Who this is for: studio operators (admin panel) · Plan: Premium · Product: Podyx V2
Zapier connects Podyx to thousands of other tools without anyone writing code. If you already run your studio through a spreadsheet, a CRM, Slack or an email platform, this is how Podyx starts talking to them.
ℹ️ Zapier and API integrations are Premium plan features. On Essential they are not available. See plans and pricing.
🔑 Start here: add Podyx to your Zapier account
Podyx is not listed in Zapier's public app directory. Searching for "Podyx" inside Zapier will not find it, and this is far and away the most common reason people get stuck before they have built anything. You need an invitation link first.
Open that link while you are signed in to the Zapier account you actually want to use. Once you accept the invitation, Podyx behaves like any other Zapier app: search for it when you build a Zap and it will be there, with all its triggers and actions available.
💡 The invitation is tied to the Zapier account that accepts it. If your studio shares one Zapier workspace, accept it on that account rather than a personal one, or your colleagues will not see Podyx when they come to build their own Zaps.
Everything below assumes you have accepted the invitation and can see Podyx inside Zapier.
🎥 Watch the walkthrough
Video walkthrough coming soon.
🔧 Where to find it
Studio Settings → Integrations
⚡ Triggers: when something happens in Podyx
Start a workflow when a booking is created, updated, cancelled or rescheduled. Each event identifies the individual session involved, not just the overall order, so your Zaps can act on exactly what changed:
Reschedule events include only the session that actually moved, with its old and new time — not every session in the order.
Cancellation events tell you whether the whole order was cancelled or just a single session.
All payloads use public booking identifiers, so you can match them to records in your other tools without needing to work around internal IDs.
Booking dates are sent in your studio's date format — the same format you have set in your studio settings — rather than a fixed day/month/year order. If your Zaps feed a spreadsheet or CRM, dates will now match what you expect.
Start and end timestamps give the session's real time. These were previously shifted by your studio's UTC offset, so bookings could arrive in connected tools an hour late during UK summer time. They are now correct.
Booking payloads now include the answers to your booking form. Whatever the client told you when they booked arrives with the booking itself, so a Zap can route or tag a session on what they actually said — the podcast name, the number of guests, the kind of shoot — without a second lookup to fetch it.
⚠️ If you hand-edited a Zap to correct that hour, remove your edit now. The offset is fixed at source, so a manual correction on top will push your times out in the other direction. Zaps that use the separate booking date, start time and end time fields were never affected and need no change.
Typical uses:
Post new bookings into a team Slack channel.
Add every client to your email marketing list.
Log bookings to a spreadsheet your accountant already uses.
Create a task when a session is cancelled so someone follows up.
Send a first-time client a different welcome email from a returning one, based on their form answers.
🎬 Actions: make Podyx do something
Zapier can also reach back into Podyx to create, cancel or reschedule bookings and manage slot blockers. So a form on your website, or a row added to a sheet, can create a real booking without anyone retyping it.
Helper steps let Zapier list your rooms and services, so building a workflow means picking from dropdowns rather than hunting for IDs.
⚠️ One limit applies through the API as it does everywhere else: a session cannot be scheduled or rescheduled onto a time that has already passed.
⛔ Removing a blocked time that was blocked twice
If the same time ended up blocked twice — easily done when a Zap runs more than once — removing it through Zapier used to fail, and the time stayed unavailable in Podyx even though the Zap looked like it had done its job. That now works: the duplicates are cleared and the time is genuinely freed.
There is one deliberate exception. If the duplicate blocks end at different times, the Zap now returns an error rather than removing both, because Podyx cannot tell which one you meant. Clear those by hand in Blocked Slots.
💡 If you have a Zap that creates blockers, it is worth checking whether it has been quietly making duplicates. Blocked Slots will show them stacked on the same time.
🔒 What an API call is allowed to do
The Podyx API now checks permissions on every action, not only on reads. A customer's credentials reach only that customer's own bookings, payments, bundles and credit history, and a bundle can no longer be obtained through the API without being paid for.
Booking endpoints check that the caller either owns the booking or holds the matching permission. One customer cannot read or act on another customer's booking.
⚠️ If your studio runs its own integration on a staff account, check that account's role now. The role has to carry the permissions the integration actually uses, or calls that worked yesterday will start being refused. This is the single most likely cause of an integration breaking after this release.
⚠️ If you have an integration that calls the booking list with all=true, it returns only that caller's own bookings unless it holds staff permissions. An integration built expecting the whole studio's bookings back will suddenly see far fewer records. If something downstream has gone quiet, check whether the credentials it uses actually carry staff permissions.
⚠️ Refunds for bundles, subscriptions and renewals can no longer be issued through the API. The API refuses them, so an integration that refunds a package payment will start failing rather than quietly refunding. Those refunds have to be done in the CMS instead. Refunding a booking through the API is unchanged and still works as before.
💡 Give an integration's account a role with exactly the permissions it needs and no more. It is easier to widen later than to explain a permission you did not know it had.
🗝️ Regenerating or revoking your Zapier key
Regenerating or revoking a Zapier key now takes effect immediately. There used to be a lag between revoking a key and it actually stopping work; that gap is gone.
This makes revoking a real emergency control. If a key has leaked — pasted into a shared doc, sent to a contractor, left in a tool you no longer use — revoke it and it is dead at once, rather than usable by whoever holds it for a while afterwards.
💡 The flip side is that your own Zaps stop at the same moment. Regenerate a key when you have a few minutes to paste the new one back into Zapier, not in the middle of a busy afternoon.
🧾 Invoice export
You can push invoice data out through Zapier too, which is the easiest route into most accounting tools.
⚠️ Invoice links sent to Zapier are now short-lived. If your Zap files invoices somewhere, have it fetch the PDF straight away rather than storing the link to open later — a stored link will have expired by the time anyone clicks it. The fuller story is in the Invoicing article.
🔧 I cannot find Podyx in Zapier
Nine times out of ten this means the invitation has not been accepted on the account you are currently signed in to. Check three things:
Did you open the invitation link? Podyx will not appear in a Zapier search without it. Use the link in the Start here section above.
Are you on the right Zapier account? If you accepted the invitation while signed in to a personal account and are now building Zaps in a shared workspace, Podyx will be missing. Accept it again on the account you are actually using.
Are you on the Premium plan? Zapier and API access are Premium features, so the integration will not authenticate on Essential.
If Podyx appears but will not connect, check your API credentials in Studio Settings → Integrations and generate a fresh key if you are unsure the current one is still valid. Remember that a regenerated key takes effect immediately, so paste the new one into Zapier before you expect your Zaps to run again.
🧠 Why it matters
No double entry. Bookings flow into the tools you already use.
Automate the admin that quietly eats your week.
No developer required, which matters when you are the whole team.
✅ Summary
Start by accepting the Podyx invitation on Zapier — Podyx is not in Zapier's public directory, so without it you will not find the app at all. Once it is in your account, build one workflow that removes a job you do by hand every week. Booking notifications into Slack or clients into your mailing list are the usual first wins. Booking payloads now carry your booking form answers, so a Zap can route or tag a session on what the client actually told you. The API now checks permissions on every action, so if you run an integration on a staff account, make sure that account's role carries what the integration needs. Bundle, subscription and renewal refunds can no longer go through the API — do those in the CMS — while booking refunds are unchanged. Revoking or regenerating a Zapier key now takes effect immediately, which makes it a genuine emergency control for a leaked key. If your Zap files invoices, have it fetch the PDF promptly, because invoice links now expire. If you previously corrected session times by hand inside a Zap, remove that correction, and if an integration uses all=true, check its credentials carry staff permissions.
Related: Connect Google Calendar · Invoicing · Sessions