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
  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", "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 "Job Name" is optional in that it can be set in zapier as a combination of other values e.g. "Order ID - Customer Name"

      "Pickup Time" and "Delivery Time" are optional and can be left out if you do not plan to have deadline timers visible to your dispatchers and drivers 

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

      "Customer Name" and "Customer Email" are optional.

      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.

      Therefore the required fields are "Pickup Name", "Pickup Address", "Customer Phone", and "Customer Address". If you are not using a Google Maps API key all latitudes and longitudes are required.



    4. Note when creating "Pickup Time" and "Delivery Time", select "Date" type, then click the three vertical dots and select "Include Time"


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

      1. Create Jobs 104 (compressed)
      2. Set up a Google Sheets spreadsheet as per Step 1
      3. You will need an appropriate Zapier account (https://zapier.com/pricing). The minimum required is "Starter" tier.
        Note that each tier of account limits the maximum number of "tasks". Each order submitted to VROMO needs between three and six tasks. Therefore, if you do thousands of orders per month you should get the appropriate tier account and optionally adjust the maximum tasks allowed
      4. Log into your Zapier account
      5. Select "My Zaps"
      6. Select "Make a Zap!"
      7. 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
      8. For "Choose Trigger Event", select "New Spreadsheet Row"
      9. Press "Continue"
      10. Select your Google account or sign in to your Google account if prompted
      11. Press "Continue"
      12. Select your Spreadsheet from the first dropdown and your Worksheet within that Spreadsheet from the second dropdown
      13. Press "Continue"
      14. Press "Test & Review". This will take in a row sample from your spreadsheet, therefore, you should have a row or two of sample data
      15. Click "Do this ..." or the "+" to add a new step
      16. Search for "Formatter by Zapier"
      17. For convenience, rename the step by clicking the three horizontal dots in the top right. Give a name such as "Pickup Time"
      18. Select "Date / Time" as the Action Event
      19. Press "Continue"
      20. Select "Format" under the "Transform" heading
      21. For "Input", select your Pickup Time from the Spreadsheet values
      22. For "To Format", scroll to the bottom of the options and select "X"
      23. For "To Timezone", select UTC, which should be the default value
      24. 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"
      25. For "From Timezone", you should select your matching Timezone. In this example, we will use "America/Los Angeles"
      26. Create another "Formatter by Zapier" step for the delivery deadline also
      27. Click the "+" to add a new Action step
      28. Search for VROMO and select. If you cannot find VROMO, directly get your invitation.
      29. For "Choose Action Event" select "Fetch Site"
      30. Press "Continue"
      31. Select your VROMO account or connect your VROMO account by providing your access token
      32. Press "Continue"
      33. Set the "Site Name" to the name of the pickup location from the spreadsheet, e.g. "Andy's Café"
      34. Set the "Site Address" to the address of the pickup location from the spreadsheet e.g. "10 Fake Street, Dublin, Ireland"
      35. Tick the checkbox for "Create VROMO Site if it doesn't exist yet?"


      36. Ticking the checkbox displays five more fields, "Google Maps Key", "Latitude", and "Longitude", "Dispatcher", and "Job Template".

        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


        Now select your Dispatcher and Job Template from their respective dropdowns.

        The Dispatcher will be the default Auto Dispatcher for sites created through this integration.

        The Job Template will be the default Job Template jobs created through this integration have. Job templates define the number of tasks (default is two with no template), constraints like Geo-fencing, required photographs, signatures etc

        These should both be created through the App before assigning them on Zapier.
      37. Press "Continue"
      38. Press "Test and Review"
      39. Press "Test and Continue" - This second test is important
      40. Click the "+" to add a new Action step
      41. Search for VROMO and select
      42. For "Choose Action Event" select "Create Job"
      43. Press "Continue"
      44. Select your VROMO account
      45. Press "Continue"
      46. Pair "Job Name" with "Job Name" from the Spreadsheet
      47. For Pickup Site ID, from the "Fetch or Create Site" option, select both "Site ID" and "siteId". Note: There is a third blank "Site ID" that should not be used.
      48. For each deadline, select the corresponding "Formatter by Zapier" output
      49. After completing all, it should look similar to this
      50. Continue matching the fields from the Spreadsheet data

        Note for Customer Phone Number you must include the Country Code. If your input does not include it, you can hard-code it before the input like the following:
      51. Again we must provide a Google Maps API Key or a Latitude/Longitude pair, or both
      52. For our Additional Attributes, we add a text field for both Keys and Values for each attribute we are attaching to the jobs.

        Type the Keys (name of the attribute) into the text fields.
        Select the Values (in the correct order) from our spreadsheet data.

        We should wrap both the "Keys" and "Values" in opening and closing quotations as seen in the image below
      53. Press "Continue"
      54. Press "Test & Review". The highlighted section shows a successful job creation
      55. At the bottom of the screen or top right, toggle the slider to turn the Zap "On"
      56. The Zapier Integration is now Live!