We live in a fast-paced era where the more automated our daily tasks can be the better. Time is of the essence and when it comes to helping your business grow, there is no time to lose. The same applies to an online academy of course. You may be the overseer of your school but we know first hand the variety in numbers and the importance of tasks that come along with it. 

Zapier is an online automation tool that can be connected with your LearnWorlds school, so you can focus on your most important tasks. You can now connect your favorite tools (more than 3000 apps) with your LearnWorlds school and make your job much easier.

In just a few steps we will show you how to connect your Zapier account with your LearnWorlds school. 

Note: We have released a totally new and updated version of our Zapier integration, for more details navigate to our relevant article, under Updated Zapier version.


Connect Zapier with your LearnWorlds school

a Sign In/Up to Zapier

Visit Zapier’s official website and log in to your Zapier account. If you don’t already have a Zapier account you can click on the 'Sign up' button to create one.

b Connect your Zapier account with Learnworlds

Once you have logged in to your Zapier account you should be able to see the top bar menu. From the “My Apps” you can link Zapier with LearnWorlds

Then, when the new page has loaded, type LearnWorlds in the search field and select the LearnWorlds Integration that shows up below in your search results.

You will be requested to log in to your LearnWorlds School account. Simply fill in your LearnWorlds email and password and click "Login". 

When you try to connect your LearnWorlds account with your Zapier one for the first time, a relevant authorization request will pop-up. Select “Authorize” to proceed.

Test the Connectivity 

 You have successfully connected your LearnWorlds account with Zapier. The final touch is to test the connectivity you have just established by clicking the “Test” button.

Once the test has been completed after a couple of seconds, you should be able to see the button change to a green “Success”.

Set up your school's automated tasks

Now it’s time to go ahead and set up your school’s automated tasks!

Let us show you how easy it is to connect your school with really handy applications, so to save yourself time and effort without any external help from a developer. Ready to create your first Zaps?

A Zap is a blueprint for a task you want to do over and over which only needs to be configured once. Zaps usually consist of two parts: the Trigger, i.e. the event upon which the zap is activated, and the Action, i.e. what the zap does.

For example, you can create a zap:

  • so that every time someone buys a course in your school (trigger), you can email them a discount coupon for their next purchase (action)
  • or you can store their details in your CRM system (another action)
  • or you can email your accountant an invoice from your accounting system (yet another possible action).

Task example

So let’s create a simple zap together, from scratch. The zap we are going to create does the following:

[Trigger] Every time a new product is bought.

[Action] Your accountant receives an email with the invoice details.

1 While logged in your Zapier account, click on the orange “MAKE A ZAP” button on the top left.

2First, we need to select the Trigger app for the given automation which is LearnWorlds. So type “LearnWorlds" in the trigger app search field on the right and select our integration once more.

3 Once you click on the LearnWorlds Trigger App you will see four (4) available triggers:

- New Enrollment Purchase - When a user is enrolled to or purchases a paid product.

- New Lead - When a new email lead is captured.

- New User - When a new user is registered.

- New Certificate - When a user is awarded a certificate.

For the sake of this example we will choose the first option for New Enrollment Purchase and then click on “Save + Continue”.

4 On the next screen Zapier will need to verify your LearnWorlds account once more, but you can simply select it and  click on “Save + Continue” since we completed this verification earlier.

5 Zapier will need to use a sample purchase so it can base the current Zap on. In the next step, click on “Test trigger”, choose a test purchase from the list, and press “Continue”.

6 Now it’s time to set the Action App you want. The only thing you need to do is type in the Action app search field the name of the App you wish and select it from the drop-down menu that will appear. 

You can choose the LearnWorlds App and select one of the available actions:

  • Create and Enroll User
  • Enroll in Product
  • Create User

Note: If selecting 'Enroll to Product' you can also specify which course the user will be enrolled to.

Let's see what we could also do by using Gmail as the Action App.

7 Once you have selected the action app, in our case Gmail, you should see its available automated actions. Among the various actions offered, we will choose “Send Email” and then click “Save + Continue”.

8 Next, you will need to also authorize your Gmail account so the automation process can be set correctly. Connect your account, verify the connection when asked and click on “Save + Continue” to proceed.

9 Now it is time to set up the email your accountant will receive once a learner purchases a product from your school. Please note that you can activate or deactivate the “Set up preview” if you want to see an example of the fields or not. In the box “To” you can add your accountant’s email address. Some of the available fields are optional but make sure you fill in the ones required which are the Subject and Body of the email.

Remember to use the available variables that you can find for each field in the relevant drop-down menu.

Below you will see a sample email we created for this example.

Once you are done with setting your email up, scroll to the bottom of the page and select “Save & Continue”.

10 Just like with the Trigger App, the Action App also needs to send test data to ensure the Zap is flawless; choose the “Test & Continue” blue button.

Once your test email has been sent successfully, you can start the automation you have just configured by clicking on “Turn on Zap”.

Create and view Zaps in your LearnWorlds school

Since your school is integrated with Zapier you can easily view and create new Zaps through the platform within seconds.

Just navigate to Settings-Integration-Zapier and 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". Through this window, you will have direct access to the Zap and will be able to follow the steps mentioned in the beginning of the article.

In case you are not sure what kind of Zaps you are able to create, please click here and find out about all of the LearnWorlds integrations available.

Now you can connect hundreds of apps with your LearnWorlds school and watch any tedious and time-consuming task being completed again and again without lifting a finger. 

Note: The LearnWorlds admin account is the only account that is able to connect and manage the Zapier Integration. 

Note: Zapier supports only paid courses and paid bundles and does not support subscriptions, free courses, or private courses. However, if you change an initially Paid course - Private you can override the system since the course will have a price (so in this way, you can use Private courses in Zapier too).