a Zap action, an action step or a search action
An action is a step a Zap carries out after the trigger, like creating a ClickUp task or sending an email. Each successful action uses one task.
An action is what a Zap does after it's triggered. Create a contact, update a ClickUp task, send an email, post in Slack. Each one is an action step.
Some actions are searches, like find a contact by email. A good pattern is find or create, which looks for a record first and only creates one if it isn't there.
Each action that runs successfully uses one task. On the Free plan you get one action per Zap. More than one needs a paid plan.
Most Zap problems I fix come down to actions with the wrong fields mapped. A date in the wrong format, an empty field, or a value from the wrong step.
So I map fields carefully, use Formatter to tidy data before it's used, and use find or create instead of create, so the client doesn't end up with duplicates. And every action gets a plain English name, like Create project in ClickUp, so the client knows what each one does.
3 tasks per new client.
Every successful action does. Failed actions don't, and nor do built-in steps like Filters, Paths and Formatter, which need a paid plan.
On Free, one action per Zap. Paid plans run multi-step Zaps with as many actions as the job needs, though I keep them short so they're easy to fix.
A step that looks something up, like a contact by email. A search set to carry on even when nothing's found still uses a task.
I set these up and train your team, in your own ClickUp or Zapier account.
Book a callContact Jack - jack@withtoki.co.uk