Zapier has tons of available integrations with different apps, so you can create your own combinations to suit your needs.
This guide will go over a simple integration between Zapier and Surveypal, and it will also make use of Microsoft Outlook. You can use this integration to create a survey which will be sent to attendees of online meeting after the meeting has ended.
Our Zap will recognize when an event begins in Outlook, take all the attendees, delay actions until the meeting ends and then sends a survey link to the attendees via email.
For this integration, you need the following items:
- Zapier subscription (Starter plan or higher required)
- Surveypal account
- Outlook account
First we need to create a survey we want to send. Here you can find an example survey.
We need to log in to Zapier with an Outlook account, so Zapier can see when an event ends and can trigger sending the email at the correct time.
Zapier will get some access to the account. You can either use your own account or create one specifically for this purpose, for example we use a specific Outlook-address only for Zapier-related survey invites.
We can create an event for testing, or you can use one already in the Outlook accounts calendar. Below is my test event for this guide.
We start off by logging into Zapier. On the left side of the screen you should see 'Make A Zap', click on it.
A new view will open
Top left corner you can rename your Zap. After that choose Outlook in the "When this happens..." prompt. Choose "Calendar Event Start" in the 'Choose Trigger Event' dropdown menu, click Continue.
Choose the Microsoft account you want to use and click Continue. If you haven't added an account yet, you need to do that now. This account needs to have a calendar where it can receive invites as well as be able to send emails for this integration to work.
Next we need to choose the calendar we want to use from a dropdown menu. This is usually the first option. We also need to define how many minutes/hours/days before our Outlook event begins the trigger will activate.
At the end of each step, Zapier will do a test of whether that particular step is working correctly. In this step we can find events from the connected calendar. Click "Test & review".
It should find an event in your Outlook (either the one we created at the beginning, or another one). I can confirm this by checking the Subject (or scrolling down and checking other things like attendees / message)
If this event is not one you want to use for this test, you can use the dropdown menu to choose another one or load more events. Click Done.
Zapier will automatically offer next step. Next we will find out the ending time of the Outlook event so our Zap will know when to send the emails.
NOTICE! This particular guide will use settings that work in GMT+2 timezone, you might need to do a bit of tweaking compared to screenshots below in this step.
Find 'Formatter by Zapier' with the search and choose "Date / Time" in 'Choose Action Event' dropdown menu. Click Continue.
In the 'Transform' menu choose "Add/Subtract Time" and in the 'Input' field choose "End Date Time". You can see more options by clicking 'Show All Options'
In the 'Expressions' text box type +2 hours and in the 'To Format' dropdown menu choose "YYYY-MM-DDTHH:mm:ssZ (2006-01-22T23:04:05-0000). Your view should look like below, click Continue.
This Expressions depends on whether you are using Daylight Savings Time or not (for example, in Finland the Zap needs to have '+3 hours' in the winter and '+2 hours' in the summer)
Next we will send data to Zapier for testing, click 'Test & Continue'.
This step is now done. We can rename the action and then click + to create next step.
In this step we will modify the output of the previous step a bit. We can rename the action and then choose "Formatter by Zapier" and "Text".
In 'Transform' dropdown menu choose "Replace" and in the 'Input' field find the output of previous step.
Type "-0000" in the 'Find' -field and leave 'Replace' -field empty (essentially replacing -0000 with nothing = removing it). Click Continue.
Click 'Test & Continue', and create another new step with +.
In the next step we will find the attendees of the event, so the Zap will know where to send emails. Rename the action and choose 'Formatter by Zapier' and 'Utilities', click Continue.
On the 'Transform' dropdown menu choose "Text to Line-item" and in the 'Input' field choose "Attendees Email Address Address", click Continue. Click "Test & Continue", and create new step with +.
In this step we will delay the action until the meeting ends. Rename step and choose "Delay by Zapier" and "Delay Until". Click Continue.
In the 'Date/Time Delayed Until' choose the output of step 3. Click Continue and "Test & Continue". Create new step with +.
This is the last step and here we will send the email. Choose 'Microsoft Outlook' and 'Send Email', click Continue.
Choose your account and click Continue.
In the 'To Email(s)' -field choose the output of step 4. (You can also only put your own email here when testing the Zap)
Set a subject you want for the email message. Choose "HTML" as 'Body Format" and insert a body you want. I will use HTML-code to insert the survey link into the email. Click Continue.
You can see the overview of the data in this step being sent. If you click "Test & Review" or "Test & Continue" the email will be sent to the designated emails (so either your own, or the ones in the event you used for this Zap).
My simple email looks like this when it arrives:
We are done! You can now click the Zap active and every time an Outlook Meeting ends with the specified Outlook address included in it, specified email will be sent to all attendees of the meeting.
It is also possible to use our Email NPS Generators to create an email which already contains the first question of the survey. In this case each of the buttons is a link to the survey and corresponds to a value on the first NPS question on the first page of the survey. When a respondent clicks on a number in their email, they will automatically be transferred to the 2nd page of the survey and their NPS answer is automatically saved. This allows for a smoother responding experience.
The process for this is exactly the same as above, except that you need to create the HTML 'Body' text using our Generators below: