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This recipe starts a Zap each time a new application arrives on your waiting list. It uses Webhooks by Zapier, which needs a paid Zapier plan.

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1. Set up the trigger

1

Choose the trigger

Create a Zap. For the trigger, choose Webhooks by Zapier, then Retrieve Poll.
2

Fill in the request

  • URL: https://api-demo.scoutworks.app/api/v1/waiting-list?status=received&limit=200
  • Key: data (the list inside the response)
  • Deduplication Key: id (so each entry starts the Zap once)
  • Headers: Authorization → Bearer followed by the key, for example:
3

Test it

Choose Test trigger. Zapier shows entries from the demo group.
Zapier checks the list every few minutes, depending on your plan. It starts the Zap once for each entry it has not seen before.

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2. Add an action

Add any action. For example, Slack → Send Channel Message, with the message:
Each […] is a field you insert from the list Zapier shows. The API reference describes each one.

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3. Switch to your group

In the trigger, change api-demo.scoutworks.app to api.scoutworks.app, and replace the sandbox key with your own. Your key needs the waiting-list:read scope. Add waiting-list.contacts:read if the Zap needs parent contact details.

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New and changed members

The same trigger can watch members. Use updatedSince so that the one page Zapier reads holds only recent changes:
  • URL: https://api-demo.scoutworks.app/api/v1/members?limit=200&updatedSince=2026-11-01T00:00:00Z
  • Key: data. Deduplication Key: id.
Set the date to the day you build the Zap. Zapier starts the Zap once for each member that joins or changes after it. Because Zapier remembers each id, a second change to the same member does not start the Zap again. A member who leaves does not start it either: the API does not report removals in a sync (see Pagination). To keep a copy of the members up to date, use n8n or Google Sheets.

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Limits

  • Retrieve Poll reads one page. The list comes oldest first, so the recipe asks only for applications still at received, the first stage. Once a leader moves an application on, it leaves that list. If more than 200 applications sit at received, Zapier cannot see the newest ones. To copy a whole list, use n8n, Google Sheets or Python.
  • New and changed members reads one page too. Once more than 200 members have changed since the date in the URL, the newest ones fall past the page Zapier reads. Move the date forward now and then, or use n8n or Google Sheets, which page through and remember where they stopped.
  • Google Sheets actions. If a Zap writes names into a sheet, a name that starts with = can run as a formula. Add a Formatter step that puts ' in front of values that start with =, +, - or @.
  • A ready-made Scoutworks app for Zapier and n8n is on our list. Until then, this recipe does the same job.