In this article, you will learn how to set up an event in your calendar to display tasks, a calendar view of tasks can be helpful as you plan your week (or month).
You can learn more about Onfleet's Zapier integration and triggers in our Zapier 101 Article.
Note: We will be using the "Task Updated" trigger as our example of how to set up the calendar.
To set up your Email Notifications via Zapier, you will need to log into your Zapier account. Once logged into your account, you can select "Create a Zap". You will then search "Onfleet" for the App Event section:
Now you will select the event you would like to trigger the calendar event. You can find a full list of Onfleet's triggers in our Onfleet-Zapier 2.0 blog article.
The trigger you select will be what causes the calendar event to be created, in this example, we use “Task Updated” as the trigger event since we would like a calendar event to be created when the task is assigned to a worker (or the task is updated with this information).
Once you select which Trigger Event you would like, click the "Continue" button. You will now link the event to your Onfleet account, we recommend your organization's administrator account should be used since it will have access to all tasks within your organization.
Now you will test your trigger. This action will find the most recent task within your Onfleet dashboard to pull information for testing your trigger.
Once you are satisfied with your trigger setup, you will move on to the "Action" portion of your Zap. Here you will select your preferred calendar software to create the event in your calendar, in our example, we will be using Google Calendar.
After you have selected your calendar software, you will now select the "Action Event", in this case, we are asking Google Calendar to “Create Detailed Event” so we can view an event on our Google Calendar.
Once you select "Continue" you will be asked to select which account's calendar you would like the event to be displayed in. You may want to create a specific calendar in advance JUST for Onfleet tasks (so you don’t see all of the tasks in your personal calendar). You may also want to create a team view with only the team’s tasks.
Now you will set up your action, this step will require you to select the tags within the Onfleet task to place into your calendar event. These tags and the information included within are from the test task you initially pulled when setting up your Trigger.
We recommend adding the following information:
- Recipient name
- Task description
Ensure you add Start and End times using the “Task CompleteAfter” and “Task CompleteBefore” tags to ensure the task is properly displayed on your calendar.
Once you are satisfied with your email body and actions, you can select the "Test & Review" or "Test & Continue" options.
Testing your Zap
When you test your Zap, you will either see a success message or an error message. If your test is successful you can proceed to turn on the Zap and expect tasks to display as calendar events.
You can update (or assign) any task in your Onfleet dashboard, and within a few seconds should see a calendar event pop up in your calendar.