Make (Integromat) integration guide

In this guide, you will learn:

What Make (Integromat) is
How to create a Make (Integromat) account
How to connect your Make (Integromat) account to BookingKoala
How to create your first Scenario

What is Make (Integromat)?

Integromat, now rebranded as Make, is a versatile automation platform that connects various applications and services, enabling you to automate workflows and increase productivity. It allows users to automate repetitive tasks without the need for coding, making it accessible to both technical and non-technical users. These automated workflows, known as "Scenarios," detect specific events and trigger one or more actions in response.

Scenarios are particularly useful for tasks that require frequent repetition, such as sending reminders to your team or regularly transferring information between apps, like updating a spreadsheet or calendar.

By integrating Make (Integromat) with your BookingKoala account, you can automate various operations—such as adding, canceling, or rescheduling bookings—across connected apps.

Supported Triggers in BookingKoala:

New Booking
Updated Booking
Completed Booking
Charged Booking
Declined Booking Charge
Cancelled Booking
Booking Card Hold
Delete Booking
New Provider
Updated Provider
Deleted Provider
Provider Payout
New Quote
New Rating
New Customer
Updated Customer
New Invoice
Updated Invoice
Invoice Charge

Example: You can set up a Scenario that adds a new customer to your Mailchimp account whenever a customer is added to BookingKoala. Another Scenario can sync the data with your QuickBooks account when a booking is charged. The possibilities for automation are extensive, allowing you to streamline various aspects of your business.

Setting Up a Make (Integromat) Account

If you don’t already have a Make (Integromat) account, you’ll need to create one. Follow these steps to get started:

Visit the Make (Integromat) sign-up page.
You can sign up using Google, Facebook, or GitHub by clicking their respective icons, or you can manually create an account by entering your name, email, and password, and then clicking the "Sign up for FREE" button.
Check your email for a verification message from noreply@make.com and click the "Verify Email" button.
After verifying your email, you'll be redirected to the Make (Integromat) login page. Log in to your account.
Complete the setup by providing additional details such as your role, goals, automation experience, and company size. Click "Get started" to finalize your account setup.

Connecting Your Make (Integromat) Account to BookingKoala

To connect your Make (Integromat) account to BookingKoala, follow these steps:

Navigate to: Settings > General > Apps & Integrations in your BookingKoala account.
Scroll down to the Make section and click the "Click Here" button.
Click the red "Disabled" button to enable the integration.
A confirmation popup will appear—select "Yes." A green notification will confirm that the Make (Integromat) app has been successfully enabled.
Click the blue "Generate API Key" button. This will create a unique key to link your BookingKoala account with Make (Integromat).
Copy the generated API key by clicking the "Copy" button.
Click the "Click Here" link just below the API key box to open the Bookingkoala integration page of Make (Integromat) in a new tab. From this page, log in to your Make (Integromat) account.

Creating Your First Scenario

Click "Create a new scenario."
Select the BookingKoala app and choose a trigger from the following list:
- New Booking
- Updated Booking
- Completed Booking
- Charged Booking
- Declined Booking Charge
- Cancelled Booking
- Booking Card Hold
- Delete Booking
- New Provider
- Updated Provider
- Deleted Provider
- Provider Payout
- New Quote
- New Rating
- New Customer
- Updated Customer
- New Invoice
- Updated Invoice
- Invoice Charge
A popup window will appear—click "Create a webhook" and then "Create a connection."
In the popup window, link your accounts by entering the API key you copied from BookingKoala into the first box and your Bookingkoala account's subdomain into the second box.
- For example, if your subdomain is "demo2.bookingkoala.com", type "demo2" into box 2.
Click "Save" to proceed. Your BookingKoala account is now connected to the Scenario.

Adding Another App

Click the plus sign (+) to add another app or module to the Scenario.
Use the search bar to find the app where you want the action to occur, or select it from the list.
Choose an Action Event that will be performed when the Scenario is triggered. The available actions depend on the functionality of the app you’ve selected.
- For example, to automatically add new bookings to your Google Calendar, you might select "Create an Event" as the action event.
Connect the selected app by signing in to your account. Some apps, like Google, may ask for permission to connect—click "Allow" to proceed.
Fill in the required fields by typing in values manually or selecting them from a list of existing values. These fields may vary according to the chosen app. Once all fields are filled, click "OK."
To finalize the automation, click the "Save" button, then toggle the Scenario’s switch from "Off" to "On".

This Scenario will now automatically execute whenever the specified event occurs in your BookingKoala account.

Details Synced to Make (Integromat)

The following tables contain the specific details that are synced to Make (Integromat). The right column shows an example, while the left column lists the detail's name.

Customer

id	1234
first_name	John
last_name	Doe
company_name	Cleaning with Meaning
primary_email	john_doe@example.com
gender	male
primary_phone_number	1234567890
address	Chicago Avenue
zipcode/postal code	60601
city	Minneapolis
state	Minnesota
apt	25A
note	This is a test note for the customer.
is_new	0/1
tags	[Onetime, Recurring, Important]
other_emails	[john_doe1@example.com, john_doe2@example.com]
other_phone_numbers	[1234586890, 5656434354]
alt_phone_number	7468562544
created_on	02/26/2024
refferal_code	JohnD

Bookings

id	1001
industry	Home Cleaning
form	Form 1
location_type	Service Area/Merchant Location
location	Chicago
zipcode/postal code	60601
service_category	Flat Rate Service
is_service_hourly	yes/no
service_hourly_value	120
frequency	Every 4 weeks
occurrence	onetime/recurring
frequency_repeat_slug	every_4_weeks
created_on	1619674829
booking_date	2021-04-16
arrival_time	15:00:00
day	Friday
tip	$10.30
parking	$5.00
bonus	$7.00
provider_ids	[3, 4]
provider_email	test_provider@example.com
provider_emails	[test_provider@example.com, test_provider2@example.com]
customer_id	544
customer_name	John Doe
customer_first_name	John
customer_last_name	Doe
customer_email	john_doe@example.com
customer_phone	1234567890
tags	[Onetime, Recurring, Important]
address	Chicago Avenue
city	Minneapolis
address_zipcode/postal code	60601
state	Minnesota
apt	25A
key_info	at_home/hidden
key_note	Please be sure to lock the doors when you leave!
key_with_provider	true/false
alert_charge_now	true/false
alert_charge_text	alert! you are about to charge this booking
alert_reminder_admin	true/false
admin_email_reminder_date	2021-04-16
admin_email_reminder_day_before	2
admin_email_reminder_hours_before	4
admin_email_reminder_message	Test reminder message
coupon	$20.00
gift_card	$100.00
referral_discount	$50.00
referral_amount	$20.00
adjusted_price	$150.50
adjusted_time	120
payment_method	existing_credit_card new_credit_card cash
special_notes	This is a test special note.
provider_note	Please check all stuff correctly after cleaning.
booking_note	Take extra care with this booking.
service_total	$115.00
expedited_amount	$50.00
frequency_discount_amount	$10.00
discounted_total	$155
booking_tax	$12.30
service_fee	$10.00
total	$177.30
rating	4.5
review	You did an awesome job!
review_date	1619674829
booking_source	"Staff" if booking is added from admin dashboard by staff member "Admin" if booking is added by admin "Customer" if booking is added by customer "Recurring Booking - Automatic booking added by scheduler" if booking is added by system on booking completion in a recurring schedule
extra_tip	$0
price_adjustment_note	This is a test price adjustment note.
time_adjustment_note	This is a test time adjustment note.
note_from_provider	This is a test note from provider.
bonus_reason	This is a test bonus note.
created_by	10
cancelled_by	Admin / Staff / Customer / Booking - Automatic booking cancelled by system
cancellation_comments	Test comments for cancellation
status	completed / charged / cancelled / declined / unassigned / deleted / upcoming
provider_pay	$20
additional_charge	$20
booking_iso_date_time	2024-05-27T08:00
card_last4_digits	4242
company_name	Test Company
is_first	0 / 1
private_customer_note	This is a test private customer note
pricing_parameter	Id : 4 Name: 2 Quantity: 1
area_parameter	Name: square footage Quantity: 3
partial_cleaning	Name: Full bathroom Quantity: 1
extras	Name: Deep Cleaning Quantity: 1
items	Name: item1 Quantity: 3
after_discounted_total	$345.43
custom_fields	1_1: customField Vlaue
name_id_wise_custom_fields	customField Name: customField value
name_id_wise_custom_fields_price	customField Name: $10.00
custom_fields_obj	Name: customField Name Value: customFieldValue
canceled_bookings	single/all
cancellation_reason	Test Reason
estimated_job_length	01:30
coupon_code	Special20
cancellation_fee	$50.00
provider_cancellation_fee	$10.00
location_id	1
is_new	1
provider_details	Id: 1 Name: test provider Email id: testprovider@dispostable.com Phone number: 3454557676 Amount: $0
total_tip	Tip during booking: $10 Tip after booking: $0
pricing_params_obj	Bathroom: 1 Bedroom: 2
partial_cleaning_obj	Full bedroom: 1

Canceled Booking

All fields from booking trigger +
canceled_bookings	single/all
cancellation_reason	Not at home

Provider

id	1234
first_name	Lisa
last_name	Ball
company_name	Cleaning with Meaning
email_id	lisa_ball@example.com
gender	female
phone_number	1234567890
address	Chicago Avenue
zipcode/postal code	60601
city	Minneapolis
state	Minnesota
apt	25A
note	This is a test note for the provider.
tags	[Onetime, Recurring, Important]
speed	new
category	IC / W2
team_names	[Team1, Team2]
provider_type	Single / Team
status	activated
alt_phone_number	123456789
priority	10
reimbursements	SA

Provider Payout

provider_id	1234
date_sent	2023-03-27
name	Lisa Ball
email_id	lisa_ball@example.com
amount	$20
payment_dates	2023-03-27 To 2023-03-28
tags	[Test, Important]
adjusted_amount	$20
adjustment_reason	Test adjustment reason
payment_method	cash_check
bookings	101, 102
is_adjusted	true / false

Invoice

invoice_number	0019
created_by	Admin
invoice_tip_provider_app_noti	yes
start_date	lisa_ball@example.com
invoice_tip_provider_sms	2024-09-04
frequency	recurring/onetime
invoice_type	custom/bookings
customer_name	Test Customer
customer_email_address	testcustomer@dispostable.com
customer_phone_number	6434565664
customer_company	Test Company
address	Chicago Avenue, Minneapolis, MN, USA
city	Minneapolis
address_zipcode	55404
state	Minnesota
apt	123A
payment_status	Partially Paid/Paid
card_on_file	yes/no
note	Test note
issue_date	2023-12-24
due_date	2023-12-24
payment_method	Card/Cash
invoice_tip_provider_email	yes/no
invoice_paid_customer_sms	yes/no
invoice_paid_customer_email	yes/no
end_date	2023-12-24
send_customer_email	yes/no
send_customer_sms	yes/no
attach_pdf	yes/no
remind_cust_for_invoice	yes/no
invoice_paid_admin_email	yes/no
invoice_paid_admin_sms	yes/no
total_amount	$187
invoice_paid_amount	$95
total_tip	$20
tip_type	Specific tip
divide_combine_tip_with	All Bookings
min_tip_amount	$10
partial_pay_split_in	3 parts
card_last4_digits	4242
tags	[tags1,tags2]
form_parameters	booking_id, service_date, total, industry, frequency, service, extras, custom_section, pricing_parameter, excludes
recurring_schedule_repeat_type	Repeat every 1 month
iso_due_date	3/9/2024 0:00:00
partial_pay_split_percentage	[25%,50%]
billing_emails	[testcust1@example.com,testcust2@example.com]
booking_ids	[1,5,3]
cc_emails	[testcust1@example.com,testcust2@example.com]
reminders	Date: 2023-12-24, Type: on_due
line_items	Item name: item1 Unit: 2 Total: 23
custom_fields	Sub Total: $120 Discount: $5 Total tax: $10
no_of_payments	3
allow_partial_pay	yes
allow_tip_by_customer	yes

NOTE: There are some functions that you can use to format the synced data in Make (Integromat). Here is a link to the article.