We understand that managing schedules effectively can be a critical part of success, especially when you have multiple tasks to delegate across different users and groups. Using integration tools such as Zapier, you can create tasks as events on Google Calendar and set each event to automatically start iAuditor inspections. This can be a great way to automate your inspections based on your organization’s schedules.

This article shows you how to create a Zap to automatically start inspections from Google Calendar events.

Before you begin

You must have a Zapier account on Premium to create Multi-Step Zaps. As the integration requires an iAuditor API token, you must also be on our Premium subscription in order to create the Zap.

This Zap utilizes Google Calendar as the online calendar to trigger new inspections. If your organization doesn’t use Google Calendar as the online calendar, it can be interchanged with other connectors such as Calendly.

Please note, the templates that are available for new inspections are based on the templates, which the account that generated the API token has access to. If you’re an administrator, learn how to assign yourself the “Data Access” permission to have visibility over all templates and inspections in your organization.

Keep in mind that new inspections started from the Zap inherit the template’s inspection auto-sharing settings. Learn how to set up inspection auto-sharing for your templates.

If you run into any errors or have any questions regarding the integration, please contact our customer support team for assistance.

1. Event Start in Google Calendar

  1. Log in to Zapier.
  2. Click “MAKE A ZAP” on the upper-left of the page.
  3. Search and select “Google Calendar” under “1. When this happens …”.
  4. Select “Event Start” from the list of events.
  5. Click “CONTINUE”.
  6. Select your Google Calendar account from the dropdown menu. If this is your first Zap with Google Calendar, click “+ Add a New Account” from the dropdown menu, then sign in to Google and add it to Zapier.
  7. Click “CONTINUE”.
  8. Click the “Calendar” dropdown menu and select the calendar you wish to use and trigger new inspections.
  9. Click “CONTINUE”.
  10. Click “Test trigger” and click “CONTINUE” once an event has been found.

2. Start Inspection in iAuditor by SafetyCulture

  1. Search and select “iAuditor by SafetyCulture” under “2. Do this …”.
  2. Select “Start Inspection” from the list of events, you may need to click “Show more events” to see the option.
  3. Click “CONTINUE”.
  4. Select your iAuditor account from the dropdown menu. If this is your first Zap with iAuditor, click “+ Add a New Account” from the dropdown menu and add your iAuditor account to Zapier with an API token.
  5. Click “CONTINUE”.
  6. Click the “Template Name” dropdown menu to select the template you wish to use for new inspections. Please note that only the 20 most recently modified templates are shown. If the template you wish to use is not on the list, you can make a small modification in the Template Editor, then “Refresh Fields” to find the template. Click “CONTINUE” once you’ve selected the template.
  7. Click “TEST & CONTINUE”. This starts a new inspection using the specified template.
  8. Turn on your Zap to start creating a new inspection for each event on your Google Calendar. We recommend that you also name your Zap on the upper-left corner of the page.

(Optional) 3. Send Email in Gmail

You can add an additional action to notify team members of the new inspection and even create a deep link in the email body to take recipient(s) straight to the inspection on the web app or mobile app.

  1. Click the “+” below the previous action to create a new action.
  2. Search and select “Gmail”.
  3. Select “Send Email” from the list of events.
  4. Click “CONTINUE”.
  5. Select your Gmail account from the dropdown menu. If this is your first Zap with Gmail, click “+ Add a New Account” from the dropdown menu, then sign in to Google and add it to Zapier.
  6. Click “CONTINUE”.
  7. Configure the following fields.
    To: Click the field and specify the email recipient(s) you wish to notify of a new inspection.
    Subject: Click the field and specify the email subject. You can use details from the calendar event and the new inspection in the dropdown menu to create a naming convention. For example, “[1. Summary]: [2. Template Data Metadata Name]”.
    Body: Click the field and specify the email body. Similar to the subject field, you can use details from the calendar event and the new inspection to construct the email body. You can also use the “Audit ID” as part of the new inspection details to create a deep link that can take recipients straight to the inspection on the web app or mobile app. Check out the example below as a reference.

  8. Click “CONTINUE”.
  9. Click “TEST & CONTINUE”. This should send an email to the recipient(s) you specified.
  10. Turn on your Zap to start creating a new inspection and email notify the specified recipient(s) for each event on your Google Calendar. We recommend that you also name your Zap on the upper-left corner of the page.
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