By using triggers you can easily schedule calendar events for employees' onboardings and offboardings -- automatically.
Some examples of these events could be...
- Team lunch for first week.
- Follow-up meeting with HR.
- On-site onboarding sessions.
- First one-on-one meeting with the manager.
- Exit interviews.
Below is a step-by-step guide on how to setup this up using triggers and Zapier.
If you haven't connected your account to Typelane, please refer to this guide.
Creating a calendar event
1. Create a trigger in your journey
Open the journey you'd like to add the trigger to and click New Step > Create trigger.
All triggers need a unique name to help Zapier distinguish it from the others.
Configure the Triggered on time you want the trigger to be sent to Zapier. This works exactly like setting the send time for a message where you select days before/after the first or last day.
Triggers are paused when created so you need to Set it live in order for the data to be sent to Zapier.
2. Create your Zap
Now that we have our trigger set up in our journey we need to head over to your Zapier dashboard to create a Zap.
3. Select your trigger
Zaps work by having a trigger and an action. Search for Typelane and select it as the triggering app.
Click continue and select your Typelane account.
Proceed to select which of the triggers you've created should be used for this Zap. For this, I've selected "Book team lunch" which we created above.
You'll be asked to test your trigger. This will fetch some test data from Typelane.
Click continue to set up your action.
3. Select an action
Now to set up the calendar event. I've choose Google calendar but Zapier is integrated to many different calendar apps.
Select an action event, for this example I chose one that creates a detailed event.
Choose which account and calendar you want to add the event to (a team or company calendar for example).
You can use the data returned by Typelane to formulate title, messages and date of the event. This works similar to how our template tag works in the message editor.
You can use the first day (called Day Zero) or Sent on as the Start and End time of the event. You can modify this date by adding hours
+1d and so on.
More information about adjusting date values.
Now set the attendees using the returned data, such as the manager's and journeyer's email below.
Click continue to review the Zap. You won't be able to test it as it uses test emails so you can go ahead and click Skip test and Turn on Zap.
You're all set and the next time you schedule the journey, a calendar event will be automatically created!