Common Workflows
Here are practical Zap recipes to get you started.
1. Sync New Care Recipients from a Google Sheet
Trigger: New row in Google Sheets (columns: First Name, Last Name, Phone, Email, Birth Date) Action: dala.care — Create Care Recipient
Map each spreadsheet column to the corresponding dala.care field. Select the appropriate office from the dropdown. Every time your intake team adds a row to the sheet, a care recipient profile is automatically created in dala.care.
Pro tip: Add a “dala.care ID” column to your sheet and use a second step to update the row with the ID returned by the Create action. This makes future updates easier.
2. Create a Caregiver When Hired in Your HR System
Trigger: New employee in BambooHR (or Gusto, Workday, etc.) Step 1: Filter — only continue if department equals “Home Care” or job title contains “Caregiver” Step 2: dala.care — Create Caregiver (map name, phone, email, hire date)
This eliminates double data entry when onboarding new staff.
3. Create an Activity and Link It to a Visit Series
Step 1: dala.care — Create and Schedule Activity (title: “Medication administration”, description: “Administer morning medications per care plan”, pass the visit definition ID from a previous Create Visit step)
Or as two separate steps:
Step 1: dala.care — Create Activity (title: “Medication administration”, description: “Administer morning medications per care plan”) Step 2: dala.care — Schedule Activity to Visit (pass the activity ID from Step 1 and the visit definition ID from a previous Create Visit step)
Use this to attach standard care tasks to a visit series so caregivers see them on every scheduled visit.
4. Weekly Visit Report to Google Sheets
Trigger: Schedule by Zapier — every Monday at 8:00 AM Step 1: dala.care — Search Visits by Care Recipient (set from to last Monday, to to last Sunday) Step 2: Google Sheets — Create Spreadsheet Row (map visit date, caregiver names, duration, visit type)
Builds a rolling weekly report of completed visits for management review.
5. Notify Slack When Cancelling a Visit
Step 1: dala.care — Cancel Visit (provide the visit instance ID, cancellation reason, and optional additional information) Step 2: Slack — Send Channel Message (“Visit on [Date] was cancelled. Reason: [Reason]. [Additional Information]”)
Add this as a follow-up step whenever your Zap cancels a visit, so the care coordination team is immediately informed.
6. Onboard a Care Recipient with Contacts in One Zap
Trigger: New form submission (Typeform, JotForm, Google Forms) Step 1: dala.care — Create Care Recipient (map client details) Step 2: dala.care — Create Contact (use the care recipient ID from Step 1, map the emergency contact details, set relationship_type, mark is_primary as true)
A single intake form creates both the client profile and their primary contact.
7. Sync Caregiver Absences from a PTO Calendar
Trigger: New event in Google Calendar (a dedicated “PTO” calendar) Step 1: dala.care — Search Caregiver by PID (use the employee ID stored in the calendar event description) Step 2: dala.care — Create Caregiver Absence (map the calendar event start/end, set reason based on event title)
Ensures dala.care’s availability data stays in sync with your team’s PTO calendar.
8. Deactivate a Care Recipient When Discharged
Trigger: Record updated in your CRM (status changed to “Discharged”) Step 1: dala.care — Search Care Recipient by PID (use the client ID from the CRM) Step 2: dala.care — Deactivate Care Recipient (use the ID from the search result)
Automatically cleans up dala.care when clients are discharged in your primary system.