How do I set up custom integrations with other systems using Zapier?

RotaCloud can be used with Zapier - zapier.com allows you to connect various software with one another, syncing data between the two - for example, you may set up a 'zap' in Zapier so that each time a new user is created in BambooHR, the user is also created automatically in RotaCloud.

There are three, pre-made templates which you can use to integrate your RotaCloud account. These are for:

If you use a different software, Zapier allows for integrations with thousands of other businesses - a full list can be found here.

To begin, you'll need to create an account with Zapier. You can do this here - just click 'Start free with email'.

Next, you'll be asked to enter your email address, first and last name. Once you've done this, click 'Get started for free'.

You'll then be asked to set a password (this will need to match some criteria but will show if it has been accepted) - click 'Get started for free' to proceed.

You'll then be asked a few questions about your business, such as your role and the number of employees at your company, to better customise your Zapier experience. After these have been done, you are ready to get started.

In order to set up an integration, you will need to generate an API key in your RotaCloud account - this is what is used to feed information between the systems.

In your RotaCloud account, click the cog icon in the top right to access your account settings. From the menu on the left, select the API & Webhooks.

Next, click the blue plus icon beside the API Keys title to create a new API key and enter a name for it - this can be anything you like and is just for your own reference; we'd typically recommend using the name of the software you are integrating with. Finally, click 'Create'.

An API key will now be generated for you - this API key can now be copied and added anywhere it's needed (as referenced in below section).

RotaCloud has three integration templates which are set up and ready for you to use. These are for the following systems and can be access via the links:

Select the link above for the integration you'd like and then choose 'Try this Zap'.

You'll then be taken to the template which has been created. This will show what system is feeding data and where it is feeding it to (in this case, BambooHR to RotaCloud). You'll also see what the 'Trigger event' is on the right - this is what causes data to be added to RotaCloud - for this template, when a new user is created in BambooHR, an action will be triggered in RotaCloud.

In the 'Account' section, choose 'Select' and then 'Connect a new account'.

You'll then directed to another page and asked to enter your API key - this will need to be acquired from the other software you are linking RotaCloud with and where to find this will vary from system-to-system. If you speak with the other software provider directly, they can help you find this.

Depending on what software you are trying to integrate with, you may also be asked for a subdomain for example: yourbusinessname.bamboohr.com - again, the other software provider will be able to help you find this. Once entered, click 'Yes, continue to [software name]'.

Back on your template page, you can now click 'Continue' to test your integration. Click 'Test trigger' to see if your integration has been successful.

If so, you will see the specified data pull through in a list - in this example, three employees who are in BambooHR have pulled through.

Select one example from your rows of pulled data and click 'Continue with selected record'.

You'll then need to set up the RotaCloud section so the trigger action can be performed and create a new user in your RotaCloud account. On the flow chart, click 'RotaCloud' and, under the 'Account' section, click 'Select'. Follow the same steps of entering your RotaCloud API key (see above section on how to generate this in RotaCloud).

Once done, click 'Continue' on your zap template page.

You'll then be taken to your 'Configure' section. This is where you can set up what section in your other software feeds into which section in RotaCloud - this is typically, name, email address*, date of birth etc. depending on your integration.

Click the plus icon beside each section and choose what section you'd like to sync. When this has been done, click 'Continue'.

You can then choose to test again and, if successful, select 'Publish' to set your integration live.

To set up a brand new integration with RotaCloud and your preferred software, you will need to create a 'zap' in Zapier. Zapier have a full help guide on how to do this, which can be found, here.

This will also require you to generate an API key in RotaCloud which is shown above.