How to Create Jobs Using Zapier

This article describes how to create jobs on VROMO using the VROMO Zapier Integration

  1. Setting up the Spreadsheet
  2. Create Job by Site


  1. Setting up the Spreadsheet

    1. In these examples, we use a Google Sheets "New Spreadsheet Row" trigger to take in the job details, however, you may use any other appropriate triggers, such as webhooks, WooCommerce, etc
    2. Create a new Google Forms from your Google Drive
    3. Fill out the form with the following values:
      "Job Name", "Pickup Time", "Customer Arrival Time", "Delivery Time", "Pickup Name", "Pickup Address", "Pickup Latitude", "Pickup Longitude", "Customer Name", "Customer Phone", "Customer Email", "Customer Address", "Customer Address Latitude", "Customer Address Longitude", "Chef Instructions", "Driver Instructions"

      The Latitudes and Longitudes can be left out if you prefer to provide a Google Maps API Key instead.

      The "Chef Instructions" and "Driver Instructions" are optional fields you can rename or remove as you desire. You may add any kind and amount of additional data to a job as you desire and will be visible to dashboard users and drivers.

    4. After creating all the Questions, go to the "Responses" tab, and click the green icon to create an associated spreadsheet for responses
    5. Finally, create test data by submitting the form with reasonable values
  2. Create Job by Site 

      1. Set up a Google Sheets spreadsheet as per Step 1
      2. You will need a Starter tier Zapier account (
      3. Log into your Zapier account
      4. Select "My Zaps"
      5. Select "Make a Zap!"
      6. For the first step, select your trigger. The trigger is the event that tells Zapier something has happened and must be acted on. The trigger should provide the job's data, whether it comes from a webhook, Google Sheets (populated by a Google Form), or any other Zapier Trigger.

        Select Google Sheets for this example
      7. For "Choose Trigger Event", select "New Spreadsheet Row"
      8. Press "Continue"
      9. Select your Google account or sign in to your Google account if prompted
      10. Press "Continue"
      11. Select your Spreadsheet from the first dropdown and your Worksheet within that Spreadsheet from the second dropdown
      12. Press "Continue"
      13. Press "Test & Review". This will take in a row sample from your spreadsheet, therefore, you should have a row or two of sample data
      14. Click "Do this ..." or the "+" to add a new step
      15. Search for VROMO and select
      16. For "Choose Action Event" select "VROMO Formatter"
      17. Press "Continue"
      18. Select your VROMO account or connect your VROMO account by providing your access token
      19. Press "Continue"
      20. Scroll to the bottom where "Job Attr Keys" and "Job Attr Values" can be found
      21. Populate "Job Attr Keys" with the names of your additional information, surrounded by opening and closing quotations, e.g. "Chef Instructions", "Driver Instructions", "Nearby Parking Details"
      22. Populate "Job Attr Values" with the corresponding values from the Spreadsheet, surrounded by opening and closing quotations
      23. Press "Continue"
      24. Press "Test & Continue"
      25. Click the "+" to add a new Action step
      26. Search for VROMO and select
      27. For "Choose Action Event" select "Fetch Site"
      28. Press "Continue"
      29. Select your VROMO account
      30. Press "Continue"
      31. Set the "Site Name" to the name of the pickup location from the spreadsheet, e.g. "Andy's Café"
      32. Set the "Site Address" to the address of the pickup location from the spreadsheet e.g. "10 Fake Street, Dublin, Ireland"
      33. Tick the checkbox for "Create VROMO Site if it doesn't exist yet?"

      34. Ticking the checkbox displays three more fields, "Google Maps Key", "Latitude", and "Longitude".

        VROMO expects either a Google Maps API key or a Latitude/Longitude pair, or both. If you do not have the lat/lon you must provide a valid Google Maps API key

        Copy and paste the Google Maps API key into its field and/or select the Latitude and Longitude from the Spreadsheet

      35. Press "Continue"
      36. Press "Test and Review"
      37. Press "Test and Continue" - This second test is important
      38. Click the "+" to add a new Action step
      39. Search for "Formatter by Zapier"
      40. Press "Continue"
      41. Select "Format" under the "Transform" heading
      42. For "Input", select your Pickup Time from the Spreadsheet values
      43. For "To Format", scroll to the bottom of the options and select "X"
      44. For "To Timezone", select UTC, which should be the default value
      45. For "From Format", scroll to the bottom and select "Use a Custom Value (advanced)".
        You should specify the date format your dates are in your spreadsheet. You can find the table of valid options here
        A common example is "MM/D/YYYY HH:mm:ss".
        This means "Months with a leading zero, forward slash, day without a leading zero, forward slash, four-digit year representation, space, 24 hours hour with leading zero, colon, minutes with leading zero, colon, seconds with leading zero"
      46. For "From Timezone", you should select your matching Timezone. In this example, we will use "America/Los Angeles"
      47. Create a "Formatter by Zapier" step for each deadline you will be adding to the job
      48. Click the "+" to add a new Action step
      49. Search for VROMO and select
      50. For "Choose Action Event" select "Create Job by Site"
      51. Press "Continue"
      52. Select your VROMO account
      53. Press "Continue"
      54. Pair "Job Name" with "Job Name" from the Spreadsheet
      55. For Pickup Site ID, from the "Fetch or Create Site" option, select both "Site ID" and "siteId"
      56. For each deadline, select the corresponding "Formatter by Zapier" output
      57. After completing all, it should look similar to this
      58. Continue matching the fields from the Spreadsheet data
      59. Again we must provide a Google Maps API Key or a Latitude/Longitude pair, or both
      60. For our Additional Attributes (Attr), we select our data from the "VROMO Formatter", pairing Key with Keys and Value with Values
      61. Press "Continue"
      62. Press "Test & Review". The highlighted section shows a successful job creation
      63. At the bottom of the screen or top right, toggle the slider to turn the Zap "On"
      64. The Zapier Integration is now Live!