It is possible to use Zapier and Google Calendar to Schedule Audits (Start and Share). The screenshots and steps below explain one way of setting this up but there is a lot of flexibility available.
The scenario for the Zap being configured before is that a “Concourse Inspection” calendar entry will be added to Google Calendar. A brand new audit will be created from a “Concourse Inspection” template, 15 minutes before each one of these calendar entries is due. Each audit that is created, will also be shared to a specific user and an ‘administrative’ group, and an email notification will also be sent to the selected user.
Create a new Zap and set the Trigger to be Google Calendar’s “Event Start”.
Configure the “Event Start” Trigger, selecting the calendar to watch, and how long before the event to run the Zap’s later Actions.
The Trigger is now configured and an overview of the settings can be seen.
Create an Action step after the Trigger, choosing “iAuditor by SafetyCulture” and the “Start Audit” Action.
Select the template which will be used to create a new audit from automatically each time the Zap runs.
The “Start Audit” Action is now configured and testing it will create a new audit from the selected template.
Click Add Step to continue.
Choose the “Find User” Action available under iAuditor by SafetyCulture.
Enter the email address for the user that will be assigned an audit and emailed a notification each time the Zap runs.
This address can be dynamically loaded from an earlier Trigger/Action in the same Zap and doesn’t have to be explicitly/statically defined.
“Find User” is now configured and can be tested.
Testing will show the user ID, first name and last name for a matching SafetyCulture user with the same email address.
Click Add Step to continue.
The next step of the Zap will be “Share Audit” from iAuditor by SafetyCulture. This will assign the automatically created audit to our selected SafetyCulture user.
Configure “Share Audit” by clicking the “Audit” option and choosing “Audit ID” which will be available under “(2) Start Audit” from the drop-down.
Next, click the drop-down next to the permission level you wish to provide our selected user (generally View & Edit). Choose “ID” which will be available under “(3) Find User”.
In this example, we also want to provide an ‘all-seeing’ group within the user’s organisation to have View, Edit & Delete access to the audit too.
Under “View Edit Delete” we have clicked the “Recipient Group” dropdown and then selected “SuperAdmin”.
Configuring “Share Audit” is now done and testing this step would actually share the audit to our selected user and group.
Click Add Step to continue and configure an email notification.
Configuring the email notification requires another step in the Zap. Choose “Email by Zapier” and the “Send Outbound Email” Action.
In the “To” drop-down, choose the email address of the selected user from “(3) Find User”.
Step 14 cont.
The subject has been explicitly set to “Concourse Inspection Due” by typing it in. The template name could have been dynamically populated as an alternative though.
The email “Body” has a mix of typed information and dynamic information. The template name and the template owner will be automatically populated in the email body.
The “From Name” is also being dynamically set using the template’s owner.
After configuring the email settings, you’ll see an example of what information will be added to each email.
The Zap is now complete and can be enabled.