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Skedda Integration via Zapier

Owned by Kat Olsheske (Unlicensed)
Last updated: Apr 17, 2024 by Chad Fay
5 min read

Integrate Skedda with Avigilon Alta and Google Calendar using Zapier to automatically provide guest access to reserved spaces. 

Prerequisites

  • Active Avigilon Alta subscription: any plan

  • Skedda subscription: requires integrations pack to access their API key

  • Zapier subscription: requires a Professional plan for multi-step Zaps and Paths

  • Google Calendar (if using more than one space with Skedda)

Skedda Setup

Generate an API Key from your Skedda Settings/Integrations; you will need it to set up Zapier.

Openpath Setup

  • Create a new User, Skedda Bot or similar. 

    1. Skedda Bot User must have Portal Access with a Role that gives User Read permissions. You can create a Role just for this Zapier login to limit the exposure to Avigilon Alta to the bare minimum. Set the initial password for this user before using it in Zapier. 

    2. Skedda Bot User must have a valid Cloud Key credential. 

    3. Skedda Bot User must have access to the Entries that correlate to the Skedda Spaces.

 

create a skedda bot user in openpath

 

  • Enable Zapier in the Avigilon Alta App Marketplace, then click the link in the description to enable the Avigilon Alta integration in Zapier. If this step is skipped, you cannot enable Avigilon Alta in Zapier.

 

Zapier Setup

Create Zap #1 - Skedda to Google Calendar

Important Zap Settings:

  1. Skedda Trigger \ Event = New User Booking

  2. Google Calendar Action \ Event = Create Detailed Event

  3. Google Calendar Action \ Summary = include variables for booking, see example:

  4. Google Calendar Action \ Start Date & Time = Skedda Start variable

  5. Google Calendar Action \ End Date & Time = Skedda End variable

 

Create Zap #2 - Send Openpath Guest Pass

Important Zap Settings:

  1. Trigger \ Google Calendar \ Event = New or Updated Event

  2. Action \ Delay by Zapier \ Event = Delay Until = Google Calendar Event Begins (Pretty) <apply offset here, such as -1h to send credential 1 hour before event start time>

  3. Action \ Paths by Zapier - Create a path A (you will have one path for each Skedda Space)

  4. Path Rules \ Only Continue If = <Google Calendar Description>  \ Text (Contains) \ <space name>

  5. Action \ Openpath \ Create Guest Access Link

    1. Description = <Google Calendar - Summary> or similar

    2. Starts At = Google Calendar - Event Begins (Pretty)  <apply offset here, such as -15m to allow guest access 15 minutes before event start time>

    3. Ends At = Google Calendar - Event Ends (Pretty)  

  6. Repeat Action as needed: Openpath Create Guest Access Link - repeat once per door the guest should have access to for this Skedda Space reservation. 

  7. Action \ Email by Zapier \ Send Outbound Email

    1. To = Google Calendar - Attendee Emails

    2. Subject = Your digital key is ready for your reservation (or similar)

    3. Body = include the Web URL for each guest pass you created.

 

Unlocking Multiple Doors for a Single Reservation

If your guest needs access to more than one Entry, you can create a Guest Access Link for each Entry and include both links in your email. 

 

End-User Experience

 

Tips and Notes

  1. Google Calendar is not always required.
    If you only have a single Entry or the same Entries are always being used with Skedda bookings, then you can skip the Google Calendar integration steps in Zapier since this is only used to filter Space name, which correlates to one or more Entries on Openpath.
    IE: All Skedda bookings always give access to the same Entry or Entries.

  2. Use the Clone feature in Zapier to save setup time.
    Save some time on creating steps that are similar by cloning Zapier Paths or Zaps. Edit the clone name and settings as necessary.

  3. Use  ‘Delay by Zapier’.
    Use a ‘Delay by Zapier’ to delay creating and sending the Guest Access email until the day of the booking using Time offsets from the Calendar start time. It is advantageous to only send the Openpath Guest Pass Web URL near the reservation time since the URL cannot be taken back once issued.

  4. Using Time Offsets in Zapier
    When using time offsets in Zapier, to allow access to the entries 15 minutes before the scheduled start time, use the -15m. It is important to include a space between the Start time and the offset value. Learn more about Zapier offsets here: https://zapier.com/help/create/customize/adjust-date-and-time-values-in-zaps

  5. Guests who Cancel their reservation may still be able to gain access
    If the Guest Access link has already been sent to the Guest, it will not be revoked even if the event is canceled. Use the Delay by Zapier feature to only send the guest pass URL near the reserved time (30 minutes prior for example) to reduce the risk of a user having access to the space if they canceled. You can totally eliminate this scenario from occurring if you enforce a 1 hour (or greater) cancellation policy using the Skedda Lock-In Policy.