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  • Can I Compile Data from Multiple BeaconCRM Trigger Runs Before Editing a Google Calendar Entry?

I’m wondering if it is possible to essentially collate data from multiple runs of the 1 trigger to then update a Google Calendar event.

We use BeaconCRM, and one of the processes we use it for is tracking workshop bookings that are staff and volunteers run. When we create a new workshop Session in Beacon, I have a Zap setup that a Google Calendar event is created in our team calendar.

Sometimes details on these Sessions change, and so I’ve also setup a workflow trigger in Beacon on the update of the Session record, and then created a Zap to update the Google Calendar event.

The problem comes from the fact that Beacon automatically saves the record after each change is made. So in some instances, we might make a few changes to the one session, therefore triggering the Zap three times, and changing the Calendar event three times. This can cause confusion as then the staff and volunteers for that session get an email notification from the change of the Google Calendar event.

One thought on a fix was to see if I could not notify the event participants, but I couldn’t see an option within the Configure of the Zap to not notify event participants. But maybe that isn’t always the best idea.

Another thought is a way to compile the changes and then only update the Calendar event once.

Is this even possible??

Thanks for your thoughts and insights from a relative newcomer to Zapier :)

 

Hi @TogetherForHumanityAus 

Things to consider…

  • What is the logic for compiling changes?
  • What is the delay for compiling changes?

 

Some apps that may help:

Hi @TogetherForHumanityAus,

I just came across your post here and wanted to check in here to see how you’re getting on. Were you able to follow Troy’s suggestion here?

Please do let us know if you’re still in need of some help on this at all - we’re happy to help further! 🤗

Hi Troy and Ken

Thanks for your suggestions Troy, and for checking in Ken.

I’m trialling these suggestions, I’ve hit a wall with Digest and Storage, and now trying Tables.

One thing I realised I didn’t mention was that there are 6 fields that come from the CRM to make up the calendar event, and so the change to the Session record in the CRM could be in any one or more of those fields. This adds to the complexity of the Zap, having to store a possible 6 fields of information, keep it updated, and then pull it out again. I recently saw the webinar on Tables and I’ve got an inkling then this may be possible.

I will reach out for further help, or let you both know which worked!

@TogetherForHumanityAus

Using Zapier Tables in Zap count as 0 Tasks in Zap Runs.

https://zapier.com/apps/zapier-tables/integrations#triggers-and-actions

Hi @TogetherForHumanityAus,
 
We just wanted to see how everything is going with your Zap. Did Troy's recommendation get the job done? Feel free to reach out if you need further assistance with your Zap. We're glad to address any concerns and assist you.
 
We're looking forward to your response.

 

 

Hi @JammerS 

Thanks for checking in. I haven’t been able to resolve this unfortunately. I started setting up each to send the data to Digest; Storage and Tables, but I couldn’t work out how to then call the data back correctly to update the Google Calendar entry. My concern was knowing how to call up the correct data to update the Google Calendar entry. I’ve spoken to my team whom this would affect, and we’ve decided that it doesn’t happen that often so it shouldn’t cause too much concern.

Thanks for looping back with an update here @TogetherForHumanityAus!

If you have any other questions, please don’t hesitate to reach out to the Community. We’re always happy to help! 🤗

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