Zapier Overview
Aerion's Zapier app lets you wire your Aerion data into thousands of other tools without writing code. Use it to react to changes in your account, look up records, and create or update data from your existing Zaps.
If you're new to Zapier, their Getting Started guide is the fastest way to learn the basics. In short, Zapier connects apps to each other through Zaps — automations made up of a trigger that fires when something happens in one app, plus one or more actions that run in others. Filters, paths, and formatters along the way can branch or reshape the data flowing between steps. Aerion's connector covers both sides: triggers for changes in your account, and actions for finding, creating, and updating records.
The first time you add an Aerion step to a Zap, Zapier will prompt you for the subdomain you sign in at (e.g. mycompany for mycompany.aerion.app) along with your email and password. Zaps run with the permissions of that user, so for anything production-bound we recommend connecting a dedicated utility user rather than a person's account.
Triggers
Triggers start a Zap when something happens in Aerion. All Aerion triggers are polling — Zapier checks for new or updated records on a schedule set by your subscription: every 15 minutes on the Free plan, every 2 minutes on Professional, and every 1 minute on Team and Enterprise. Some other connectors expose instant triggers via webhooks; Aerion does not, so a Zap that starts with an Aerion trigger always runs on the polling schedule above.
| Trigger | Fires when |
|---|---|
| New Project | A new project is created. |
| Updated Project | A project is updated. Also fires on create. |
| New Client | A new client is created. |
| Updated Client | A client is updated. Also fires on create. |
| New Document | A new document is uploaded. |
| New Time Entry | A user creates a new time entry. |
| Updated Time Entry | A user updates a time entry. Also fires on create. |
Searches
Searches look up an existing record by name, ID, or external ID so the rest of your Zap can act on it. Each one can also act as the "find" half of Zapier's Find or Create pattern, paired with the matching create action below.
| Search | Finds |
|---|---|
| Find Client | A client by name, ID, or external ID. |
| Find Contact | A contact by name, ID, or email. |
| Find Project | A project by name, ID, short code, or external ID. |
| Find Documents | Documents attached to a given project, client, or user. |
| Find User | A user by name or email. |
| Find Absence Type | An absence type by label. |
| Find Absence | An absence by ID or external ID. |
Actions
Action steps create or modify records in Aerion. The "Create or Update" steps are upserts: supply the relevant ID to update an existing record, leave it empty to create a new one.
| Action | What it does |
|---|---|
| Create or Update Project | Creates a new project, or updates an existing one when a project ID is supplied. |
| Create or Update Client | Creates a client and an initial contact, or updates an existing client. |
| Create or Update Contact | Creates a contact on a client, or updates an existing contact. |
| Create or Update Absence | Creates a planned or recorded absence, or updates an existing one. |
| Upload Document | Uploads a file and attaches it to a project, client, or user. |
External IDs
Most Aerion records expose an externalId field. When you're sourcing data from another system, set externalId to the source-system identifier on the create step — later Zap runs can then locate the record with the matching Find… search and update it in place, without keeping a separate ID mapping on your side.
When to reach for something else
Zapier is the fastest way to plug Aerion into another SaaS tool. For workflows that don't fit it well — custom logic, batched imports, or read access to objects we don't expose as triggers or searches — the REST API and the MCP server cover the same data with more flexibility.