Zapier is an online tool that connects apps to each other, with no code. You use it to build automations, which Zapier calls Zaps. A Zap starts with a trigger: something that happens, such as a submitted form or a new row in a spreadsheet. One or more actions follow: what should happen next, automatically.
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With the Oneteam app in Zapier, Oneteam can be the trigger, the action, or both. That means Oneteam can work with the tools you already use, such as Microsoft Teams, Slack, Outlook, Gmail, and Google Sheets. You can also chain steps inside Oneteam, so HR and managers spend less time on routine work.

Oneteam provides the Zapier integration and a set of templates to get you started. As an admin, you build and manage the Zaps yourself in your own Zapier account. That way you decide which processes to automate, and how.
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The integration costs nothing extra on the Oneteam side. Depending on how much you automate, you may need a paid Zapier plan.

There are roughly three ways to use Oneteam in a Zap. You can also combine them in a single Zap.

Zapier does not replace your HR or payroll integration. Your employee records stay in sync through integrations such as Loket, AFAS, and Nmbrs, and rosters through your scheduling integration. Zapier is for everything around that: alerts, tasks, messages, and invites.

Oneteam works with both Zapier and n8n. Zapier is the quickest way to get started, especially if you already use it or do not have a technical background. n8n is a better fit if you want to run your automations on your own server, expect a high volume, or also want to pull data out, such as onboarding and course progress. n8n can also create recurring tasks and tasks for a whole group. Read more in Connect Oneteam to n8n.

Zapier talks to Oneteam through an API key. The key belongs to your organisation, not to a person, and it controls what Zapier is allowed to do.
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1. In the dashboard, go to Settings and open API keys.
2. Click Create API key.
3. Give the key a recognisable Name, for example Zapier.
4. Under Scopes, select only what your Zaps need. The table below shows which scope goes with which step.
5. Click Create and copy the key. It starts with sa_.
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You only see the key once. Keep it in a password manager and do not share it over chat or email. If you lose it, or it leaks, revoke it under API keys and create a new one.

So a Zap that turns a form into a task and a chat message needs Manage webhooks, View form reports, Create tasks, and Send chat messages. If you also want to change the submission status, add Update form responses.
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Chat messages are sent on behalf of the admin who created the API key. If you want messages to come from HR or a shared account, create the key with that account.
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This is what the page looks like. The keys and the organisation name are hidden.

1. Sign in at zapier.com and click Create, then Zap.
2. Does your Zap start in Oneteam? Search for Oneteam as the trigger. Does it start in another tool, such as Google Sheets? Pick that as the trigger and add Oneteam as an action after it.
3. Zapier asks you to connect an account. Paste the API key into the API Key field.
4. Zapier checks the key and names the connection after your organisation.

Start by picking the trigger, for example New Form Submission in Oneteam or New Spreadsheet Row in Google Sheets. Then add one or more actions, such as Create Task or Send Chat Message in Oneteam, or a message in Teams. In every field you can insert data from an earlier step, such as a name, an email address, or a form answer.
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For forms and courses, you can pick one specific form or course. Leave the field empty and the Zap reacts to all of them.
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You cannot look up an employee by name in Zapier. Use the email address, User ID, or External ID from an earlier step instead.
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As soon as you turn the Zap on, Zapier sets up the connection with Oneteam itself. Under Settings > Webhooks you will see a Zapier row appear for each event. You do not need to create these yourself. To send events to your own system, read Using webhooks in Oneteam.

These events can start a Zap in Oneteam. New Form Submission also sends the answers, so you can put them in a task, a message, or a sheet.

For privacy reasons, there is no trigger for anonymising an employee.

You can add these actions after any trigger, whether it comes from Oneteam or another tool.

An employee uses the Maintenance form to report that the fridge has stopped working. The site manager immediately gets a task and a chat message with all the details, and the report is set to Pending.
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1. Create a new Zap and pick Oneteam with New Form Submission as the trigger. Select the maintenance form.
2. Connect an API key with the scopes Manage webhooks, View form reports, Create tasks, Send chat messages, and Update form responses.
3. Test the trigger. Zapier needs a sample, so submit the form once yourself if there isn't one yet.
4. Add the Create Task action. Enter the site manager's email address and use something like 'Maintenance:' followed by the first answer as the title.
5. Add the Send Chat Message action, to the same email address, with the form answers in the message.
6. Add the Update Form Submission Status action. Use the submission ID from the trigger and pick the Pending status.
7. Test the actions, publish the Zap, and turn it on.
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Is the form anonymous? Then the submitter stays empty, but the answers still come through. Want the report in Teams or Slack too, or as a row in Google Sheets? Just add another action to the same Zap.

Every week you add new agency and seasonal workers to a Google Sheet, with first name, last name, email address, site, and role. With this Zap they get an Oneteam invite automatically.
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1. Pick Google Sheets with New Spreadsheet Row as the trigger and select your sheet.
2. Add the Invite Employee action and map the columns to first name, last name, email address, community, and role.
3. Use an API key with the Create employees scope. If you also assign a community or role, add Manage employees.
4. Test with one row, publish the Zap, and turn it on.
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The community and role must already exist in Oneteam, with exactly the same name as in the sheet. Zapier does not create them for you.
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Want to welcome the new starter too? Create a second Zap with Employee Activated as the trigger and Send Chat Message as the action.

Test trigger and Test action run a step once while you build the Zap. Only once you publish the Zap and switch it On does it run automatically, even when Zapier is closed. Your list of Zaps shows which ones are on and off.