Symphona Zapier Integration

symphona zapier integration

Symphona is available on Zapier!

Zapier is a web-based automation tool that helps businesses automate tasks across multiple apps. It’s available to anyone with a Zapier account and doesn’t require any programming knowledge so it’s an easy way for the everyday person to automate their workflows without having to learn how to code. That means more time doing things that computers can’t.

Zapier has over 5000 apps and services that can be connected to streamline workflows. It integrates with the most popular business tools such as Salesforce, Google Drive, Slack, Gmail, and many more. With so many tools available to integrate, you can pick and choose what you use and ditch the ‘all-in-one’ providers who miss the mark. 

Using Symphona in your Zaps saves time across the rostering, communicating and updating of your orchestra. Let’s look at how the Symphona Zapier integration works.

Zapier Set Up

Accessing Symphona on Zapier

Currently, only users with permissions of Admin or higher are allowed to integrate Zapier with their Symphona account. To access the Symphona Zapier integration, you must use the link below. Once you’ve clicked on the link and accepted the invite, you’ll be able to create Zaps using Symphona actions and triggers.

Accessing Symphona on Zapier »


To configure a Zapier connection with Symphona you need to provide 3 details:

  • Your email
  • Your password
  • Your organisation ID (see below)

Finding Your Organisation ID:

1. Login to your Symphona account,

2. In your profile page, search for the organisation you want to authenticate in Zapier.

3. On the details page, the Organisation ID should be clearly visible.

💡 If you want to use Zapier with multiple organisations, you need to create a separate connection for each organisation.

Overview of Actions and Triggers

💡 Many of these actions and triggers below contain support for line items, which allow for the creation of multiple items at once. For example, it’s possible to create a project with multiple calls in the one zap.

You can read more about how line items work here, and how to use them here.

Create Position

This action will allow you to create a new position, with input gained from previous steps. It will also allow you to configure the adding of musical roles, with line item support.

Create Project

This action will let you create a new project, with input from previous steps. You can configure calls, works, and sections here as well, all with line item support. Selecting instruments for sections can be assisted with a drop-down menu if required.

Add Call to Project

This action lets you add a call to a project. You can either specify a specific project from a provided drop-down menu or use a previously obtained project ID.

Roster Player into Section

This action lets you roster players into a specific section. You can search for the section dynamically in this action, or you can retrieve the section ID from a previous step (such as Search for Section in Project by Instrument). When choosing players, you can specify your own position ID, or alternatively dynamically search for players when making the Zap.

Line items are supported here too, allowing for the addition of multiple positions to be rostered in the one Zap.

Search for Project by Name

This action allows you to search for a project by name. The search is not case-sensitive.

Search for Section in Project by Instrument

The action allows you to retrieve a specific section from a specific project given an instrument name. You can use a project ID from a previous step, or search for one when creating the zap. The same applies for the instrument value as well.

This action pairs well with the New Project trigger, as it allows you to retrieve a specific instrumental section whenever a project is created.

New Position Accepted

This trigger will fire when a new user has accepted an invite to join your organisation. This trigger will provide details about the position as well as the user. This trigger is good for starting employee induction workflows, for example.

New Project

This trigger will fire when a new project has been created in your organisation. It will provide details such as the start and end times, as well as the name, series and conductor of the project. Examples including this workflow could include creating a new Slack or discord channel, or possibly performing some automatic rostering functions.

Automating your orchestra

Automating your orchestra can save a lot of time and effort. We’ve put together some workflow ideas to get you started on your automation journey. 

Player Induction Workflows – Save steps when inducting a new player. 

Imagine you are set to have a new player commence with your orchestra, but you’ve got to tell them about their access to the building, add them to the mailing list and get them added to the website. 

With the Symphona Zapier integration, you can set up a Zap to send an email detailing the hours the hours they can access the building, add them to MailChimp and send a separate email to your website administrator all once the player accepts their Symphona invitation. 

Control via Google Calendar Workflows

You’re managing multiple groups of employees, some that need to know call information, some that just need to see leadership and board meetings. Instead of logging into Symphona to put that ‘all hands’ company meeting, simply add it to the Google Calendar and let Symphona add the call for the musicians. 

Delegate Rostering Workflow

Principals are empowered with Symphona, as users with Manager permissions can roster their own section. As an Administrator, this means you can set the Principals to be Managers in Symphona, and use the Symphona Zapier integration to email the Principal each time a project is coming up that needs to be rostered.

Even better? Remind yourself to follow up with Principals that have projects coming up with positions yet to be filled, by adding a calendar event for a couple of days after adding the project. 

Auto-Rostering Workflow

To save time, automate the auto-roster the Principal of each section each time a project with at least one of that instrument is added.

Join us in using Symphona in your Zaps today!