Zapier Tutorial Start Automating Social Media, Gmail, and SMS Notifications

You are about to experience an awesome Zapier tutorial showing you how to automate key tasks in your business as a full-time entrepreneur online and a full-time Youtuber. You can subscribe for 3 new videos a day. I find automating key tasks with Zapier is extremely helpful. It’s an essential service that empowers my business and I will show you how to use it right now.

Let’s take a look at Zapier on Zapier.com homepage. The key thing to know with Zapier is which apps integrate with Zapier, for example, Twitter, Facebook, Airtable, Thinkific, etc and then to know what kinds of workflows you can have that’ll allow you to automate key tasks. For example, I’ll show you on my dashboard some of the things I automate to give you an idea of what this can do.

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I have this automation which is a notification to one of my instructors. When I get an email with a student question on a specific course, he gets a notification automatically via his email. I have an automation set up when someone schedules a call with me on Calendly in my Partner Program is the best place you can have calls with me, I get a text message notification. When someone sends me cryptocurrency on Coinbase, I have an automation set up to get a text message. When someone applies for a call with me for free on my home page then I’ve got automation to add them to my active campaign list and then email Michelle Girard who will decide whether the call is to be allowed or not. I’ve got an automation set up when a new course is published on Thinkific when a user requests on you Uthena to publish a course. I’ve got an email automation set up to send Michelle an email so that he can handle it.

I have my podcast setup that when I get a new episode on my podcast, it automatically comes out as an image tweet on my Twitter profile which is nice. Since I put out a new podcast episode every day, those automatically go to Twitter.

I’ve got several more automation set up like this. I’ve built a ton of automation in the past. I’ve even got one set up every time I have a new YouTube video, it automatically pulls the maximum resolution thumbnail, puts the Youtube link and the title and puts that on my Twitter. And that’s the main thing I tweet on Twitter. That’s how I’ve got 16k+ tweets. I’ll show you some more apps and pricing. You can even use this with teams. You can have the specific people that have assigned roles.

As you can see on the home page, you’ve got a free forever plan but I generally use a premium plan to make everything work.

Let’s look at the pricing and see the different features. You can start for free with 5 zap and 2-step zaps. You might be able to give this a try without paying anything. You might be able to automate something for free. It also has a $20 per month plan and this is the app plan that is right for most of us. I imagine you can run 20 different automation. You can do multi-step zaps and you can do the premium apps. I’m on the teams and companies. I can add anyone that’s on my team to do specific automation. I can have specific folders that are just for team members that way, for example, I don’t have to share my phone number with anyone I have an automation partner with.

If you click on “All Features”, you can see different times that zaps run. A Zap is a software or a little piece of code that runs at a certain interval and automates the tasks for you. Every 15 minutes on the free plan in the start Zap runs. I run for every five minutes though because if I want to check if there’s a new podcast episode for me every five minutes and then as soon as it runs, it goes from there. The key thing to know what Zapier is this task per month. This is what you want to pay attention to and consider with your automation because the free plan especially you can only have a hundred different successful automation a month. For example, you could send a hundred automated emails with it or you could publish a hundred automatic YouTube videos but that’s once you’ve reached that limit you have to pay for more. On the one I’ve got, I can run up to 50k Zap per month which is great with all the different possibilities I have. I needed to upgrade. The first upgrade I needed to make was because I was using too many tasks on my plan.

Let’s look at some of the apps and look at how you can automate different things. The key with Zapier is, you must have your app within the available apps. If you’re trying to use something that doesn’t have an app on Zapier, then you can’t automate it with Zapier which is limiting and however, they are building more. You also sometimes can work your way around if there’s, for example, a webhook within the application you’re using, you can use Zapier to pull from the webhook and automate that way. For the most part, I stick to using the apps, for example, Google Sheets, Gmail, Slack, Facebook Ads, ActiveCampaign, Instagram, YouTube, WordPress & more. There are a ton of apps. You do need your app to be on here and if it says premium, you have to have a paid plan to use it. What you can do, you can search for an app, for example, you can search for Facebook here and see which different Facebook options are in here. You can just search for your specific app and see if it’s in here.

Once your app is in here then the key thing is to get know how your app works in automation. What I’ll do is, build a little automation for you. I’ll click on “Make a Zap” show you how this works. The key thing you need to do is to pick an application as your trigger. The first step is you need a trigger application that Zapier will checks every 5 minutes or anything. For example, if you pick Gmail as your trigger then it will use your Gmail account to look for whatever you’ve set it to look for as the trigger and if it finds whatever you’ve set it to look for, then it will run from here. For example on mine, you can set it up and you can do YouTube. I’ve set it up that when there’s a new video on my channel, then what happens is, I pull a new video from my channel. And I pull the title, I pull the video URL and I pull the image and put it into a Twitter tweet. So, I put the trigger as YouTube then on the next application I go pick another app and I pick Twitter. It’s important to know with this that your trigger actions versus the actions you can take after the trigger are significantly different and the actions you’ve got here are limited to the particular app.

On YouTube these when you’re triggering off of YouTube, these are the only triggers you can have. You can have a “New video in Channel, New Video, New Video by search and New Video in Playlist.” These are the only ways to trigger a zap on the YouTube app.

Now, if you switch it to a different zap. If you go back to the first step and you pick a different app. ActiveCampaign has its own set of triggers, for example, you’ve got a contact could be updated. A new campaign starts to send. You can only use the triggers that are built into the app on Zapier.

If you are struggling to find what you need, you also can pick a custom built-in app by Zapier, for example, you can run your code, you can have a specific schedule, you can have an email parser, you can do something like webhooks. If you have a webhook you can do webhook by Zapier and if the application that you’ve got has a webhook, then you can set up a webhook as your trigger and that might work if the application itself doesn’t integrate straight with Zapier.

Once you’ve got your trigger set up then what you can do after you’ve got your trigger set up is you can build your actions in based on your trigger, for example, I’ll have several of my triggers set up on Thinkific. I host my courses on Thinkific and then this is on Uthena. So all these courses on Uthena are currently hosted with Thinkific. We’re getting and working on investor funding to build this into a true platform but right now it’s on Thinkific. One of the main ways I have app setup is when a new order comes in then I have automation set up to do various things based on when a new order comes in.

I’ll go back to my zaps and I’ll show you for example in this podcasts app how it works in detail. What I’ve got on this particulars app is, I have an RSS feed as the trigger then what I’ve done is I’ve put the URL, the RSS feed to my anchor.fm podcast and then it has a step you go to test this step. This will make sure it’s pulling in some samples and that makes sure it’s triggering. Then in the next step of this, I have Twitter and I’ve selected to create an image tweet as the action I want to take.

I’ve got my Jerry Banfield Twitter connected then what I’ve got is, I pull in the tweet content. This is how you make it look how you want to do. What you do when you’ve got these set up, you have these custom fields that are pulled directly from your trigger. For example, on this, I’ve got it set up so it pulls the title in from the RSS feed. Then every time I put the same static text afterward that says “is my newest podcast episode at” and then it gives a link to that.

I could also put the link directly to anchor.fm in there and then the key to making this work on Twitter is in the second image field. I’ve got it set up to pull the image straight from anchor.fm and this is where it takes a little bit of a learning curve because each particular application you need to use will have all different fields in here and you need to get to know exactly which one is the correct field.

That’s how you do this automation. So, that’s how I’ve got my Podcast set up automatically to Twitter. I’ll wrap this up by showing you how I do this for my YouTube but to give you another idea of a different automation workflow on this one. I have it set up so there’s a new video on my channel and I’ve got my exact channel ID right and it pulls new videos then the same thing, I’ve got Twitter. I’ve got my Twitter account connected. This took a significant learning curve to figure this out. What I do is I select here out of the fields it gives me. I pick the title out. I type the word “at” and then I put the YouTube URL in there directly.

Now for the image, this was tricky because Twitter would not publish the image just right for me unless I set all of this up perfectly. What I needed to do for this one is pull the max res default image off of this. You can see there are several different thumbnails for this but for it to come out and look good on Twitter without black bars and without having a low resolution, I needed to pick the max res URL on this which is the exact thing from the feed. To do that, you have to upload a custom thumbnail onto the video and if you publish the video without putting a custom thumbnail on it, it won’t have a max res default and it’ll just publish it without a link which stinks. Thus, some of these automation can be a bit tricky to diagnose if they’re not working properly for some reason and this took me months to figure out. You had to every time before you publish the video, upload a custom thumbnail to Youtube or it would just give you no image and then if you do no image, it hardly gets any impressions in the feed.

Thus, there can be some tricky little learning curves to Zapier but the nice thing is, the better you get at learning Zapier, the more you can help out clients with it who may need help with Zapier and you can even educate the clients you already have or the clients you might have and educate them about what the benefits are of automating with Zapier and you could even set this up for them.

I appreciate you watching this entire post with me. I’m Jerry Banfield. I’m a full-time Youtuber. I trust when you also want to see my videos, you will smash that subscribe button on YouTube and turn those notifications on and/or check the video the subscriber feed. Alternatively, if you like to use Facebook, I trust you’ll join us if you haven’t already. As a follower, hit see first in your newsfeed and/or turn those notifications on if you want to see the videos. And finally the grand finale, the Partner Program. If you want to be a full-time entrepreneur online, you will love my partner program. It’s the best support group I’ve seen online for full-time entrepreneurs. We’ve got weekly group coaching calls with me and you’ve got the option for one-on-one calls with me every month or every week. Plus we’ve got a private Facebook group and you get access to all my courses and a few other little perks. You can also follow me on Instagram, Twitter, and Linkedin. I love you. You are awesome. Thank you for being at one of the top 10% who has made it to the end of this post. I imagine I’ll see you again soon.

Love,
Jerry Banfield