Zapier: How To Connect Zapier with Wherewolf – Wherewolf

Note: The Zapier Integration is currently in beta and is subject to change.

Do you want to use your guest data in a 3rd party integration that we don't directly support? Then you might be able to use Zapier. If you're not familiar with Zapier's platform, please have a browse of their product and read the "How it works" article.

Wherewolf supports a Zapier Trigger called "Guest Created/Updated Webhook". When set up, Wherewolf will send data to Zapier every time a guest waiver is created or updated. This allows you to utilize the guest data instantly and pass the data to other software providers that support a Zapier action.

Create a Zap and try it for yourself!

Zap Trigger Configuration

Select Wherewolf from the available apps:
Select "Guest Created/Updated Webhook" for the Event:
Connecting Your Wherewolf account

Next, you'll need to connect your Wherewolf account with Zapier. To do this, you'll need to provide your App ID and API Key. Both of which you can find by clicking on "System Info" on your Dashboard and then copying the values next to "App ID" and "Logged in User's API Key":

Paste these values into the relevant fields when connecting to a new Wherewolf account:

Tip: Do you have multiple Wherewolf accounts? You can create a seperate connection for each of the accounts using the same API Key and each of the unique App IDs.
Guest Properties Whitelist
In order for you to comply with Data Protection acts, it is important that only necessary guest data is shared between services. To allow for this, the trigger requires a "whitelist" of guest properties to be provided:This dropdown allows you to select from a list of guest properties that are in use in your Wherewolf account. You should only select the properties that you require for the Zap to function. For example, if you intend to email the guest, including the activity and date that they visited, you'll only need the "name", "email', "activities" & "lastVisit" properties.

The properties "pool", "id", and "status" will always be included in guest data on top of the guest properties that you select.

If available, depending on your configuration and integration with booking partners, you may find that "bookingId" and "bookingIdDisplay" are not the same. This is because your booking system uses a different internal identification system for interacting with other systems as to what is shown to guests in their emails. The former is often what you need when building automated systems, while the later is often what you want to display to humans.
Testing the Trigger
Click "Test Trigger" to get an example of the data that will be provided. This will help you configure the next steps of your Zap. The "Test Trigger" function will ask Wherewolf to provide the latest guest record that has been created in your Wherewolf account. This may fail if there aren't any existing records with the status "Active", "Checked In" or "Finalised". If this is the case, you'll need to complete a waiver in your Wherewolf account first.

Not all guests have all properties. For example, if you have conditional workflows in your Wherewolf Waiver, the so you may see some empty fields in your test guest.
Configure the rest of your Zap!
From here, you can configure Zapier actions to meet your requirements.

FAQs

Why didn't my Zap didn't trigger immediately?

We're subject to Zapier's Rate limits. If lots of waivers are being created and updated, this limit may be reached. When this happens, Wherewolf will slow down the triggers and will try to send them later if they continue to fail. This may affect the timeliness of your Zaps.

How do I check if Wherewolf successfully sent a guest record to Zapier?

The Zap History should provide details of all zaps that have been triggered. You can even search by guest's details such as name or email to find all Zaps that have been triggered for a particular guest.

If you are looking for a specific guest, and can't find it in your Zap History, the next place to check is your Wherewolf Dashboard. There's two methods of viewing Zapier automations:

Use the Automation Queue to check recently sent automations.
Find can find the relevant guest using search (or daily), click "Edit" and then click on "Automations".

How do I remove a Zap Trigger?

Simply disable the Zap in your Zapier account and the related trigger will be removed from Wherewolf. Other Zaps will remain unaffected.

Can I connect multiple Wherewolf accounts to Zapier?

Yes! Zapier allows you to configure multiple connections for each app. You can set up a connection for every unique "App ID" that is available to your user.

Can have multiple Zaps for each Wherewolf Account?

Yes! Feel free to set up as many Zaps as you want.