Getting Started with Zapier

This guide will walk you through setting up your first Hen Hideaways integration with Zapier.

Prerequisites

Before you begin, make sure you have:

• A Hen Hideaways owner account with at least one property listed
• Access to the Owner Portal
• A Zapier account (free or paid)

Step 1: Generate Your API Token

1. Log in to the Owner Portal
2. Navigate to Settings > Notifications
3. Find the Zapier Public App Access section
4. Click Create Token
5. Name it "Zapier" (or something descriptive)
6. Copy the token - you won't see it again!

Keep this token safe - you'll need it in Step 3.

Step 2: Create a New Zap

1. Log in to Zapier
2. Click Create Zap
3. Search for "Hen Hideaways" in the trigger apps
4. Select the Hen Hideaways app

Step 3: Connect Your Account

When prompted to connect your Hen Hideaways account:

1. Paste your API token from Step 1
2. Click Continue
3. Zapier will test the connection

If successful, you'll see your account email confirmed.

Step 4: Choose a Trigger

Select what should start your Zap:

New Enquiry (Instant)

Triggers instantly when a new enquiry arrives (uses webhooks).

Best for: Time-sensitive workflows like Slack notifications or SMS alerts.

New Enquiry (Polling)

Checks for new enquiries every 5-15 minutes.

Best for: Less time-sensitive workflows or as a backup.

Step 5: Configure the Trigger

Optionally filter enquiries by:

• Property - Only trigger for specific properties
• Status - Only trigger for certain statuses

Leave blank to receive all enquiries.

Step 6: Test the Trigger

Click Test trigger to load a sample enquiry. If you don't have any recent enquiries, Zapier will use example data.

Step 7: Add an Action

Choose what happens when an enquiry arrives. Popular options:

Send to Slack

Channel: #enquiries
Message: New enquiry from {{user_name}} for {{property_title}}
Subject: {{subject}}

Create Google Sheets Row

Spreadsheet: Enquiry Tracker
Worksheet: Sheet1
Property: {{property_title}}
Guest Name: {{user_name}}
Email: {{user_email}}
Message: {{message}}
Date: {{sent_at}}

Add to CRM

Create a new lead/contact with the enquiry details.

Step 8: Turn On Your Zap

1. Review your configuration
2. Name your Zap (e.g., "Enquiries to Slack")
3. Click Publish
4. Toggle the Zap On

Example Zaps

Zap 1: Slack Notification

Trigger: New Enquiry (Instant)
Action: Send Slack Message
Channel: #enquiries
Message: 🎉 New enquiry for {{property_title}}!
From: {{user_name}} ({{user_email}})
Message: {{message}}
Party Details: {{party_details}}

Zap 2: Email Alert

Trigger: New Enquiry (Instant)
Action: Send Gmail
To: reservations@yourcompany.com
Subject: New Enquiry - {{property_title}}
Body: [Enquiry details]

Zap 3: CRM Integration

Trigger: New Enquiry (Instant)
Action: Create HubSpot Contact
Email: {{user_email}}
Name: {{user_name}}
Property Interest: {{property_title}}
Notes: {{message}}

Verifying It Works

After turning on your Zap:

1. Send a test enquiry through the Hen Hideaways website
2. Check if your action fired (Slack message sent, spreadsheet row added, etc.)
3. View the Zap history in Zapier to troubleshoot any issues

Troubleshooting

Zap Not Triggering

• Verify your API token is still active (check Owner Portal > Settings)
• Ensure the Zap is turned On
• Check Zap History for error messages
• For instant triggers, verify the webhook is connected

Action Failed

• Check that all required fields are mapped correctly
• Verify the destination service (Slack, Google Sheets, etc.) is connected
• Review error messages in Zap History

Need Help?

• Check the API Reference for endpoint details
• Review Webhook documentation
• Contact Zapier support for Zap-specific issues
• Contact Hen Hideaways support for API issues

What's Next?

• Learn about webhook subscriptions for instant notifications
• Explore all API endpoints
• Set up multiple Zaps for different workflows
• Create multi-step Zaps to automate complex processes

Happy automating! 🚀