> This is the Markdown of a Backed Help Centre page, https://admin.backed.giving/help/integrations/zapier.md. Every page is listed at https://admin.backed.giving/help/llms.txt.

> This page uses Backed's default terms, such as Funding Round and Application Template. An organisation may rename them, so read each as your organisation's own term if you've renamed it.

The Backed app for Zapier connects your organisation to thousands of other tools without code. A
Zap can start when something happens in Backed, such as a submitted application, and it can create
or change records in Backed as one of its steps. The app connects with an API Credential your
organisation creates and can delete at any time.

The app is listed in Zapier's directory at
[zapier.com/apps/backed/integrations](https://zapier.com/apps/backed/integrations) when the listing
is live. The `Zapier` card on the `Details` tab of `Settings > Profile and terms`, under
`Automation platforms`, links to it.

## What you can automate

Triggers start a Zap. Each is instant: the Zap runs within a minute of the event.

- `Application submitted`
- `Application status changed`
- `Decision made`
- `Milestone submitted`
- `Payment paid`
- `Registration entity created`

Actions change something in Backed:

- `Create or update registration entity`
- `Add application note`
- `Set application tags`
- `Upload file`

Searches find a record for a later step to use:

- `Find application by number`
- `Find registration entity by ABN or name`

The names in Zapier are fixed. They use Backed's default terms, even where your organisation has
renamed a term.

## Before you start

Create an API Credential for Zapier on the `API Access` tab of `Settings > Profile and terms`: see
[API access](api-access.md). Name it for Zapier, so you can tell it apart on the `Webhooks` tab and
in record history.

Every credential can read, which is all the triggers and searches need. Each action needs a write
scope, and a write scope needs an Administrator under `Acts as`:

| Action                                 | Scope                 |
| -------------------------------------- | --------------------- |
| `Create or update registration entity` | `Write registrations` |
| `Add application note`                 | `Write applications`  |
| `Set application tags`                 | `Write applications`  |
| `Upload file`                          | `Write files`         |

Give the credential only the scopes your Zaps use. Copy its `Client ID` and `Client Secret` when it
is created: the secret is shown once.

## Connect Backed to Zapier

1. In Zapier, add a step that uses the Backed app, and choose to connect a new account.
2. Enter your organisation's host, the address you sign in at without `https://`, such as
   `yourname.backed.giving`.
3. Enter the credential's `Client ID` and `Client Secret`.
4. Save the connection. Zapier shows it under the credential's name.

You can use one connection in as many Zaps as you like.

## Your first Zap

A common first Zap adds a row to a spreadsheet for each submitted application:

1. In Zapier, create a Zap and choose Backed as the trigger app.
2. Choose `Application submitted` and your Backed connection.
3. Test the trigger. Zapier shows a sample application.
4. Add your spreadsheet tool as the action, and map the fields you want.
5. Publish the Zap.

Each submitted application now adds a row within a minute. To get more than the trigger carries,
add a `Find application by number` step and map what it returns.

## What appears on the Webhooks tab

Each trigger a published Zap uses becomes a webhook endpoint on the `Webhooks` tab of
`Settings > Profile and terms`, under the credential you connected with, with a `Zapier` badge.
From there an Administrator can see its deliveries, send a test, disable or enable it, or delete it.

It can't be edited there: change the Zap in Zapier instead. See [Webhooks](webhooks.md).

## Who a Zap acts as

A Zap's actions run as the Administrator the credential `Acts as`, with their permissions and data
access rules, so a Zap can't do anything that Administrator couldn't. Each record a Zap changes
shows the credential and that Administrator in its history.

## When something fails

- **An action the credential's scopes don't allow** fails in Zapier with a message naming the
  missing scope, such as `write:applications`, and changes nothing in Backed. Add the scope on the
  `API Access` tab with `Edit scopes`, then run the step again.
- **The `Acts as` Administrator is disabled.** The credential can still read, so triggers and
  searches keep working, but every action fails until someone chooses another Administrator.
- **The credential is deleted.** Every endpoint it made is disabled at once, so every Zap using it
  stops, and the connection in Zapier stops working. To carry on, create a new credential and
  reconnect.
- **A step ran but Zapier shows an error.** If the connection dropped after Backed made the
  change, replaying the step makes it again, so check the record before you replay an action
  that adds something, such as a note.
- **`Upload file` says the file is still being scanned.** Backed checks every file for malware
  before attaching it. If the check takes longer than about 15 seconds, the message gives an
  Upload ID. To recover that one file, turn the Zap off, set `Upload ID to resume` to it and run
  the step once: Backed attaches the file it already has instead of uploading it again. Then clear
  `Upload ID to resume` before you turn the Zap back on, because while it is set every run attaches
  that same file and uploads nothing. An Upload ID lasts about an hour.

## Turn it off

- **One Zap:** turn the Zap off or delete it in Zapier. Its endpoints are removed from the
  `Webhooks` tab.
- **Every Zap:** delete the credential on the `API Access` tab.

Deleting a Zap's endpoint on the `Webhooks` tab stops its deliveries, but the Zap stays on in
Zapier: turn the Zap off there too.

## See also

- [Make](make.md)
- [Webhooks](webhooks.md)
- [API access](api-access.md)
- [Integrations home](integrations-home.md)