Use this course to understand how Zapier works and how you can use it to automate repetitive broker tasks across your systems. By the end of this series, you’ll understand core terminology, build your first Zap, and confidently manage and troubleshoot your automated workflows.
What is Zapier?
Zapier is an automation platform that connects different systems so they can share data automatically.
Instead of manually re-entering information between platforms, you can create automated workflows called Zaps. These workflows trigger actions based on specific events.
For example, you might:
Create a CRM contact when a new loan application is submitted
Send a notification when a deal reaches a certain stage
Update a spreadsheet when a client form is completed
Zapier reduces manual handling and helps you maintain consistent, repeatable processes.
Start by identifying one repetitive admin task in your workflow. That is often the best candidate for automation.
Lesson 1: Welcome to Zapier
This lesson introduces:
Core automation concepts
How triggers and actions work
Common Zapier terminology
Understanding these fundamentals will help you design workflows that align with your broker process rather than working around your systems.
Lesson 2: Build your first Zap
In this lesson, you will create your first automated workflow.
You will learn how to:
Select a trigger event
Connect your apps
Configure an action step
Test your Zap before turning it on
Always test your Zap using sample data before activating it. Incorrect field mapping can create inaccurate records in your CRM or other systems.
Lesson 3: Use filters to control your workflow
Filters allow your Zap to continue only if certain conditions are met.
You can use filters to:
Prevent duplicate records
Restrict actions to specific deal stages
Apply automation only to certain lenders or client types
Filters help ensure your automation matches your real-world broker decision points.
Lesson 4: Add delay steps to manage timing
Delay by Zapier allows you to pause a workflow before it continues.
You might use a delay to:
Send follow-up communications after a set number of days
Space out system updates
Wait until a specific date or time
This is useful when your broker process includes cooling-off periods or staged communication.
Lesson 5: Use Formatter for text
Formatter by Zapier allows you to transform text data before it moves to the next system.
You can:
Capitalise names correctly
Split full names into first and last names
Extract specific information from longer text fields
This helps maintain clean and consistent client records across systems.
Lesson 6: Use Formatter for numbers
The Number function within Formatter allows you to manipulate numeric values.
You can:
Perform calculations
Adjust decimal formatting
Convert values between formats
This can assist when working with financial figures, commissions tracking, or reporting workflows.
Lesson 7: Use Formatter for dates and times
Date and time formatting ensures your data displays correctly in each connected system.
You can:
Reformat timestamps
Adjust time zones
Convert date structures
This is important when integrating systems that use different date formats.
Always confirm the required date format of the destination system before applying transformations.
Lesson 8: Monitor and troubleshoot with task history
Task History shows every task your Zaps attempt to run, including:
Successful tasks
Filtered tasks
Failed tasks
Use Task History to:
Identify errors
Review what data was sent
Replay failed tasks
Regular monitoring helps ensure your automations remain accurate and compliant.
If you see an error, open the failed task, review the error message, confirm field mapping, and test the step again before replaying the task.
Need help?
If you need help setting up or troubleshooting automation with Zapier, contact your Partnership Manager or email [email protected].