> ## Documentation Index
> Fetch the complete documentation index at: https://developers.scoutworks.app/llms.txt
> Use this file to discover all available pages before exploring further.

# Zapier

> Start a Zap when someone joins the waiting list, using Webhooks by Zapier. No custom app needed.

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.

## 1. Set up the trigger

<Steps>
  <Step title="Choose the trigger">
    Create a Zap. For the trigger, choose **Webhooks by Zapier**, then **Retrieve Poll**.
  </Step>

  <Step title="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:

    ```text theme={null}
    Bearer sw_live_473adcc6c7236916021f0f24559db36576a53bab071d0f0c08a025adb510b6ab
    ```
  </Step>

  <Step title="Test it">
    Choose **Test trigger**. Zapier shows entries from the demo group.
  </Step>
</Steps>

Zapier checks the list every few minutes, depending on your plan. It starts the Zap once for each entry it has not seen before.

## 2. Add an action

Add any action. For example, **Slack → Send Channel Message**, with the message:

```text theme={null}
New waiting-list entry: [First Name] [Last Name] for [Target Section Name]
```

Each `[…]` is a field you insert from the list Zapier shows. The [API reference](/api-reference/introduction) describes each one.

## 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.

## 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](/recipes/n8n), [Google Sheets](/recipes/google-sheets) or [Python](/recipes/python).
* **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.