If you are unfamiliar with Automations in Book That In, watch this intro video first.


This tutorial will guide you through setting up an automation process to transfer booking details from Book That In to MailerLite using Make.com (formerly Integromat). 


By automating this workflow, you can avoid manual data exports and uploads, enabling instant email campaign triggers and streamlined marketing operations.


We'll use Make.com because it offers a free tier with up to 1,000 operations per month, sufficient for many users. The setup can also work with other email platforms or CRMs.


Video Tutorial:




Step-by-Step Instructions

Prerequisites

Ensure you have the following ready before starting:

  1. Book That In Account: Set up with at least one event created.
  2. Make.com Account: Sign up for the free tier if not already registered.
  3. MailerLite Account: Configured with the fields you want to store for your contacts.

Step 1: Set Up a Scenario in Make

  1. Log in to Make.com and navigate to the Scenarios tab.
  2. Click Create a New Scenario in the top-right corner.
  3. A plus symbol (+) will appear in the middle of the screen. Click it to add a Trigger app.
  4. Search for Webhook and select Custom Webhook.
  5. Click Add to create a new webhook and name it, e.g., "New BTI Booking Webhook"
  6. Leave the IP restrictions unchecked and click Save.

Make.comMake.com will generate a unique URL for your webhook. Copy this URL.

Step 2: Configure Webhooks in Book That In

  1. Go to Company Settings in your Book That In account.
  2. Select Webhooks from the right-hand menu.
  3. Choose to trigger a webhook when a booking is made:
    • Paste the URL from Make.com into the webhook field.
    • Save your changes.

Step 3: Trigger and Test the Webhook

  1. In Book That In, create a test booking:
    • You can create a voucher code for 100% off to avoid actual charges.
    • Go through the booking process and complete the test booking.
  2. Return to Make.com and verify the webhook is triggered:
    • The status should change to "Successfully determined" once the webhook receives data.

Step 4: Add MailerLite as the Action App

  1. In your Make.com scenario, click the plus (+) icon next to the webhook.
  2. Search for MailerLite and select it.
  3. Choose the action Create or Update a Subscriber:
    • If the contact doesn’t exist in MailerLite, it will be created.
    • If the contact exists, their details will be updated without duplication.

Step 5: Connect to MailerLite

  1. Click Create Connection in the MailerLite module.
  2. In your MailerLite account:
    • Navigate to Integrations > API.
    • Generate a new API token, name it (e.g., "Make.com"), and copy the token.
  3. Paste the token into the API key field in Make.com and save.

Step 6: Map Fields from Book That In to MailerLite

  1. Use the panel on the left in Make.com to map data from the webhook to MailerLite fields:

    • Email: Map the email field from Book That In.
    • First Name: Map the first name field.
    • Last Name: Map the last name field.
    • Add additional fields like phone number, address, or custom fields as needed.

  2. For dates like last booking date or next booking start date, use the Format Date function in Make:

    • Specify the incoming date format (e.g., YYYY-MM-DDTHH:mm:ss) and the desired format (e.g., DD/MM/YYYY) by entering this:
      date_format(date_parse([DATEFIELD], "M/D/YYYY h:mm:ss A"), "YYYY/MM/DD HH:mm")

Step 7: Test the Scenario

  1. Click Run Once in Make.com.
  2. Create another test booking in Book That In.
  3. Verify the data flow:
    • Ensure the webhook is triggered in Make.com.
    • Check MailerLite for the new or updated contact with correct details.

Step 8: Troubleshooting Tips

  • If data doesn’t appear correctly in MailerLite, review:
    • The webhook payload in Make.com to confirm incoming data.
    • The date formats in your field mappings.
    • Errors in Make.com, which provide details for debugging.
  • Adjust field mappings and test again.

Step 9: Expand the Scenario (Optional)

You can enhance this setup by adding more modules:

  • Add the contact to a specific group in MailerLite.
  • Send booking data to a Google Sheet for tracking.
  • Integrate a text messaging service for automated notifications.

Conclusion

By following this tutorial, you’ve automated the process of syncing bookings from Book That In to MailerLite, streamlining your workflow and enabling timely email campaigns. For further assistance, feel free to contact [email protected].

Happy automating!