Create a Webform to Automatically Add Members
Google Forms-Zapier Full Walkthrough. This guide will walk you through creating a webform on Google Forms which you can share with everyone you need an ID badge for. After the form is submitted a new member will be added to your IDCreator account automatically via Zapier.
Create your Webform (Google Forms)
1. Create a Form on Google Forms
You can create a form using your work, school or personal Google account in Google Forms
At the top you can start from a blank form or one of the pre-styled templates
2. Add a Question for each member field you'll want in IDCreator
Any fields which will change on your design for each person such as First Name, Last Name, Headshot Image, ID Number, etc
Only a First Name is required on IDCreator but you can choose which fields are required on your form by toggling the switch at the bottom right of each question. This may be helpful if you want to ensure each person includes additional information for their badge
For images such as a headshot, you'll want to choose File Upload for the question type and allow access so they can be uploaded.
After setting File Upload as your question type click the blue "View folder" button to open the folder where these images will be saved. At the right click "Manage access" and select "Anyone with the link" from the dropdown. These images need viewer access via the direct link in order to be uploaded to IDCreator.
Only JPG and PNG files with a max size of 10 MB can be uploaded to IDCreator. We recommend enabling the option to only allow Image file types to be added and making sure submitters are aware of the allowed file types.
3. (optional) Choose form Access
If you are creating this form with your work or school Google account by default only other members of your organization will be able to access your form. They'll need to sign into their Google account within the same organization
You can leave this restriction as is, or disable it by clicking settings at the top, expanding the Responses section and disabling the option to restrict to users in your organization. If a file upload field is included in your form, respondents will need to sign into a Google account to submit a response.
4. Submit & Test
Once you've added all of your questions please fill out the form once yourself before proceeding. This will be extremely helpful for the next step on Zapier.
Click Send at the Top Right for options to find your form. From here you can send your form via email or click the link icon to get the URL.
Before proceeding please ensure you have:
- Submitted a response to your form
- Created an account on Zapier. A free account can be made here
1. In your Zapier account, create a new Zap
After logging in, click the orange Create button at the top left and select Zaps
2. Click Trigger and select Google Forms
Choose New Form Response as your event and continue. Sign in to your Google Account to connect your forms if you have not already.
Select the form you just created from the dropdown and click Test trigger at the test step. This will show a response to your form, ideally the test you've filled out yourself. Select your submission and click Continue with selected record
3. Search for IDCreator and select it as your action
At the right choose Add a Member as the event and continue
4. Connect your IDCreator account
If you've already connected your account to Zapier it will be listed here, otherwise click to Connect a new account
To connect your account you need to enter your API key into the popup. Your key is seen in the My Members section on IDCreator in the API tab at the left. Click to generate a key if you don't have one already, and copy it into the popup on Zapier
Once your IDCreator account is selected, Continue to the Action step
5. Set the Data to be used for each member field on IDCreator
Click First Name at the right and you will see the questions from your form with the sample response. Select the response which should be used as the First Name for each member added to IDCreator. Repeat this, setting each member field you want in IDCreator to use the corresponding data from your webform.
For images you need to use the form response which says Direct URL.
This must be a link to a JPG or PNG type image which can be accessed directly from this URL without a redirect or sign in required.
Only commonly used member fields are shown by default but you can use all available fields by toggling the dropdown at the top of this action step.
6. Test your Action
After setting data for the member fields you want to use, continue to the test step and test your action
If you see the success message that your member was created, you can Publish your Zap and turn it on. Once on, all submissions to your form will be added as members to your IDCreator account automatically! We recommend checking on IDCreator to verify the member was added with all the information you expect before sharing your form with others.
If your test shows an error, please review the error message and make changes as needed in the action step, then retry the test.
Please confirm text fields do not exceed the maximum length shown or use unsupported characters
For images, please confirm:
- You have submitted your form and added a JPG or PNG type image. If not, please submit it now and click the trigger step to test for the new record. Select your submission and test the action again with your response
- You have allowed access for Anyone with the link to view the images folder. On your form click View folder at the right of the question where an image is added. Click Manage access at the right to verify your access
- You are using the Direct URL option in the image field of the action step. There are two options for each image but only the Direct URL will link to the image directly