Do you want to automate your booking process in Avaza by capturing booking data from a Google Sheet? With Zapier, you can easily connect Google Sheets to Avaza and auto-schedule bookings without manual entry.
This article walks you through setting up a Zap that takes a new row from Google Sheets and uses it to create a Schedule Booking in Avaza.
Before you start, make sure you have:
A Zapier account
An Avaza account with suitable role to create schedule bookings
A Google Sheet with the required columns (like User Email, Project Title, Timesheet Category Title, Task Title, etc.)
Below is a step by step guide to create a Zap in Zapier that will read data from a Google Sheet and create schedule bookings in Avaza.
This Zap will reads data from a Google Sheet and uses it to:
Find the matching Avaza project
Validate that the project and task exist
Look up the user based on their email
Create a Schedule booking in Avaza with the correct project, category, task, duration, and notes for that user
Step 1: Create a New Zap in Zapier
Log in to your Zapier dashboard.
Click "Create Zap".
Step 2: Set Up the Trigger (Google Sheets)
Choose App & Event:
App: Google Sheets
Trigger Event: New Spreadsheet Row
Spreadsheet: Select the sheet that holds your booking data.
Worksheet: Select the specific tab within the spreadsheet.
This step starts the Zap whenever a new row is added to the sheet.
Step 2: Search for Avaza Project
App: Avaza
Action: Find Project
This looks up the Avaza project name provided in the Google Sheet.
Step 3: Filter – Project Must Exist
App: Filter
Search: Project Title from the spreadsheet
Ensures that a matching project was found. If not, Zap stops here.
Step 4: Lookup Time Category (Project Category)
App: Avaza
Action: Lookup Project Category
Project ID: From Step 2 will be used here
Search: Project Timesheet Category from the spreadsheet
Gets the correct timesheet category from the selected project.
Step 5: Lookup Task
App: Avaza
Action: Lookup Task
Project ID: From Step 2
Search: Task Title from the spreadsheet
Finds the task under the selected project.
Step 6: Filter – Task Must Exist
App: Filter
Stops the Zap if the task isn’t found.
Step 7: Lookup User by Email
App: Avaza
Action: Lookup User
Email: User email from the spreadsheet
Finds the user based on their email address.
Step 8: Create a Schedule Booking
App: Avaza
Action: Create Schedule Booking
Map fields from your Google Sheet to Avaza’s Schedule Booking fields.
Run a test to confirm a booking is created in Avaza.
Check Avaza’s Schedule tab to confirm the booking appears as expected.
Step 9: Test Your Zap
Add a new row in your Google Sheet with valid data.
Zapier should automatically run and create a booking in Avaza.
Confirm in Avaza’s Resource Schedule view.
You now have an automated workflow that creates Avaza bookings directly from new Google Sheet rows—no manual data entry required.