Connect to TracsConnect

Zapier setup has two parts: create a scoped TracsConnect API key, then paste that key into the private TracsConnect app in Zapier.

Pick the capability you need

Before creating a key, decide which Zapier steps this key should be allowed to run.

| Need | Use this Zapier step type | Key capability | | --- | --- | --- | | React when TracsConnect has a matching customer, recent work order, or appointment | Trigger | Read triggers and searches | | Look up a customer, vehicle, work order, or appointment for a later Zap step | Search | Read triggers and searches | | Create a customer or appointment from another app | Action | Safe create actions | | Test internal REST Hook delivery | Hidden/internal trigger support | REST Hooks beta |

Most beta Zaps should start with Read triggers and searches only. Add Safe create actions only when the Zap really needs to create a TracsConnect customer or appointment.

Before you start

You should have:

• A TracsConnect dashboard account that can manage integrations
• The Zapier beta feature enabled for your tenant
• The private Zapier app invite URL from your rollout contact
• A Zapier account for the person who will own the beta Zaps
• A test shop and sample customer, vehicle, work order, or appointment data

Step 1: Open Zapier in TracsConnect

In TracsConnect

Sign in to the dashboard, open Connections, and select Zapier.

If the Zapier card is not visible, the beta feature is not enabled for your tenant yet. Ask your rollout contact to confirm integrations.zapier is enabled.

Step 2: Create a Zapier API key

Enter a label that identifies the Zapier account or tester. Select the shops this key may access.

Choose capabilities:

• Read triggers and searches allows New Customer, New or Updated Work Order, New Appointment, Find Customer, Find Vehicle, Find Work Order, and Find Appointment.
• Safe create actions allows Create Customer and Create Appointment.
• REST Hooks beta allows the private app’s visible triggers to subscribe for event delivery. Zapier may still use recent-record polling during setup and testing.

Click Create key.

Step 3: Copy the one-time key

TracsConnect shows the secret one time. Copy it before closing the setup window.

If you close the window before copying the secret, rotate the key and copy the new value. TracsConnect cannot show the previous secret again.

Step 4: Open the private Zapier app

In Zapier

Use the private invite URL from your rollout contact. Accept the invite in the Zapier account that will own the beta Zaps.

The TracsConnect Zapier app is not public in Zapier search. If you do not use the invite URL, you may not see it in the Zap editor.

Step 5: Connect your TracsConnect account in Zapier

When Zapier asks for the TracsConnect API key, paste the one-time key from the dashboard.

Zapier tests the connection against TracsConnect. A successful test confirms the key is valid, not revoked, scoped to at least one shop, and allowed for the beta tenant.

Step 6: Build a small test Zap

Start with one trigger, search, or create action. Pick a shop, test with a known customer or appointment, then turn the Zap on long enough to produce a successful Zap run.

Good first tests are:

• New or Updated Work Order to send a message or create a task in another Zapier app.
• Find Customer followed by Create Appointment to book a known customer and vehicle.
• Create Customer from a form submission that includes a phone number and first or company name.

Do not scale beta Zaps to production traffic until every Zap you plan to use has a successful live run and the rollout owner has reviewed the result.

Key rotation

Create one key per Zapier account or beta tester. Rotate the key when ownership changes, when a secret may have been exposed, or before moving from beta smoke tests to production-like use.

After rotating, update the connected account in Zapier with the new secret before revoking the old key.