How to Create a Zap That Sends Google Sheets Data to Avaza’s Schedule Booking

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:

1. Find the matching Avaza project
   
2. Validate that the project and task exist
   
3. Look up the user based on their email
   
4. 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

1. Log in to your Zapier dashboard.
   
2. Click “Create Zap”.
   
   
   
   

Step 2: Set Up the Trigger (Google Sheets)

1. 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 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

1. Add a new row in your Google Sheet with valid data.
   
2. Zapier should automatically run and create a booking in Avaza.
   
3. 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.