Learn Zapier in 7 minutes: Business & Personal Automation Tutorial For Beginners (2025)

hey it's not and it's Ben and in this video we'll be discussing what zapia is we'll be going over how it works an example walk through it's some popular use cases and finally some Alternatives

all right let's get straight into it so zapia is like a digital system that connects different apps and automates Tas for you it's a no code platform which has a catalog of softwares which you can make talk to other softwares

that are in the zapia catalog origin of the name it comes from API which is a technology that zapa uses to connect apps together API allows two apps to speak to each other then perform specific actions that you set so here's

how it works firstly zap your connection app you already use like Gmail slack Trello or Shopify even if those apps don't normally work together a zap is a workflow that you create it tells zap here what to do automatically when

something happens in one app think of it like a if this happens then do that type of rule so every zap has a trigger trigger is the event that starts the actual zap like a new email arrives in Gmail then you have an action this is

what zapia does after the trigger has happened like sa the email attachment into a Google drive folder it's designed to be easy to set up just a few click so you don't have to be a teag head to actually get things going all right so I'm going to jump into the zapia

platform now this example is going to be a very simple one and we going to make it that every time I get an email with a specific subject line then I want a message to be sent to a specific person in my slap Channel great so when you hop

into zap your platform it will look something like this you'll have on the left hand side ability to create the zap or any of these functions over here through this orange button or if you're under zaps then you can just click on

create over here again again zap is the automation that you will be building then you have tables so tables is a tool for managing data in a table format so similar to spreadsheets then underneath that you have interfaces which allows

you to build custom interfaces for interacting with your data then below that we have three really cool ones we have the chatbot allows you to create AI power chat Bots that on aggressions resolves issues and nurture leads then

below that we have canvas which is the place where your team can visualize the different processes and automate more of the business through AI powered systems and below that we have agents so zapia agents is where you can create AI

teammates going back to zaps we're going to create that example which is again if an email is sent with a specific subject line then I want zap here to pick that up and then message my teammate in slack so to do that we're going to come to

zaps click on create on the top right you're going to say new zap so when you just enter your zap or your automation workflow you'll see that you have co-pilot here this is in beta stage but it's pretty cool what you do is you kind of tell them what you want to do in this

case I want to say send a message to stack once an email is received with a specific subject line then if you type it in here will automatically create the next steps for you but just to show you how to do it manually we're going to come to trigger here trigger is going to

be the thing that happens to then create the reaction so in this case we want it to be Gmail and to recognize a specific subject line so we're going to say the trigger event is new email matching search and below that we're going to say

sign in so we're going to connect the account that we want zappier to read from so once you've connected your account then you're going to click on continue which will take you to the configure stage this is where we're going to set the keyword that we wanted to search for so in this case we're

going to call it zapia video and then we're going to click on continue underneath then it's going to say that you can test the trigger we're first going to build the action then we're going to test it all together to see if it works so we can come down to action and we want the action to send a message

to a specific user in slack so we're going to come down to slack click it and we're going to say the action event is to send a direct message so you can click on it there same as connecting the Gmail we're going to connect our slack account so click on sign in click on

allow and then you'll see that your account has been connected once you click on continue then you have the ability to configure what you want the action to actually do so in this case we want to send a private message Mage and then we have the option to choose who

the private message is being sent to so in this case I'm going to send it to Kon I'm going to say the message is hey we are testing a zapia action then you'll see that you have many other additional options like sending it as a box I'm

going to say no and then I'm going to not include a link to the zap you can adjust it however you like once you're happy click on continue then before we test the actual steps now I just want to send myself an email so that we can have

something that is picked up okay so I just sent myself an email and clicked on test once I did that I'm going to come now to stack to see if the message was now received so I'll see key

and Walker he received a message from myself saying hey we are testing a zapia action that took me less than 2 minutes to set up so it is really simple but you also had options to customize it more or make it do more actions if you wanted it

to do that but then also complet a variety of other different actions possibly even in different softwares then you just come and click on ADD step and you can choose what you want it to do you'll see you have many different apps here you have over 7,000 apps to

choose from then you also have different tools on the side here like making it go down different parts or or formatting something in a specific way as well as filtering coding looping or whatever it may be okay so that was a very simple

example but you can start to understand the power that it has and how simple it is to create it for your personal or your business operations I would say it is generally more used for businesses if you can use it for whatever you want in

personal life could be to automate fly checkin or email summarizer and zaping it to open AI weather notifications Via SMS or to save email attachments to Dropbox or one drive for easy access and

popular used cases for business businesses are usually to notify a slack Channel when a new customer place an order in Shopify for example to create tasks in trailer orer from new emails or

to automatically add new Facebook lead ads to a CRM like Salesforce or HubSpot zapia is popular because it handles tasks that people and businesses do all the time it allows you to complete repetitive tasks that you otherwise

would need to have an actual person to do and actually making it more efficient and doing it at a fraction of the cost so there is a couple of good Alternatives as well you have make which is for the integrad which was known for

its Visual workflows and advanced customization options you have pabbly connect which is a more cost- effective option with unlimited workflows in higher tier plans then we have go high level it is focused more on Market

agencies combining automation with CRM and client management tools high level is a great option if you want an all-in-one solution CRM that includes zapia star workflows it's worth checking

this video out to find out more zapia is best for small to mediumsized businesses looking for ease of use does the support more than 7,000 apps whereas pby and the other alternatives are cheaper that have

less apps that you can connect with high level eliminates tools like zapia many times over because of how much you can do internally everything is built to Branch off to other internal features and with high level you don't have to glue multiple softwares together so it

breaks less and it's more efficient and with automations in zapia is just a matter of time before they break for some reason here you have it zapia is a super powerful tool a lot of flexibility and watch you can achieve and simple enough to do yourself they do now also

have ai functionality which will help you in the creation process of your zaps or your workflows but having to understand everything yourself you can just kind of tell what you wanted to do and it will give you a pretty accurate workflow implemented you can then go

adjust the settings to customize the workload further I would recommend not to just jump straight into it and try and build something on the spot but rather first identify new business operations first that are manual or taking up a lot of time and then working

backwards to automated in zapia also do really recommend looking into high level if you want an in-house platform that covers everything that you would need to run a business including automation feature with unlimited workflows build

and check out this video to see what that's all about