➤ Product: OfficeRnD Flex

➤ Who: Admins with the 'Owner' role.

➤ Where: In Zapier. You do not configure anything on the Admin Portal

➤ Availability: Start, Grow, and Scale plans. Essentials plan does not include Zapier.

Without Zapier, your team must manually copy each new member, booking, or invoice from Flex into other tools. The OfficeRnD app in Zapier moves these records between Flex and your other tools. Your team then enters each record one time, in one tool.

In Zapier, the app for Flex is called OfficeRnD. You build and manage every workflow in your Zapier account.

Prerequisites

Before you connect Flex to Zapier, ensure that you have these items:

A Zapier account. You build and run every Zap in Zapier.
The email and password of an organization owner in Flex. Zapier does not accept the account of an admin who is not an organization owner.
An account in each app that you want to connect to Flex. For example, a Mailchimp account for a Zap that adds new members to a mailing list.

How the OfficeRnD app in Zapier works

Every Zap has 1 trigger. The trigger is the event that starts the Zap. After the trigger, the Zap runs 1 or more steps in order.

A Zap can use 3 types of OfficeRnD steps: triggers, actions, and searches:

An OfficeRnD trigger starts a Zap when a record is created or changes in Flex.
An OfficeRnD action creates a record in Flex or changes a booking.
An OfficeRnD search finds a record that already exists in Flex. A later step in the Zap can then use that record's data.

Choose a trigger, action, or search

Each OfficeRnD step type has its own list of events in Zapier. The tables in this section use the event names that Zapier shows.

Start a Zap with an OfficeRnD trigger

OfficeRnD triggers start a Zap when a record is created or changes in Flex. Select an OfficeRnD trigger in the first step of a Zap. A Zap can have only 1 trigger.

Trigger	The Zap starts when
New Member / Member Status Updated	A member is created, or a member's status changes.
New Booking	A booking is created. For a recurring booking, the Zap starts once for each occurrence. The trigger data includes the member email and the resource type.
New Membership	A membership is created.
New Contract	A contract is created. The trigger data includes the contract type.
New Company	A company is created.
New Opportunity	An opportunity is created.
New Event	An event is created.
New Invoice	An invoice is created.
New Visitor Check-In	A visitor checks in.
New Post	A post is created.
New Ticket	A ticket is created.

Write to Flex with an OfficeRnD action

OfficeRnD actions write data to Flex. Every OfficeRnD action creates a new record, except Update Booking. Update Booking changes an existing booking.

Action	What the action does in Flex
Create Member	Creates a member.
Create Opportunity	Creates an opportunity for a new member. The action can also create a new company.
Create Company	Creates a company.
Create Event	Creates an event.
Create One-Off Fee	Creates a one-off fee for a member or a company.
Create Membership	Creates a membership for a member or a company.
Create Booking	Creates a booking for a resource.
Create Post	Creates a post.
Update Booking	Changes an existing booking. You identify the booking by its booking ID.
Create Visitor	Creates a visitor with a start time, an end time, and a visitor flow.

Find Flex records with an OfficeRnD search

OfficeRnD searches find a record that already exists in Flex. Add a search when a later step needs data from that record. For example, find a company by name before you create a membership for that company.

Search	What the search finds
Find Member	A member, by ID, name, or email.
Find Company	A company, by ID, name, or email.
Find Location	A location, by ID, name, or city.
Find Booking	A booking, by ID or reference. The result includes the member email and the resource type.
Find Contract	A contract.

Connect your Flex account to Zapier

Zapier can use OfficeRnD steps only after you give Zapier access to your Flex organization. You create this connection one time. Every Zap in your Zapier account can then use the connection.

Important: Use the email and password of an admin with the 'Owner' role. Zapier rejects any admin account that is not an organization owner.

You create the connection on the Apps page in Zapier. The Apps page lists every app account that your Zapier account can use.

Log in to your Zapier account.
Go to Connections.
Click Create connection.
Search for OfficeRnD, and select OfficeRnD in the results. Zapier lists the app for Flex under this name.
Enter the email and password of an organization owner. Zapier uses this account to get access to your Flex organization.
Submit the sign-in form. Zapier saves the connection. The connection is displayed under OfficeRnD on the App connections page.

If the owner account administers 1 organization, the connection uses that organization automatically. If the owner account administers several organizations, you select the organization in each OfficeRnD step.

Add an OfficeRnD step to a Zap

The connection gives Zapier access to Flex. To move data, add an OfficeRnD step to a Zap. The OfficeRnD step can be the trigger, an action, or a search.

Important: When you test an OfficeRnD action, Zapier does the action in Flex. For example, testing Create Member creates a real member in your Flex organization. Use test values that you can find and delete in Flex after the test.

Do these steps in the Zap editor in Zapier.

Create a Zap, or open an existing Zap.
Click the step that you want to use for Flex. Search for OfficeRnD, and select OfficeRnD. The step now uses the OfficeRnD app.
In the event list, select a trigger, an action, or a search from the tables in this article. The event decides what the step does in Flex.
In the account field, select the OfficeRnD connection that you created. Zapier uses this connection to get access to Flex.
If the connected account administers several organizations, select the organization in the Organization field. The step uses only that organization's data.
Fill in the other fields of the step. Required fields differ for each event. For example, Create Booking needs a resource, a start time, and an end time.
Click Test step. The test result shows the data that the step reads from Flex or writes to Flex. Check the result to find errors before the Zap runs on real events.
Click Publish. The Zap runs only after you publish it.

Plan around Zap timing and limits

The published Zap now runs on its own. An OfficeRnD trigger doesn't start the Zap the moment a record changes in Flex.

Every OfficeRnD trigger is a polling trigger. Zapier checks Flex for new data on a schedule. Your Zapier plan sets the interval, from 1 minute to 15 minutes. On the Zapier Free plan, the interval is 15 minutes.

The polling delay applies only to OfficeRnD triggers. If another app starts the Zap, an OfficeRnD action runs when the Zap gets to that action.

If a workflow must start within seconds of a change in Flex, use Flex webhooks instead. A webhook sends data to your own server when the event happens. Send Flex events to your server in real time with webhooks →

Recurring bookings start more Zap runs. The New Booking trigger starts the Zap once for each occurrence of a recurring booking. For example, a weekly booking with 4 occurrences starts the Zap 4 times.

Each app in the Available through Zapier collection includes example Zaps with the OfficeRnD triggers and actions for that app. Find a ready-made workflow for the app that you use →

Best practices

These practices prevent errors after changes to an owner account or a connection.

If you change the password of the connected owner account in Flex, reconnect OfficeRnD in Zapier immediately. Until you reconnect, Zaps that use the connection fail with a sign-in error.
If the connected account administers several organizations, check the Organization field in every OfficeRnD step before you publish. An OfficeRnD step with no organization fails with an error.
If you add a new OfficeRnD connection, select the new connection in every OfficeRnD step of each Zap. Then publish each Zap again. A published Zap uses the old connection until you publish the change.

FAQs

Why does my Zap start some minutes after a change in Flex?

Your Zap starts later because every OfficeRnD trigger is a polling trigger. Zapier checks Flex for new data every 1 to 15 minutes, based on your Zapier plan. If a workflow must start within seconds of a change, use Flex webhooks.

Can I connect Flex to Zapier with a Client ID and Client Secret?

You cannot create a new OfficeRnD connection with a Client ID and Client Secret. Zapier's connection form asks only for an email and a password. Existing connections that use a Client ID and Client Secret continue to work. If one of those connections fails, add a new connection with the email and password of an organization owner.

Do my existing Zaps need a new connection after the change to email and password sign-in?

Your existing Zaps do not need a new connection. OfficeRnD moves existing Zaps to the current version of the OfficeRnD app. Those Zaps' fields and connections continue to work.

Why does Zapier show "The connected account must be an organization owner"?

Zapier shows this error because the account in the OfficeRnD connection is not an organization owner in Flex. Only an organization owner can connect Flex to Zapier. To fix the error, reconnect OfficeRnD in Zapier with the email and password of an organization owner.

Why does Zapier show "Organization is required for API v2 requests"?

Zapier shows this error because an OfficeRnD step has no organization. A step needs an organization when the connected account administers several organizations. To fix the error, open the Zap and select an organization in the Organization field of each OfficeRnD step. Then test the steps, and publish the Zap again.

Why did my Zap stop after I changed my Flex password?

Your Zap stopped because the OfficeRnD connection in Zapier still uses the old password. Zapier shows an error that says the email address or password is not valid. To fix the error, go to App connections in Zapier and open the OfficeRnD connection. Click Reconnect, and enter the new password.

Why does one recurring booking start my Zap several times?

The New Booking trigger starts the Zap once for each occurrence of a recurring booking. Each occurrence counts as a separate booking for the trigger. For example, a weekly booking with 4 occurrences starts the Zap 4 times.

Can a Zap change an existing record in Flex?

A Zap can change an existing record in Flex only for bookings, with the Update Booking action. Every other OfficeRnD action creates a new record. To use data from an existing member, company, location, booking, or contract, add an OfficeRnD search step to the Zap.

[Integration] Connect Flex to Zapier

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