Zapier - Invite with custom course access
One of the best uses of Zapier automation with Skool is inviting members with custom access to private courses so they have a tailor-fitted experience upon joining your group. This can be convenient for courses you sell à la carte or courses meant for different categories of members.
We know many admins use a CRM platform to mange communities and courses, so for this guide I'll be using Hubspot (popular free CRM) as my "Trigger" app and having Skool send an invite with custom course access to any member added to my contact list. To start, I'm going to click to create a new Zap from my Zapier dashboard:
Important note: at least for the case of Hubspot setup, I needed the fields/categories of my contact list in Hubspot set up in advance for the option to populate those fields to show in the "set up trigger" section of Zapier. A Hubspot contact list typically defaults to name, email address, and a few other standard fields. Before moving to the next step, I adjusted the fields in my list to mirror the data I'd be sending to Skool. You can add fields in Hubspot by clicking on "edit columns" on the contacts page, then "create a property," and once that new property is created, you'll need to go to "edit columns" again and select that new property to add to your contact list. More from Hubspot here:
This is important to make sure your list is formatted correctly especially if you want to get creative with Zapier. For this use case, having the email address you want to send the invite + course access to is the only real necessity:
For reference, my Hubspot list in this example looks like this:
Click continue to set up the details of your action, in this case, which courses this person will get access to after accepting your email invite. Remember - only private courses will show as selectable since public courses are available to any member who joins the group. Click in the box that says "email address (required)" and select the corresponding contact email address taken from your Hubspot list:
For this example, I'm going to give contacts added to my Hubspot list access to my first two Super Parenting courses. Select the first, then you'll see another box appear to select more courses. When I'm done, it looks like this:
My test email looks like this when the user receives it (as will all the invites once the Zap is published):
You also see your published zap is "on" but you can toggle it off at any time:
Now anytime a contact is added to your Hubspot list, they'll get the proper invite + course access email! Note that with a standard Zapier account, the action typically takes about 10-15 minutes so don't be alarmed if potential members don't get instant emails.
For troubleshooting any issues that come up during your Zap build, the most important info to confirm from the Skool side is that your API key and group URL are correct. Typically other issues will stem from the Zapier or third party app side with biggest culprits being:
- Required fields in Zapier not populated (or populated with an incorrect data format)
- Third party app account or list not initially set up to accept all incoming data fields
- General formatting (Skool data did not arrive in your third party app as expected) and requires a little tinkering within the "action" setup portion