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How to send an email notification via Gmail whenever a new coach note is created
How to send an email notification via Gmail whenever a new coach note is created
Sam Samarasinghe avatar
Written by Sam Samarasinghe
Updated over a week ago

As the first step you need to connect Zapier with your Delenta account.

For this example, we will be using the contact notes. All client coach notes are added under each respective client. Now, say we wanted to be notified via email whenever a new note is created.

After connecting your Delenta account and your Gmail account with Zapier, you can create a Zap that makes Zapier regularly look for new records in contacts.

To make a Zap with Delenta, you'll need to log in to Zapier (or create an account). From the home page, click the "Make a Zap!" button.


You'll then be brought to the Zap configuration page. Here is the page where we will set up the trigger and action for our Zap. We recommend taking a moment to name your Zap to keep track of it.

Step 1: Set up the trigger (Delenta)

The first step of any Zap is to set up a trigger. In this case, we would like Delenta to trigger an action (sending an email)—so Delenta would be considered the trigger app. After selecting Delenta as the trigger app, you will be prompted to choose the specific conditions for activating the trigger. In this case, we want the Zap to run whenever a new coach note is created.

The next step is to connect your Delenta account to Zapier (or to select an already connected Delenta account). If you do not already have an API key, you will need to generate an API key, to enter into Zapier. You can find your API key under My Settings > Login & Security

After selecting the appropriate account, you'll then be prompted to configure the trigger-specific setup options. With Delenta as a trigger, we'll need to specify the trigger by clicking the dropdown menu and selecting the appropriate options (in this case, we want the "Create Note").

For the last part of the first step, Zapier will ask you to test your trigger. If everything works, then you'll be prompted to move onto the next step of your Zap.

Step 2: Set up the action

For the second step, you'll be asked to pick an action app. You can pick Gmail or another mail service supported by Zapier. For this example, let's pick Gmail as the action app.

You'll then be asked to select an action for Gmail to take. There are a variety of potential options, but for our purposes, we want to pick Send Email.

The next step is to connect your Gmail account to Zapier (or to select an already connected Gmail account).

After that, you'll need to set up the template for the email. There are several customization options here, but at a minimum, you'll need to specify an email address to which the email notifications can be sent, a subject line, and some body text.

Once you're done creating the email template, click the blue Continue button. Zapier will create a test email for you before you're done completing the step so you can check to see if everything looks good. Make sure you test the action before moving on:

After testing, all that's left to do is to turn on the Zap! Congrats! You've set up email notifications!

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