send SMS via Twilio
  • Log reminder sent

3. Sync with Google Calendar

Trigger: New Appointment Created
Action: Create Google Calendar event

4. Update Spreadsheet

Trigger: Appointment Status Changed
Action: Update row in Google Sheets

5. Slack Notifications

Trigger: New Appointment Created
Action: Send message to Slack channel

Custom Field Mapping

Map Bookly custom fields to any Zapier action:

  1. In Zapier, select the trigger
  2. Custom fields appear in the data dropdown
  3. Map to your action fields

Example: Map “Service Location” custom field to “Address” in Google Calendar event.

Filters and Formatting

Use Zapier’s built-in tools:

Filter by Service

Only trigger for specific services:

  • Filter: Service Name equals “VIP Consultation”

Filter by Status

Only process approved appointments:

  • Filter: Status equals “approved”

Format Dates

Convert dates for different systems:

  • Formatter: Date/Time

Multi-Step Zaps

Create complex workflows:

Example: Comprehensive Booking Workflow

  1. Trigger: New Appointment Created
  2. Action: Create Google Calendar event
  3. Action: Add customer to Mailchimp list
  4. Action: Create row in Google Sheets
  5. Action: Send SMS confirmation via Twilio
  6. Action: Create task in Asana for staff prep

Webhook Support

For advanced users, Bookly Zap supports custom webhooks:

POST https://hooks.zapier.com/hooks/catch/{id}/{key}

Configure in Bookly > Zapier Settings > Webhooks.

Troubleshooting

Zap Not Triggering

  • Check API key is correct
  • Verify plugin is activated
  • Test the trigger in Zapier
  • Check webhook logs in Bookly settings

Missing Data

  • Ensure custom fields are saved
  • Check field permissions
  • Verify data exists in Bookly

Authentication Failed

  • Regenerate API key
  • Reconnect Zapier account
  • Check WordPress permalinks

CRM Systems

  • HubSpot
  • Salesforce
  • Zoho CRM
  • Pipedrive

Communication

  • Gmail
  • Outlook
  • Slack
  • Twilio (SMS)
  • Mailchimp

Productivity

  • Google Calendar
  • Microsoft Outlook Calendar
  • Trello
  • Asana
  • Monday.com

Spreadsheets

  • Google Sheets
  • Excel Online
  • Airtable

Rate Limits

  • Standard Zapier rate limits apply
  • 100 webhook calls per minute
  • Upgrade Zapier plan for higher limits

Open Source

Bookly Zap is open source! Contribute on GitHub:

  • Report issues
  • Submit pull requests
  • Request features

Support

Get help:

Advanced Features

Delay Actions

Add delays between triggers and actions for reminders.

Path Rules

Create different workflows based on conditions:

  • If service is “Premium” → Add to VIP list
  • If service is “Standard” → Add to standard list

Digest Emails

Batch multiple appointments into a single daily digest email.

Pricing

Purchase once, use forever:

  • No subscription required
  • Lifetime updates included
  • Zapier account required (free or paid)