Zapier Integration Addon

The Zapier Integration Addon acts as a professional link between Modern Events Calendar (MEC) and Zapier, enabling you to connect your event data with thousands of other popular web applications. By creating automated workflows known as “Zaps,” you can synchronize event details, bookings, and cancellations with external tools like Gmail, Mailchimp, or Google Sheets—no coding required.

Initial Setup

To begin automating your event tasks, ensure your environment meets the necessary requirements and follow these installation steps:

Requirements

• MEC Pro: This addon requires the Pro version of Modern Events Calendar to function.
• Activation: Both Modern Events Calendar and the Zapier Integration Addon must be installed and activated on your WordPress site.

Step-by-Step Installation

1. Retrieve Credentials: Navigate to MEC Settings > Zapier Integration.
2. API Key: Copy your unique API Key provided in this menu. You will need this to authorize the connection on the Zapier platform.
3. Data Format: Note that details for each task are exported in JSON format, ensuring full compatibility with Zapier.

Advanced Optimization Settings

Located within MEC Settings > Zapier Integration, these options allow you to refine how data is transferred and managed during the automation process.

Testing Configuration

• Set Zap Settings with Test Data: Use this toggle during the initial setup of a new Zap. It sends sample data to Zapier so you can map your fields without needing a live booking. Important: Make sure to turn off this option once you have successfully registered and tested your Zap settings.

Data Payload Limits

To prevent server overloads and ensure your data remains within Zapier’s task capacity, you can set limits on the information sent per request:

• Max Attendees: Defines the maximum number of attendee records sent per trigger.
• Max Tickets: Limits the number of ticket types or individual ticket records included in the data transfer.
• Max Event Occurrences: Specifically for recurring events, this limits how many dates are synchronized at once to avoid hitting rate limits.
• Max Terms: Restricts the number of categories, tags, or organizers (terms) pulled during a List Events task.

The Integration Hub (Triggers)

The addon features six primary functions (triggers) that can be used to send data to other apps.

Tasks Overview Table

Task Name	Task Key	Description
New Event	new_event	Triggered when a new event is published.
Modify Event	modified_event	Triggered when an existing event is updated.
New Booking	new_booking	Triggered when a registration is created.
Cancel Event	canceled_event	Triggered when an event is officially canceled.
Event Occurrences	N/A	Provides data for recurring event dates.
List Events	N/A	Compiles a streamlined list of multiple events

Detailed Task Descriptions

1. New Event (new_event) This functionality is activated upon the publishing of an event on your website.
   • Data Processed: ID, Title, Link to event page, Featured image link, Start/End dates, Start/End times, Read more link, More info link, Cost, and Excerpt.

2. Modify Event (modified_event) This functionality is activated upon the modification of an existing event.
   • Data Processed: Captures the same detailed information as a new event, reflecting the most recent amendments.

3. New Booking (new_booking) This functionality is triggered when a new booking is created.
   • Data Processed: Booking ID, Book date, Order time, Event Title, Attendees (count), Price, Price label, Confirmation status, Verification status, and Transaction ID.

4. Cancel Event (canceled_event) This functionality is activated upon the cancellation of an event.
   • Data Processed: Event ID, Title, Link to event page, Featured image link, Start/End dates, Start/End times, Read more/More info links, Reason for Cancellation, Cost, and Excerpt.

5. Event Occurrences Used for recurring events to manage multiple dates.
   • Data Processed: Event ID, Repeat Limits, Start_datetime, and Description.

6. List Events Allows for a streamlined compilation of multiple events.
   • Data Processed: Event Count (default is 5), Paged (page number), and Event Category IDs.

Advanced Event Identification

In many automated workflows, you may need a specific Event ID. Every WordPress post and page is assigned a unique identifier.

• Visual Hover Technique: To find an Event ID, go to the All Events page in the MEC sidebar.
• The URL Preview:Hover your mouse over a specific event. Look at the lower-left corner of your browser; the event URL will appear, containing the unique ID for that event.

Creating Your First Zap

Follow these steps to create an automated workflow:

1. Make a Zap: In your Zapier dashboard, click the Make a Zap button.
2. Choose Trigger App: Select Modern Events Calendar.
3. Select Trigger: Choose a task, such as New Booking.

4. Connect Account: Paste the API Key from your MEC settings when prompted.

5. Test the Trigger: Zapier will pull recent data to confirm the connection is active.

6. Select Action App: Choose where the data should go (e.g., Mailchimp).

7. Select & Set Up Action: Define what happens (e.g., “Add Subscriber”) and map the MEC fields to the action app.

8. Test & Turn On: Run a final test and activate the Zap.

Use Cases (When This Addon is Useful)

• Automated Marketing: Automatically add new attendees to a Mailchimp or ActiveCampaign list as soon as a booking is confirmed.
• Instant Notifications: Send a Slack message or a Gmail alert to your team whenever an event is modified or canceled.
• Real-Time Data Management: Log every registration into a Google Sheet or Airtable for advanced financial tracking.

Situations This Addon May Not Be Ideal

• Importing Data: Currently, this addon focuses strictly on sending MEC data to other apps. It cannot be used as an “Action” to import data from external sources into MEC.
• Instant Real-Time Needs: Due to Zapier’s polling algorithm, there is a 15-minute delay between an event occurring in MEC and the Zap being triggered.
• MEC Lite Users: This addon requires the advanced booking and management features of MEC Pro.

Troubleshooting for Beginners

• Data Sync Delays: If your Zap doesn’t run immediately, wait at least 15 minutes, as Zapier only checks for new requests at this interval.
• API Connection Failures: Ensure the API Key is copied exactly from your settings. Check for any accidental spaces at the beginning or end of the key.
• Missing Real Data: If your Zaps are only showing “Sample” information, check if the Set Zap Settings with Test Data option is still enabled in your MEC settings and turn it off.
• Capacity Limits: If Zaps are failing during high-traffic periods, verify that your Zapier plan has enough task capacity and adjust your Max Attendees or Max Tickets settings downward to reduce payload size.

FAQ