Connect HRStuff to Zapier
Use the private HRStuff Zapier app with an app key that is shown once, or connect an existing Zapier Catch Hook.
What this guide helps you do
HRStuff can start a Zap when a selected HRStuff event occurs. For example, a Zap could post a new leave request to a team channel or add an approved claim to another system. You first choose what HRStuff event starts the Zap, then choose what Zapier should do with the event.
There are two separate ways to connect:
The private HRStuff Zapier app is the simpler option for most people. Zapier creates and removes its connection to HRStuff automatically.
A Webhooks by Zapier Catch Hook is a manual option for people who already use webhooks or want to send several selected HRStuff event types to one Zap.
Use only one method for the same automation unless you deliberately want two copies of every event. The private-app connection and the manual Catch Hook are independent, so changing or disconnecting one does not change the other.
Choose the Zapier setup method
Use the private HRStuff Zapier app for the guided setup described below. Each New HRStuff Event trigger watches one event type, such as Leave request approved. When the Zap is published, Zapier registers that trigger with HRStuff. When the Zap is turned off or deleted, Zapier removes it.
Use a Catch Hook if you already work with Webhooks by Zapier or want several HRStuff event types delivered to one webhook address. You create the address in Zapier, paste it into HRStuff and choose the events in HRStuff yourself.
The HRStuff app is private and carries an Invite Only label, so it does not appear in Zapier’s public App Directory. Accept HRStuff’s invitation before trying to find the app in the Zap editor.
Connect the private HRStuff Zapier app
Accept the private-app invitation
In HRStuff, open ADMINISTRATION → Integrations and expand Zapier. Under Zapier app connection, choose Open private Zapier invitation. A Zapier page opens. Sign in to the Zapier account that will own the automation, check that the invitation is for HRStuff, then accept it.
After you accept the invitation, HRStuff becomes available inside that Zapier account with an Invite Only label. Accepting the invitation does not connect company data or create a Zap; it only makes the private app available to select.
Create and copy the company app key
Return to the Zapier section in HRStuff and choose Create app key. Copy the complete key while it is visible and keep it private until you paste it into Zapier. HRStuff shows the full key only once and cannot display it again.
The key belongs to the current HRStuff company. If you administer more than one company, create and use that company’s own key instead of reusing this one.
Create a Zap and open the trigger step
In Zapier, choose + Create in the left sidebar, then choose Zap workflows. The Zap editor opens with a Trigger step and an Action step.
Select the Trigger step. This opens the app-selection window. Use its search box to search for HRStuff, then select HRStuff with the Invite Only label. If HRStuff is not listed, confirm that you accepted the invitation while signed in to this same Zapier account.
Choose the HRStuff trigger event
The HRStuff Setup panel opens on the right. Open the Trigger event list and choose New HRStuff Event. This tells Zapier that HRStuff will start the workflow; it does not yet choose which kind of HRStuff event to watch.
Connect this HRStuff company
In the Account field, choose + Connect a new account. Zapier opens a connection window and asks for the HRStuff app key. Paste the complete key you copied from HRStuff and continue.
When the connection succeeds, Zapier shows it as HRStuff company. Select that account and continue. The key confirms which HRStuff company this Zap may receive events from; it does not give Zapier a user login or permission to open private HRStuff records.
Choose the one event this Zap will watch
Open the Configure tab. In the Event field, choose the exact HRStuff event that should start this Zap, for example, Leave request awaiting approval, Expense claim approved or Payslip published.
One New HRStuff Event trigger watches one selected event type. If another event needs a different action or destination, create a separate Zap for it.
Test the HRStuff trigger
Open the Test tab and choose Test trigger. HRStuff provides a sample with the same fields as a real event, so you do not need to create a real leave request, claim or payslip to test the connection.
Review the sample, select it and choose Continue with selected record. Check that the event type, company and available names or HRStuff link are suitable for the action you plan to build.
Add and test the action
Select the Action step, search for the app that should receive the event, then choose the required Action event. Connect the destination account when Zapier asks, open Configure and map only the HRStuff fields that the destination needs.
When you test an action, Zapier may create or change a real record in the destination app. Use a safe test channel, folder or record where possible, then remove the test item if it is no longer needed.
Publish the Zap
When both steps test successfully, choose Publish in the upper-right corner. The Zap begins watching for new matching HRStuff events after it is published; earlier HRStuff activity is not replayed.
Give the Zap a name that states both the event and destination, such as Approved claims → Finance channel. This makes it easier to distinguish several HRStuff Zaps later.
Protect and maintain the app key
Paste the key only into the HRStuff app’s connection window in Zapier. Do not put it in a Zap field, message, shared document or unrelated app.
If you lose the key before connecting Zapier, choose Replace app key in HRStuff and copy the newly shown value. Replacing it makes the old key unusable.
If you replace a key that is already in use, every Zapier connection using the old key stops working and its HRStuff triggers are removed. Open each affected Zap, reconnect HRStuff with the new key, test the trigger again and publish the updated Zap.
Choose Revoke app key when you want to remove all private-app triggers created with that key. Revoking the key does not disconnect a separate manually pasted Catch Hook.
Turning off or deleting one private-app Zap removes only that Zap’s HRStuff trigger. Other Zaps using the same active key continue to work.
Connect a Webhooks by Zapier Catch Hook
Create a Zap and select the trigger step
In Zapier, choose + Create → Zap workflows. In the Zap editor, select the Trigger step to open the app-selection window. Search for Webhooks by Zapier and select it.
Choose Catch Hook and copy its address
In the Trigger event list, choose Catch Hook and continue through the trigger setup. Zapier creates a unique address beginning with https://hooks.zapier.com/. Copy the complete webhook address that Zapier shows.
Copy the generated webhook address, not the ordinary address in your browser bar. Treat the Catch Hook address like a password: anyone who has it can send data to the Zap.
Connect the Catch Hook in HRStuff
Return to ADMINISTRATION → Integrations → Zapier in HRStuff. Under Zapier Webhooks, paste the Catch Hook address into the webhook field. Open Events allowed to be sent and select every HRStuff event type that this one Zap should receive, then choose Connect Zapier.
HRStuff checks the address, encrypts it and does not display it again. It also sends a safe integration.test sample immediately so Zapier can learn the available fields.
Find and select the HRStuff sample
Return to the Catch Hook trigger in Zapier and open the Test tab. Choose Test trigger to load recent requests. Select the HRStuff sample and choose Continue with selected record.
If Zapier does not find it, return to HRStuff and choose Send test event, then test the trigger again. You do not need to create a real HRStuff record.
Add the action and publish
Select the Action step, choose the destination app and Action event, connect the destination account and map the HRStuff fields you need. Test carefully because an action test can create or change real destination data.
Choose Publish when the test is correct. HRStuff will send each newly selected event to this Catch Hook as a separate automation delivery.
Understand the event Zapier receives
Zapier receives one HRStuff event at a time, not a 15-minute or daily summary. Each event includes its type, status, time, company, time zone, permitted details and a link back to HRStuff.
Depending on the event, the safe data may include employee, requester and approver names. HRStuff does not send claim amounts, leave reasons, attachments or payslip contents. A person who follows the HRStuff link must still sign in and have permission to view the page.
The integration.test record is only a sample for setting up field mapping. It is not a real leave, claim, payroll or delegation event. A published Zap runs when a new selected event occurs.
Change, test or disconnect Zapier
To change the event watched by a private-app Zap, open that Zap in Zapier, select its HRStuff trigger, choose another value in Configure → Event, test the trigger and publish the change.
To stop one private-app automation, turn off or delete that Zap in Zapier. Zapier removes that Zap’s HRStuff trigger without affecting other Zaps that use the same active company key.
For a manual Catch Hook, Save Zapier settings changes the selected HRStuff event types without showing or replacing the saved private address.
Send test event sends a new integration.test sample to the saved Catch Hook immediately. It does not create a real HRStuff record.
Change webhook replaces the saved Catch Hook address and its event selection. Pending deliveries for the old address are cleared rather than sent to the replacement.
Disconnect deletes the saved Catch Hook from HRStuff and stops that route. It does not turn off a private HRStuff-app Zap or delete anything inside Zapier.