Practical Examples

This guide provides practical, real-world examples of how to use the Dime.Scheduler Zapier connector to automate your scheduling workflows.

Example 1: Create Appointments from Google Calendar Events

Scenario: Automatically create appointments in Dime.Scheduler when events are added to a specific Google Calendar.

Trigger

App: Google Calendar
Event: New Event

Action

App: Dime.Scheduler
Event: Create or Update Item
Item Type: Appointment

Field Mapping

Google Calendar Field	Dime.Scheduler Field	Notes
Summary	subject	Event title
Description	body	Event description
Start Time	start	Start date/time
End Time	end	End date/time
Calendar Name	sourceApp	Use "Google Calendar"
Event ID	appointmentNo	Unique identifier

Configuration Example

Source App: Google Calendar
Source Type: Calendar Event
Job No: [Set a default or map from event]
Task No: [Set a default or map from event]
Resource No: [Extract from event description or set default]
Subject: {{summary}}
Body: {{description}}
Start: {{start_time}}
End: {{end_time}}
Importance: 1

Use Case

This integration is perfect for organizations that book customer appointments through Google Calendar and want to automatically reflect those bookings in Dime.Scheduler for resource planning.

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Example 2: Sync Tasks from Asana to Dime.Scheduler

Scenario: When a new task is created in Asana, create a corresponding task in Dime.Scheduler.

Trigger

App: Asana
Event: New Task

Action

App: Dime.Scheduler
Event: Create or Update Item
Item Type: Task

Field Mapping

Asana Field	Dime.Scheduler Field	Notes
Task Name	shortDescription	Brief title
Task Notes	description	Detailed description
Task ID	taskNo	Unique identifier
Project ID	jobNo	Link to job
Assignee Email	Use to lookup resourceNo	May require intermediate step
Due Date	requestedEndDate	Deadline
Priority	importance	Map to 0-2 scale

Configuration Example

Source App: Asana
Source Type: Task
Job No: {{project_id}}
Task No: {{task_id}}
Short Description: {{task_name}}
Description: {{notes}}
Category: {{project_name}}
Importance: {{priority}} (mapped: High=2, Medium=1, Low=0)
Requested Start Date: {{start_date}}
Requested End Date: {{due_date}}

Pro Tip

Create a lookup table in Airtable or Google Sheets to map Asana assignee emails to Dime.Scheduler resource numbers. Add a "Lookup" step before the Dime.Scheduler action.

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Example 3: Send Notifications When Appointments Are Updated

Scenario: Send an email or SMS notification to the assigned resource when their appointment is modified.

Trigger

App: Dime.Scheduler
Event: Updated Appointment

Action 1

App: Formatter by Zapier
Event: Date/Time Format
Purpose: Convert appointment times to readable format

Action 2

App: Email by Zapier (or Twilio for SMS)
Event: Send Email

Field Mapping

Dime.Scheduler Field	Email Field	Notes
resourceName	To Name	Who receives the email
Look up resource email	To Email	May require lookup step
subject	Email Body	Part of message
start	Email Body	Formatted start time
end	Email Body	Formatted end time
jobName	Email Body	Job details

Email Template

Subject: Your appointment has been updated

Hi {{resourceName}},

Your appointment "{{subject}}" has been updated with the following details:

Job: {{jobName}}
Task: {{taskName}}
Start Time: {{formatted_start}}
End Time: {{formatted_end}}
Location: {{siteAddress}}

Please confirm receipt of this update.

Best regards,
Scheduling Team

Use Case

Keep field technicians, sales reps, or service personnel informed of schedule changes in real-time without manual notification processes.

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Tips for Success

Start Simple

Begin with a single, straightforward integration. Once it's working reliably, add complexity.

Use Clear Naming

Name your Zaps descriptively: "Create DS Appointment from Salesforce Opportunity" is better than "Salesforce to DS".

Test Thoroughly

Always test with sample data before enabling on production data. Use Zapier's test feature for each step.

Document Your Zaps

Keep notes about:

• What the Zap does
• Field mappings
• Any custom logic
• Dependencies on other Zaps

Monitor Regularly

Check your Zap history weekly to catch errors early. Set up email notifications for failed Zaps.

Handle Edge Cases

Consider what happens when:

• Required data is missing
• Dates are in different time zones
• Records already exist
• Related records don't exist

Use Source App and Source Type

Always populate sourceApp and sourceType fields to maintain data lineage:

• sourceApp: The name of the application (e.g., "Salesforce", "Google Calendar")
• sourceType: The type of record (e.g., "Opportunity", "Calendar Event")

This helps track where data originated and enables proper filtering.