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How to Use Zapier to Connect your LearnWorlds School with 6000+ Apps

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Zapier is an online automation tool that allows you to connect different apps and automate repetitive workflows. You can now connect your favorite tools (more than 6000 apps) with your LearnWorlds school and make your job much easier.


If you do not already have a Zapier account connected to your school, check this article.

What are Triggers and Actions?

The Learnworlds Zapier app integration offers numerous Zapier triggers and actions so that you can interact with your favorite applications. A Zap (Zapier Task) usually consists of two or more steps. The first is always a Trigger (event) that is fired from the source system, and the following steps are either Search or Actions (would perform an action/creation on the target system). 


The Learnworlds Zapier app has been recently enhanced with many more triggers and actions. Also, the response from LearnWorlds to every step includes much more information about the respective entity: Users, Courses, Products, or Payments. Click here for Zapier's terminology.


Available Triggers and Actions

Below you can find all the available triggers from LearnWorlds towards other apps via Zapier:

TriggersDescription
User Enrolled in Product

Triggers when a user is enrolled in a product (free, paid, or private course, bundle, or subscription).

User Unenrolled from Product

Triggers when a user is unenrolled in a product (free, paid, private course, bundle, or subscription).

New User

Triggers when a new user is registered.
User Updated
Triggers when a user profile is updated.
Assessment CompletedTriggers when a graded or non-graded assessment has been completed.
Learning Activity Completed
Triggers when a user completes a learning activity.
New CertificateTriggers when a user is awarded a certificate.
Course CompletedTriggers when a user completes a course.
New LeadTriggers when a new email lead is captured.
User Previewed a Free SectionTriggers when a user has previewed a free section of a paid course.

Tag Added

Triggers when a selected tag is added to a user.

Tag RemovedTriggers when a selected tag is removed from a user.
New Form SubmissionTriggers when a user fills in a specific form (whether marketing or course-related).
Payment CreatedTriggers when a payment transaction for purchase (including one-off purchase, subscription payment, or installment of a payment plan) is successfully charged. For a subscription or a payment plan, a new transaction is created for every single payment.
Subscription or Payment Plan CanceledTriggers when a user cancels their subscription or payment plan.
Payment Failed

Triggers when a recurring payment has failed (only for stripe installments and subscriptions).

Subscription UpdatedTriggers when a subscription is updated (either planned for cancellation or renewed, or the selected plan has been updated).
New Enrollment Purchase (Legacy)Triggers when a user is enrolled in or purchases a paid product.
New User (Legacy)Triggers when a new user is registered.
New Certificate (Legacy)

Triggers when a user is awarded a certificate.

New Lead (Legacy)Triggers when a new email lead is captured.

The following are all the actions available on LearnWorlds triggered by other apps via Zapier.

Action

Description

Create User
Adds a new user to the school. If a user with this email already exists, this user will be updated. 
Enroll User in Product
Gives the user access to a product: a course (paid, private, free) or bundle. If a user with this email already exists in Learnworlds, this user will be enrolled in the selected product. If not, then a new user will be created and then enrolled in the selected product
Unenroll User From Product
Removes access from a course (paid, private) or bundle for the given user.
Add tags to user
Adds one or more tags to a user.
Remove Tags From User
Removes one or more tags from a user.
Find a user
Searches for a user by email or user id.

Enroll User in Product (Legacy)

Gives the user access to a paid course or bundle.
Create User (Legacy)Adds a new user to the school.
Create and Enroll User (Legacy)Adds a new user and also gives access to a paid course or bundle.


All your pre-existing zaps have been migrated to LearnWorlds, and their functioning will not be affected. They will carry a legacy label. Do not use the Legacy versions of the triggers for new zaps, as these will be deprecated in the future.


Zap filters

If you wish to act on your users based on their enrollment to a specific LearnWorlds product, you can add a filter action. When adding a filter to a Zap, for example, in the Trigger User Enrolled in Product, to add a filter to categorize the Product, you should use the "Product ID" variable + (Text) Exactly matches + "Product ID". For more information on how to find the Product ID in your school, click here.

Remember, when testing a filter, you will need to have an available test user account in your school, enrolled in any product, in order for Zapier to use some samples during the testing process.


Scenario A: If, for example, Zapier has retrieved a test sample from a user account who is enrolled in the Product that you would like to use in the filter, then you will receive the following message "Your Zap would have continued", meaning that since the user was indeed enrolled in the Product, the Zap will continue from the Trigger phase to the Action phase. 

Scenario B: If, for example, Zapier has retrieved a test sample from a user account who is enrolled into a different Product from the one you would like to use in the filter, then you will receive the following message "Your Zap would not have continued". Since the user has enrolled in a different Product, the Zap will not continue from the Trigger phase to the Action phase. 

You can ignore those warnings, as they derive from the test sample, in order to make sure that the Zap has been created with the correct settings.

Zap Example

Learn more about creating a Zap in our respective article: How to Create a Zap (Zap example).

Search Capabilities

The new Learnworlds Zapier integration comes with a Find User Search Action. This will allow you to retrieve the complete user information by email or ID. This is very handy if you need to update your records or need to communicate with the user to inform or promote products to your Learnworlds users. 


For example, you might want to set up a Zap so that every time you receive five-star feedback via Survey Monkey, you can automatically find the learners who left the feedback and email them about an offer to a course or bundle. 


You can check this detailed guide on the Search function of Zapier for more information.


From the above example, it is clear that you may provide more complex scenarios for your Zapier Tasks. For each trigger you set up, you can unlock multiple sequential steps—including actions, filters, and searches!


Filters are another excellent example of how to target a specific audience. For example, you may want to send an email only to the users who have earned a specific certificate. You can achieve that with a filter that only allows proceeding to the next step if the certificate has a specific name. 

View and Use Zaps in your LearnWorlds School

We have created a set of Zap templates that you may browse and access from within your School.


Navigate to Settings → Integrations → Zapieand inspect your Zaps.

When clicking on Use this Zap, a new window will pop up where you can connect to your Zapier Account and Create your new Zap.


If you are unsure what kind of Zaps you can create, click here and find out about all of the LearnWorlds integrations available.

Important Note

Our system offers bulk user actions. You must be careful when using these features. For instance, if you have a zap based on the New User trigger and you use a bulk import to import 20,000 users, that would also result in firing 20,000 zaps on your account, which, of course, will raise your Zapier costs


You may consider turning off the relevant Zaps if you plan to use a Bulk User Action.


The LearnWorlds admin account, or in the case of Multiple Schools, the Organization Owner and Super Admin are the only accounts that are able to connect and manage the Zapier Integration. The other admins possess complete authoring access to the platform, with the sole distinction being that only the LearnWorlds admin can oversee and authenticate the Zapier integration.

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