Automate Tasks, Improve Productivity with the EZRentOut and Zapier Integration

EZRentOut now offers a seamless integration with Zapier.  An online automation application, Zapier links two business applications together so if you update information in one, the other gets updated automatically. This enables you to eliminate repetitive time-consuming tasks and increase productivity across your organization. 

Here is a complete guide on how to integrate with Zapier, the benefits of the integration, and the workflows it supports within EZRentOut. 

How the Zapier integration works

Before we discuss how to integrate with Zapier, you should be familiar with these terms. 

Zap: Linking two applications together creates a workflow called a zap. You can facilitate workflows by designing zaps between applications used by your company and EZRentOut. 

Trigger: A trigger is an action that prompts a zap. For example, you want a new asset added to your EZRentOut account every time a new row is created in a linked application such as Google Sheets. Your trigger in this case is the creation of a new row. 

Action: Once a Zap is created, it results in an action. For example, if you created a Zap to add new users to EZRentOut when employees are added to an online database, the action will be users added on EZRentOut.

With the Zapier integration, you can link many business management applications with EZRentOut. You need to define the trigger and action. Now whenever this trigger occurs in the linked application, your EZRentOut app will also get updated automatically.  Currently, the integration provides three actions in EZRentOut:

  • Create a user
  • Create a fixed asset
  • Create inventory 

Here are some common workflows

  • An organization updates new asset and inventory records in Google Sheets and this acts as the primary source of information for their business. When an employee adds a new asset to Google Sheets, it has to be also be done in EZRentOut. They can automate this task by creating a zap between the two apps. 
  • Another business uses an online database for project management. The integration enables auto-population within EZRentOut as assets and inventory are added to the database. 
  • An HR manager uses an online HR database to add new employees. As the HR portal is updated, the integration updates records in EZRentOut.

Here are the steps you need to follow in order to set up the integration: 

How to integrate with Zapier: Getting started

Go to the Zapier site and sign in with your company account. Once you sign in, go to the menu and click on Make a Zap. 

Here you will select the application you want to link with EZRentOut. 

Choose the application and its trigger

As an example, let’s say you want to create assets in EZRentOut directly from Google Sheets. You start by selecting the Google Sheets application. You also have the option of naming the zap accordingly. 

Next, you choose the trigger. As illustrated, we selected a new spreadsheet row as a trigger. This means a new asset will be created in EZRentOut every time a new row is created in Google Sheets.  

Now select the relevant Google Account. 

Once you choose the account, you will be able to select a spreadsheet and the relevant worksheets from Google Drive. When you are done, click Continue. Now you will be prompted to test your trigger and gather data from the spreadsheet. 

Once you have conducted a successful test, the next step is to choose relevant rows from the spreadsheet.  You will be able to see the corresponding columns once you select a row.

Set up the action in EZRentOut

After you have set up the trigger application, you will be redirected to the second application dropdown. Here, enter EZRentOut and select a relevant action. In this case, we choose, Create Fixed Asset. 

Set up the EZRentOut account

Click continue to link to your EZRentOut account. As a first-time user, you will have to enter your EZRentOut subdomain.

Add action details

Based on your chosen action, you will need to customize the action fields. For example, if you want to create a fixed asset in EZRentOut, here the details you will need to provide Zapier: 

Note: Any custom fields that are linked to your selected Group from EZRentOut will be mapped on Zapier.

Note:

  • The asset name is pulled up from the row you selected in GoogleSheets while selecting the trigger.
  • The custom fields visible are based on the group you have picked. 
  • Locations can be added as ID’s in the excel sheet to be imported into Zapier. 

You can now test the trigger. If the test is successful, the newly created asset will appear in your EZRentOut account. 

About EZRentOut

We are a cloud based rental solution that offers businesses seamless rental management. It also comes with a host of other features like asset tracking, maintenance management, a customized webstore, and much more. Try us out today!

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