- Triggers and actions
- How to make your first Zap
- The catch: how tasks are counted
- What the Free plan does and doesn't include
- Useful first Zaps for a small business
- Tips for Zaps that keep working
- When a Zap stops working
- Using Zapier's AI to build Zaps
- Zapier or something else?
- My verdict
- Frequently asked questions
To use Zapier, create a Zap: choose a trigger app and event, such as a new form entry, then an action app and event, such as adding a row to a sheet. Connect both accounts, test each step, and turn the Zap on. The Free plan allows two-step Zaps and 100 tasks a month.
Zapier connects apps that don't talk to each other, so when something happens in one, something happens in another, without you copying and pasting. Every automation is called a Zap, and every Zap is built from just two ideas: a trigger and an action. Once those click, the only thing to learn is how Zapier counts usage, because that's what catches people out.
Triggers and actions
| Part | What it means | Example |
|---|---|---|
| Trigger | The event that starts the Zap | Someone fills in your website form |
| Action | What the Zap does next | Add them to your email list |
| Task | One successful action | One subscriber added |
How to make your first Zap
- Sign in to Zapier and click Create, then Zap.
- Click the trigger step and choose the app that starts things, such as your form tool.
- Choose the trigger event, such as New Form Entry.
- Connect your account for that app and pick the form.
- Click Test trigger so Zapier fetches a sample entry.
- Click the action step and choose the second app, such as your email platform.
- Choose the action event, such as Add Subscriber.
- Map the fields: tell Zapier which part of the form goes into which field, like email to email.
- Click Test step, check the result in the second app, then Publish to turn the Zap on.
The catch: how tasks are counted
On the Free plan you get 100 tasks a month. A task is counted each time an action step runs successfully. Triggers and filters don't count. That sounds generous until a Zap fires on every new email or every row change, and your 100 tasks are gone in a day. Before you switch a Zap on, think about how often its trigger happens.
Add a filter step where you can, so the Zap only carries on for the items you care about, such as form entries that ticked a box. Filters don't use tasks, so they're the easiest way to save them.
What the Free plan does and doesn't include
- Two-step Zaps only: one trigger and one action. Anything with more steps needs an upgrade.
- 100 tasks a month.
- Checks every 15 minutes for most triggers, so Zaps aren't instant.
- No Paths, the feature that sends items down different routes.
New accounts usually start with a 14-day trial of a higher plan, so your first Zaps may include several steps. When the trial ends, the account drops to the Free plan and multi-step Zaps stop working. Check your Zaps then, or rebuild key ones as two-step versions.
Useful first Zaps for a small business
- New website form entry: add to your email list.
- New email list subscriber: add a row to a spreadsheet.
- New calendar booking: send yourself a message in your team chat.
- New file in a folder: post a link in a team channel.
- New sale or order: create a task to send a thank-you note.
Tips for Zaps that keep working
- Name every Zap clearly, such as 'Website form to email list', so you know what it does months later.
- Test with real-looking data, not blanks, so field mapping is right.
- Turn on error emails so you hear when a Zap fails.
- Check your Zaps after changing a form or a spreadsheet's columns, because renamed fields break mapping.
- Keep a short list of what each Zap does, in case someone else needs to fix it.
When a Zap stops working
The most common reasons are an expired connection to one of the apps, a changed field name in a form or spreadsheet, or running out of tasks for the month. Open the Zap's history to see the error, reconnect the app account if it's asking for a sign-in, and re-test the step. If you've run out of tasks, the Zap waits until your allowance resets.
Using Zapier's AI to build Zaps
Zapier can also suggest or draft a Zap from a plain description, such as 'when someone books a call, add them to my spreadsheet and email me'. It's a useful way to see which apps and events you'd need. Always open each step it creates, check the field mapping and test it, because a draft that looks right can still send the wrong data to the wrong place.
Zapier or something else?
Zapier is the easiest place to start because it connects to so many apps and the editor is simple. If you need complex automations with lots of steps, or you want to host your own, other tools may suit better. My comparison of n8n and Zapier covers the trade-offs, and my roundup of workflow automation tools looks wider.
My verdict
Start with one two-step Zap that saves you a job you do by hand every week, such as form entries into your email list. Test both steps with realistic data, name it clearly and switch on error alerts. Watch your task count, use filters to avoid wasted runs, and remember the Free plan checks every 15 minutes and drops multi-step Zaps after the trial. If you'd rather hand it over, see how to hire an automation expert.
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Frequently asked questions
What is a Zap in Zapier?
An automation made of a trigger and one or more actions.
How many tasks does Zapier's Free plan include?
100 tasks a month.
Do triggers count as tasks in Zapier?
No. Only successful action steps count. Triggers and filters don't.
Can I make multi-step Zaps for free?
No. The Free plan allows two-step Zaps with one trigger and one action.
How quickly do Zaps run on the Free plan?
Most triggers check for new data every 15 minutes.
Why did my multi-step Zap stop working?
Your trial probably ended and the account moved to the Free plan.
