ShiftCare’s Zapier integration allows you to automate repetitive tasks by connecting your ShiftCare account to other apps (like Gmail, HubSpot, Xero, or Google Sheets) without writing a single line of code.
Using "If This, Then That" logic, you can build automated workflows (called Zaps) that trigger actions across your favourite platforms.
This feature is currently in Beta. To request access to the ShiftCare Zapier app, please email paul@shiftcare.com.
Connecting Your ShiftCare Account
Before you can start building automated workflows, you must accept your invitation and grant Zapier secure access to your ShiftCare data. Follow the steps below to authenticate your account and link the two platforms:
After requesting access, you will receive an email inviting you to use the ShiftCare Zapier app. Click 'Accept Invitation'.
Log in to your Zapier account (or create a new one).
Click 'Accept Invite and Build a Zap'. Once you have accepted the invite, you can begin building your first Zap and securely link your ShiftCare account.
Click 'Create' from the side menu, then select 'Zaps'.
Click on the 'Trigger' (the event that starts the automation) or 'Action' (the event that happens as a result) step to begin setting up your workflow.
Search for and select 'ShiftCare' from the Apps list.
Choose an event from the dropdown menu. See the available list of events below.
Zapier will ask you to connect your ShiftCare account. Click 'Sign In'.
A pop-up window will appear prompting you to enter your Account ID and API Key. Read our Managing API Keys guide to learn how to find your Account ID and generate a secure API Key. Please take note that this can only be done by an Admin user on a Premium or Enterprise ShiftCare plan.
Paste your credentials and click to confirm.
Your ShiftCare account is now securely connected to Zapier and ready to use!
Available Triggers and Actions
When building a Zap, you can use ShiftCare as either the Trigger (the event that starts the automation) or the Action (the event that happens as a result).
Trigger
New Timesheet: Triggers the Zap whenever a new timesheet appears in ShiftCare.
Actions
Add Payment: Records a payment against a ShiftCare invoice.
Create Client: Creates a new client profile (First Name and Date of Birth required).
Create Staff: Creates a new staff member profile (Name and Email Address required).
Reverse Payment: Voids or reverses an existing payment on a ShiftCare invoice.
Update Client: Updates an existing client's details.
Update Staff: Updates an existing staff member's details.
You can also use Zapier to automatically look up specific data in your ShiftCare account to use in later steps:
Find Client: Looks up an existing client by ID (exact match) or name (partial match).
Find Invoice: Searches for specific invoices. You can add filters such as Client, Payment Status, Payment Type, and Date Range.
Find Staff: Looks up an existing staff member by ID (exact match) or name (partial match).
Find Timesheets: Returns timesheets within a specific date window. "From" and "To" dates are required and must be within 31 days of each other. You can also filter by Staff, Approval State, and Location.
Example Workflows
Here are a few examples of how you can use Zapier to automate your daily administrative work:
CRM Syncing: When a new lead signs a contract in your CRM (like HubSpot or Salesforce), Zapier can automatically trigger the Create Client action in ShiftCare.
Payroll Tracking: When a New Timesheet appears in ShiftCare, Zapier can automatically add a new row with the timesheet details into a Google Sheets spreadsheet for your finance team to review.
Staff Onboarding: When a new employee is hired and added to your HR software, Zapier can automatically run the Create Staff action to instantly set up their ShiftCare profile.
For further assistance with Integrating ShiftCare with Zapier, please contact our Support team using online chat when you're logged into ShiftCare or email our Support team at support@shiftcare.com.