Zapier connects Arketa to thousands of apps without writing code. You can trigger actions in other tools when something happens in Arketa — for example a class booking, a purchase, or a new client on your list.
What you need
An Arketa business account
A Zapier account
Access to Settings → Integrations in the Arketa dashboard
Connect Arketa in Zapier
In Arketa, open Settings → Integrations and find the Zapier card.
Click Generate API key and copy the key. Treat it like a password — anyone with it can act on behalf of your business within the integration’s capabilities.
Use Arketa’s Zapier invite link (from the Invite button on the same card) to add the Arketa app to your Zapier account if it is not already connected.
When Zapier asks you to connect Arketa, paste your API key. Zapier sends it securely with each request as
X-API-Key.
You can create more than one API key (for example, separate keys per location or team). Deleting a key in Arketa revokes it immediately.
Set up a Zap
In Zapier, click Create Zap.
Search for Arketa (or Arketa Fitness) as the trigger app and pick the trigger you need (see Triggers below).
Connect your Arketa account using the API key from Settings → Integrations → Zapier.
Use Test trigger to confirm Zapier receives sample data, then add your action app and turn the Zap on.
How triggers work
Arketa supports two trigger styles:
Style | What it means for you |
Instant (hook) | Arketa sends data to Zapier as soon as the event happens in Arketa (near real time, depending on network conditions). |
Polling | Zapier asks Arketa on Zapier’s schedule, not at the instant of the event. Each poll returns a fixed-size list from Arketa; Zapier compares items to the last run and only continues your Zap for new IDs. Typical delays are minutes, and can be ~15+ minutes or more depending on your Zapier plan and task activity. |
Internal names (keys) below match what appears in Zapier’s editor and are useful if you contact support.
Use instant triggers when timing matters. Treat polling triggers as best-effort — fine for follow-ups where a delay is acceptable, not for time-critical automation.
Triggers
Name in Zapier | Key | Style | When it runs |
Client Booked Class |
| Instant | A student books a class. Does not fire for some automated or special flows (for example, certain auto-enroll, on-demand-only, or gym check-in style bookings). |
Client Started Class |
| Polling | Class has started and the booking is still valid — useful for follow-ups like “thanks for attending.” See Client Started Class (polling) below. |
Client Purchased Offering |
| Instant | A student completes a purchase (packages, subscriptions, intro offers, community access, etc.). |
Client Canceled Subscription |
| Instant | A purchase is canceled in a way that drives the subscription-cancel flow (for example, subscription cancellation). |
New Client |
| Instant | A new person is added to your client list in Arketa. |
Client Started Class (polling)
The reservation_started trigger (Client Started Class) uses Arketa’s polling API, not a hook.
Arketa returns reservations whose class start time is already in the past, up to 10 rows, ordered by class start time (newest first). Canceled, deleted, waitlist, and deleted-class cases are filtered out.
A booking enters that result set after its scheduled start time. Your Zap runs on the first poll where Zapier treats that reservation’s ID as new compared to the previous poll — so timing follows Zapier-driven polling, not the exact minute the class started.
Window and limits (polling)
Each polling response is a limited list. If an item ages out of that list (for example, newer rows push it off the bottom) before Zapier ever records it as new, the Zap might never fire for that item. High volume makes that more likely.
Polling list sizes (backend)
Polling handlers align with Arketa’s Zapier API: each poll returns up to the row counts below, with ordering roughly as shown. Zapier still only runs your Zap for IDs it has not seen before.
List | Max rows | Ordering (typical) |
Purchases | 100 | By created |
Clients | 100 | By creation date |
Purchase cancelations | 100 | By subscription canceled at |
Reservations | 100 | By booking created |
Past classes (started reservations, e.g. Client Started Class) | 10 | By class start time |
Time zones: Dates and times in trigger payloads are formatted using your business timezone settings in Arketa where applicable.
What data you get on triggers
Exact fields can evolve, but triggers generally include rich context:
Bookings (
new_reservation,reservation_started): Client name, email, phone, marketing opt-in, class name and time, location, instructor, reservation and purchase identifiers, payment-related amounts where calculated, check-in status, and similar roster details.Purchases (
new_purchase,purchase_cancelation): Offering name, type, price, client contact fields, created or canceled timestamps, and cancellation-related dates when relevant.New client (
new_client): Core profile fields such as name, email, phone, marketing opt-in, gender, and creation date.
Use Zapier’s Test trigger step to inspect the live sample your Zap receives.
Actions
Name in Zapier | Key | What it does |
Assign Client Access |
| Grants a package, subscription, or community to someone. If they do not already exist as a customer in Arketa, the action can create them. You choose the offering inside the Zap (Arketa loads your offerings for the dropdown). For subscriptions, you can tie behavior to renewal or trial timing where the integration exposes it. |
Add New Client |
| Adds someone to your client list. You can pass optional phone, password, marketing opt-ins, tags, and lead source. Password / email: New clients may need to use password reset to sign in; sign-in and notification behavior may differ from clients who sign up through your usual flows unless you automate follow-up in your connected apps. |
Popular use cases
Add or update people in another CRM or marketing tool — for example Klaviyo, HubSpot, or Teachable — when New Client, Client Purchased Offering, or other triggers fire. Map Arketa fields to the other app’s contact or profile fields in Zapier.
Sync Client Purchased Offering (or purchases and cancellations) to a spreadsheet for reporting.
Send a Slack message when New Client fires.
Create a task in your project tool when Client Purchased Offering runs.
Follow up after attendance using Client Started Class.
Field names in Zapier depend on the current trigger payload. Use Test trigger to see the fields available for mapping.
Test your Zap
After you set up, trigger a real event in Arketa (for example a test purchase or booking where the trigger applies). Check the connected app to confirm the action ran. Use Test trigger in Zapier anytime to inspect sample payloads.
Reliability and security
API keys identify your business. Do not share them in public forums or commit them to source control.
Deleting a key in Arketa stops any Zap still using that key from authenticating until you update the Zap with a new key.
Zapier task limits and polling frequency are controlled by Zapier; instant triggers still depend on Arketa and the network being available.
Field-level API details may change as the product evolves; use Zapier’s test samples for the current shape.