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Integrations

Connect Your Trakroom Store to Zapier

Zapier connects Trakroom to other apps so you can automate tasks after a sale or free download.

Zapier connects Trakroom to other apps so you can automate tasks after a sale or a free download. For example, you can add each sale to a spreadsheet or add listeners who opted in to your mailing list.

This guide is for producers connecting their own storefront. You do not need to write code or configure webhook URLs yourself.

Before you begin

  • You need a Trakroom store with Zapier & API enabled. Open Dashboard → Integrations to check access. If you see an upgrade notice, the feature is not enabled for your store.
  • You must be the store owner or a store admin to create an API key.
  • You need a [Zapier account](https://zapier.com) and access to the app you want to connect, such as Google Sheets or Mailchimp. Zapier's own plan limits and the other app's requirements also apply.
  • Have a real sale or free-download record in your Trakroom store so you can test the corresponding trigger. A brand-new store may have no records yet.

Useful links:

What is a Zap?

A Zap is an automation you build in Zapier. It has a trigger, which starts the automation, and one or more actions, which do the work in another app.

Example: Trakroom: New Sale → Google Sheets: Create Spreadsheet Row.

An API key is the secret that lets Zapier connect to your store. It is different from the magic link or Google account you use to sign in to the website.

Available Trakroom triggers

The current integration offers these two triggers for new Zaps:

  • New Sale: Starts when a checkout completes and the buyer gets access to their files. Useful for sales records and team notifications. This is a checkout event, not confirmation that your payment provider has paid out to your bank.
  • New Free Download: Starts when a listener claims a free download. Useful for tracking downloads and managing subscribers who explicitly opted in.

Older Zaps may contain New Exclusive Sale (previously Exclusive Sold), New Published Product (previously New Product Published), Find Order, Find Product, or Create Coupon. These steps remain for compatibility but are hidden when creating new Zaps in version 1.2.0. You do not need to rebuild an existing Zap just because its display name changes.

The developer API supports additional events and operations. Their presence in the API documentation does not mean they are selectable steps in the current Zapier app.

Step 1: Create your Trakroom API key

  1. Sign in to Trakroom and open the dashboard for the store you want to connect.
  2. Open Integrations in the dashboard navigation, or visit the Integrations link above.
  3. Find API keys and choose Create key.
  4. Give the key a recognizable name, such as Zapier — Sales spreadsheet.
  5. Copy the key and keep it somewhere private. Trakroom shows the complete key only once.

Never paste your key into a public wiki page, message, screenshot, or shared spreadsheet. If you lose it, create a replacement and revoke the old key. Each key belongs to the store where you created it.

Step 2: Connect Trakroom in Zapier

  1. Sign in to Zapier and create a new Zap.
  2. Choose Trakroom as the trigger app.
  3. Choose New Sale or New Free Download.
  4. In the account step, connect a new Trakroom account.
  5. Paste the API key you created in Trakroom and continue.
  6. Confirm that the connection displays the correct store name.

If Trakroom does not appear in Zapier's app search, the integration may still require early-access access. Contact Trakroom support for the current access instructions. Do not choose an unrelated app with a similar name.

You do not need to paste your website login link into Zapier, enter your Google password, or create a callback URL.

Step 3: Test the trigger

  1. Choose Test trigger in Zapier.
  2. Select a recent record from your store. Trakroom returns up to three recent real records for testing.
  3. Check that the email, product title, amount, and other fields belong to the store you intended to connect.
  4. Continue to the action step.

For New Free Download, create a published product with free downloads enabled, open your storefront, and complete a free-download claim using an email you control. Then test the trigger again.

For New Sale, use a completed checkout that already appears in your store's Orders page. Merely uploading a product, opening checkout, or leaving an unpaid order does not create a completed sale record. Do not make an unnecessary paid purchase just to obtain a sample; contact support if your test store needs help setting up a suitable checkout.

An example shown in the editor is useful for mapping fields, but it is not proof that a live event has successfully run your automation. Perform the live check in Step 6 as well.

Step 4: Choose an action and map fields

  1. Add the app where you want the result to appear.
  2. Choose the action, such as creating a spreadsheet row.
  3. Connect your account for that app.
  4. Select the correct spreadsheet, list, channel, or other destination.
  5. Map Trakroom's fields into the action's fields.
  6. Test the action and check the destination app.

Testing an action can create a real row, add a contact, or send a real message. Use your own test destination while setting up the Zap.

Example: Record every sale in Google Sheets

  1. Create a spreadsheet with columns for Order ID, Date, Buyer email, Products, Amount in USD, Charged amount, and Currency.
  2. Create a Zap with Trakroom → New Sale.
  3. Connect your store and select a test sale.
  4. Add a Google Sheets action that creates a spreadsheet row.
  5. Choose your spreadsheet and worksheet.
  6. Map orderId to Order ID, createdAt to Date, email to Buyer email, and productTitles to Products.
  7. Map amountUsd to Amount in USD. For a readable charged amount, use amountFormatted and currency.
  8. Test the action and inspect the row.
  9. Publish or turn on the Zap.

Understanding the amounts: `amountCents` is the base order amount in USD cents; `amountUsd` is that amount in USD dollars. `amountCharged` is the amount in the charged currency's minor units, and must be interpreted with `currency`. Do not map `amountCharged` into a dollar column without conversion. `amountFormatted` is intended for readable messages.

Keep Order ID in your sheet so you can identify duplicates or match a sale later. The New Sale trigger does not automatically revise an existing row after a refund; review refund reporting separately.

Example: Add consenting free-download listeners to a mailing list

  1. Create a Zap with Trakroom → New Free Download.
  2. Connect your store and load a test download.
  3. Add a Filter by Zapier step before the mailing-list action.
  4. Configure it to continue only when Opted in to emails (`mailingListOptIn`) is true.
  5. Add your mailing-list app's add/update subscriber action.
  6. Map the download's email and, if useful, name and productTitle.
  7. Use an email you control to test both cases: opted in and not opted in.
  8. Confirm that the false case stops at the filter and the true case reaches your test list.
  9. Publish or turn on the Zap.

A free-download claim alone is not marketing consent. Do not infer permission from the presence of an email address. Follow the destination app's consent settings as well.

Example: Send yourself a sale notification

  1. Choose Trakroom → New Sale and connect your store.
  2. Add your preferred notification app as the action.
  3. Choose a private channel or your own notification destination.
  4. Build a message using productTitles, amountFormatted, currency, and orderId.
  5. Test it, check the destination, and turn on the Zap.

Avoid including customer email addresses or names in a public channel.

Step 5: Turn the Zap on

  1. Give the Zap a clear name, such as Trakroom sales → Sales sheet.
  2. Publish or turn it on in Zapier.
  3. Return to Trakroom → Dashboard → Integrations.
  4. Look under Connected automations for the subscription.
  5. Confirm it is marked Active.

Zapier registers the webhook automatically. You can have more than one Zap listening for the same kind of event. An Active badge means the subscription is enabled; also check that the API key is valid and your store still has integration access.

Step 6: Verify a new event end to end

  1. While the Zap is on, complete a new event of the selected type in your store.
  2. Open the Zap's run history in Zapier.
  3. Check that the trigger received the event and the action completed successfully.
  4. Check the actual destination, such as the new spreadsheet row.
  5. In Trakroom, check Connected automations → Last delivered.

Last delivered means Trakroom successfully handed the event to the webhook receiver. It does not guarantee that a later action in another app succeeded. Use Zapier's run history to check the action result.

Managing or disconnecting your connection

  • Pause one automation: Turn that Zap off in Zapier. Its subscription may disappear after Zapier unsubscribes, or appear paused if the receiver rejects further delivery.
  • Reconnect a lost or revoked key: Create a new key in Trakroom, reconnect the account in Zapier, select that connection in affected Zaps, and turn them back on. Verify a new live event.
  • Rotate a key: Create and connect the replacement first. Confirm affected Zaps work before revoking the old key.
  • Disconnect everything using a key: Revoke that key in Trakroom. Other Zaps using the same key will also stop receiving events.
  • Connect another store: Create a key in that other store and add a separate account connection in Zapier. Check the displayed store name before enabling each Zap.

Troubleshooting

Trakroom is missing from Zapier search

Check whether the integration is publicly available or still uses an access invitation. Contact Trakroom support for the current link. API documentation availability alone does not mean the Zapier listing is public.

I cannot see Create key

Check that you are in the correct store, that your role is owner or admin, and that Zapier & API is enabled. Ask your store owner or Trakroom support if access is missing.

My API key is invalid

Copy the complete key without extra spaces. Check that it has not been revoked. If the full key is no longer available, create another key and reconnect. Your website passwordless sign-in link is not an API key.

Test trigger finds no records

Create an event matching the selected trigger, then test again. A sale and a free-download claim are different events. Confirm that the connected account shows the correct store name.

The trigger works, but the action fails

Open the failed Zap run and read the error on the action step. Check the destination account connection, required fields, selected worksheet/list/channel, and that app's limits. A successful Trakroom delivery cannot fix an invalid destination field.

The automation stopped

Check that the Zap is on, its account connection is valid, the Trakroom key is not revoked, and the store still has integration access. Check Zapier's run history and Trakroom's Connected automations badge. A receiver returning HTTP 410 pauses delivery immediately; 15 consecutive delivery failures also pause it. The badge's explanation can help identify the reason.

Correct the underlying issue, reconnect or re-enable the Zap, then verify a new event. Trakroom does not automatically replay events missed while a Zap was off, unavailable, or failing. Compare the destination with Orders or Free Downloads to identify gaps before manually recreating any missing records.

I see duplicates

Check whether several Zaps write to the same destination, whether you tested the action more than once, or whether a run was replayed in Zapier. Use the event's ID or Order ID when checking duplicates. Do not assume that turning a Zap off and on imports your entire history.

I cannot find Create Coupon or another older step

Only New Sale and New Free Download are offered for new Zaps in the current version. Compatibility steps in older Zaps may remain visible there. Developers can consult the API reference for supported direct API operations.

Getting help

When contacting Trakroom support, include your store name, trigger name, the date and time of the failed event, the Zap run ID if available, and the visible error text. A screenshot can help, but hide API keys, private webhook URLs, and customer details.

For developers and Zapier support, use the [Trakroom Integration API reference](https://trakroom.com/help/api-docs). It documents authentication, every integration endpoint, example payloads, rate limits, errors, and webhook behavior.