TL;DR: Connect Zapier through your Stripe account, not LaunchPass directly. When members pay or cancel, Zapier can do tasks automatically. No API key needed. Works with email tools and thousands of apps.
What is Zapier?
Zapier is an automation tool. It connects different apps together. It makes them work as a team.
Think of it like this: When something happens in one app, Zapier makes something happen in another app. No coding needed.
Example:
Member pays for your community (Stripe)
Zapier sees the payment
Zapier adds member to your email list (Mailchimp)
All automatic, no extra work for you
Why use Zapier with LaunchPass:
Save time on repeat tasks
Welcome new members automatically
Keep your email list up to date
Track members in spreadsheets
Notify your team about changes
Connect to thousands of apps
Quick Facts
Setup Time: 10-15 minutes
Cost: Free Zapier plan works (paid plans have more features)
Connection Method: Through Stripe, not LaunchPass
API Key Needed: No
Technical Skills: None required
Apps You Can Connect: 5,000+ apps
Most Popular Uses: Email automation, spreadsheet updates, team notifications
What You Need Before Starting
Requirements Checklist
✅ A LaunchPass account
Free trial or paid plan works
Must be set up already
✅ Your own Stripe account connected
This is required for Zapier
Must be connected through LaunchPass settings
Takes 5 minutes if not done yet
✅ A Zapier account
Free account works fine
Sign up at zapier.com
Takes 2 minutes
✅ Apps you want to connect
Like Mailchimp, Google Sheets, Slack
Must have accounts set up
Free accounts work for most apps
Why Connect Through Stripe?
You might wonder: Why not connect Zapier directly to LaunchPass?
Here's why Stripe is better:
More reliable
Stripe is built for business
Handles millions of connections
Very stable and fast
More triggers available
Every payment event
Every subscription change
Every customer action
More data to work with
No API key management
Easier to set up
More secure
Less can go wrong
Better for your data
All payment data is in Stripe
Zapier reads it directly
No extra steps needed
How to Connect Zapier to Your Stripe Account
Step 1: Log Into Stripe
Go to your Stripe dashboard:
Visit dashboard.stripe.com
Sign in with your Stripe account
Make sure you're in the right account
Important: Use the same Stripe account that's connected to your LaunchPass community.
Step 2: Find the Apps Section
In your Stripe dashboard:
Look on the left side menu
Find "More" or "Apps"
Click on it
This shows all app connections
Can't find it? Try the search bar at the top. Type "Apps" or "Zapier."
Step 3: Add Zapier
In the Apps section:
Look for Zapier in the list
Or click "Add an app"
Search for "Zapier"
Click on Zapier when you find it
You'll see:
What Zapier can do
What data it can access
Permission settings
Step 4: Connect Your Accounts
Click "Connect" or "Install":
Stripe asks for permission
Review what Zapier can see
Click "Allow" or "Authorize"
You'll go to Zapier's website
On Zapier's side:
Sign in to your Zapier account
Confirm the connection
Stripe and Zapier are now linked
You'll see a success message
That's it! Your Stripe and Zapier are connected. This connection stays active until you remove it.
Understanding Triggers and Actions
Before making your first automation, learn these two words:
Triggers (What Starts the Automation)
A trigger is the "when this happens" part.
Examples from Stripe:
When a payment succeeds
When a subscription starts
When a subscription cancels
When a payment fails
When a refund happens
When a customer updates their card
In real words:
When someone joins your community
When someone leaves your community
When someone's payment fails
When you give someone a refund
Actions (What Happens Automatically)
An action is the "do this" part.
Examples of actions:
Send an email
Add row to spreadsheet
Post message in Slack
Add contact to email list
Create calendar event
Update database
Send text message
Post on social media
In real words:
Welcome new members with email
Track all members in Google Sheets
Tell your team in Slack
Add members to newsletter list
Schedule follow-up tasks
Putting Them Together
Trigger + Action = Zap
A "Zap" is what Zapier calls one automation.
Example Zap:
Trigger: New payment in Stripe
Action: Add email to Mailchimp list
Result: Every new member gets added to your newsletter automatically
You can have many Zaps. Each one does something different.
Popular Automation Ideas for LaunchPass
Welcome New Members
Trigger: New successful payment in Stripe
Actions:
Send welcome email with community rules
Add to onboarding email sequence
Create task to check in after 7 days
Post announcement in private Slack channel
Why this helps: Members feel welcomed right away. You don't forget anyone. Professional first impression.
Update Your Email List
Trigger: New subscription in Stripe
Actions:
Add email to Mailchimp list
Add email to Beehiiv newsletter
Add to specific email segment
Tag as "active member"
Why this helps: Your email list stays current. You can send updates to all members. No manual adding needed.
Track Members in Spreadsheets
Trigger: New payment in Stripe
Actions:
Add row to Google Sheets
Include: Name, email, join date, amount paid
Update member count cell
Color code by membership level
Why this helps: Easy to see all members at once. Great for reports. Simple backup of member list.
Handle Cancellations
Trigger: Subscription cancelled in Stripe
Actions:
Send feedback survey email
Remove from active members list
Add to "win-back" campaign
Notify team in Slack
Create follow-up reminder
Why this helps: Learn why people leave. Chance to win them back. Track cancellation patterns.
Manage Failed Payments
Trigger: Payment fails in Stripe
Actions:
Send "update your card" email
Create task to follow up in 3 days
Add to "at-risk members" list
Notify you via text message
Why this helps: Recover revenue quickly. Help members before they lose access. Reduce involuntary churn.
Team Notifications
Trigger: Any Stripe event
Actions:
Post message in Slack channel
Send email to team
Update dashboard
Create summary at end of day
Why this helps: Team stays informed. Celebrate wins together. Catch problems fast.
Step-by-Step: Create Your First Zap
Let's make a simple Zap together. We'll add new members to an email list.
Part 1: Choose Your Trigger
In Zapier:
Click "Create Zap" button
Search for "Stripe"
Click on Stripe
Choose trigger event
For new members, pick:
"New Payment" or
"New Subscription"
Both work. "New Payment" is simpler.
Click Continue.
Part 2: Connect Your Stripe Account
If first time:
Zapier asks for Stripe login
Sign in to Stripe
Allow Zapier access
Connection saves for future Zaps
If already connected:
Zapier shows your account
Just click Continue
Skip to next step
Part 3: Set Up the Trigger
Zapier asks some questions:
"Which events?"
For new members: Choose "succeeded" payments
This means successful payments only
Ignore failed attempts
"Test trigger?"
Zapier looks for a recent payment
Uses it as a test example
You'll see real data from your Stripe
Review the test data:
Customer email
Amount paid
Payment date
Other details
If it looks good, click Continue.
Part 4: Choose Your Action App
Now pick what should happen.
Popular choices:
Mailchimp (email marketing)
Google Sheets (tracking)
Gmail (send email)
Slack (team chat)
Airtable (database)
For this example:
Search for your app (like "Mailchimp")
Click on it
Choose action (like "Add Subscriber")
Part 5: Connect Your Action App
Same as Stripe:
Log in to the app
Give Zapier permission
Connection saves
Click Continue
Part 6: Set Up the Action
Zapier shows you options:
For email lists, it asks:
Which list? (Pick your community list)
What email address? (Use Stripe customer email)
First name? (Use Stripe customer name)
Tags? (Add tags like "paid-member")
Map the data:
Click in each field
Pick data from Stripe
Zapier shows you options
Choose the right one
Example:
Email field ← Pick "Customer Email" from Stripe
First Name ← Pick "Customer Name" from Stripe
Part 7: Test Your Zap
Before turning it on, test it:
Click "Test action"
Zapier does the action for real
Check if it worked
Look in your email list
See if test data appeared
If it worked:
You'll see a success message
Data appears in your other app
Everything is connected right
If it didn't work:
Read the error message
Usually a permission issue
Or wrong field selected
Fix it and test again
Part 8: Turn On Your Zap
When test passes:
Click "Publish" or "Turn On"
Give your Zap a name
Like "Add new members to Mailchimp"
Your Zap is now live!
From now on:
Every new payment triggers it
Happens automatically
Usually within 1-5 minutes
No more manual work
Connecting Email Marketing Tools
LaunchPass works great with email tools. Here's how to connect the most popular ones.
Mailchimp
What it does:
Email newsletters
Automated campaigns
Member segments
Analytics
Best Zaps:
Add new members to audience
Remove cancelled members
Update member tags
Trigger email sequences
Setup tips:
Create a dedicated audience for your community
Use tags to track membership status
Set up automation for welcome series
Segment by join date or payment amount
Beehiiv
What it does:
Newsletter platform
Simple and clean emails
Great for creators
Built-in analytics
Best Zaps:
Add subscribers on payment
Remove on cancellation
Tag by membership tier
Track engagement
Setup tips:
Create publication first
Connect via Zapier
Test with one subscriber
Use segments for different groups
Brevo (formerly Sendinblue)
What it does:
Email and SMS marketing
Automation workflows
CRM features
Landing pages
Best Zaps:
Add to contact list
Trigger automation workflows
Update contact properties
Send transactional emails
Setup tips:
Set up lists before Zaps
Map all important fields
Use Brevo's native automation
Combine with Zapier for extra power
Beacons.ai
What it does:
Creator tools all-in-one
Email marketing
Link in bio
Store and products
Best Zaps:
Add to email list
Update subscriber status
Sync community access
Track member data
Setup tips:
Connect Beacons account
Choose the right list
Map customer data
Test thoroughly
Advanced Automation Ideas
Once you're comfortable, try these:
Multi-Step Zaps
Do several things from one trigger:
When payment succeeds:
Add to Mailchimp (action 1)
Add to Google Sheets (action 2)
Send welcome email (action 3)
Post to Slack (action 4)
How to make it:
Create Zap normally
After first action, click "+"
Add another action
Keep adding actions
Test each one
Zapier calls this: Multi-step Zap
Free plan limit: Usually 3-5 actions
Paid plans: Unlimited actions
Conditional Logic (Filters)
Do different things based on conditions:
Example: Only add paying members to premium list.
How to add filters:
After trigger, click "+"
Choose "Filter"
Set your condition
Like "Amount > $10"
Action only runs if condition is true
Use cases:
Different welcome emails by tier
Only track high-value customers
Alert team for big payments
Separate free trials from paid
Delay Actions
Wait before doing something:
Example: Send follow-up email after 7 days.
How to add delays:
Add a "Delay" step
Choose how long to wait
Days, hours, or minutes
Action happens after delay
Use cases:
Onboarding sequences
Check-in emails
Reminder messages
Survey requests
Path Actions (Branching)
Do completely different things based on conditions:
Example:
If payment > $50: Add to VIP list
If payment < $50: Add to regular list
This needs: Zapier paid plan
Worth it for: Complex workflows
Troubleshooting Common Issues
Zap Not Triggering
Check these things:
Is your Zap turned on?
Look for the toggle switch
Should be green/on
Easy to accidentally turn off
Is Stripe connected?
Go to "Connected Accounts"
Make sure Stripe shows
May need to reconnect
Are payments actually happening?
Check your Stripe dashboard
Make sure payments are processing
Zap only triggers on new payments
Is there a delay?
Zapier checks every 1-15 minutes
Free plans are slower
Paid plans are faster
This is normal
Zap Shows Error
Read the error message carefully:
Common errors and fixes:
"Could not find list"
The list was deleted
Or renamed in your email tool
Fix: Update the list selection
Retest the Zap
"Invalid email address"
Email field is empty
Or has wrong format
Fix: Check field mapping
Make sure using customer email
"Permission denied"
App connection expired
Fix: Reconnect the app
Give permissions again
"Duplicate entry"
Person already in list
Some apps don't allow duplicates
Fix: This might be okay
Or change duplicate settings
Action Happens Multiple Times
Why this happens:
Zapier sees the same trigger twice
Usually during testing
Or if you create Zap twice
How to fix:
Check for duplicate Zaps
Turn off test Zaps
Some duplication is normal
Most apps handle duplicates fine
Data Not Mapping Correctly
Symptoms:
Name shows email
Email shows name
Fields are empty
Wrong information
How to fix:
Edit the Zap
Find the action step
Check each field mapping
Make sure right data selected
Use "Custom" if needed
Test again
Zap is Slow
Zapier timing:
Free plan: Every 15 minutes
Starter plan: Every 5 minutes
Professional: Every 1-2 minutes
This is normal. Zapier is not instant. If you need instant, consider webhooks (advanced).
Using Webhooks (Advanced)
Webhooks are faster than Zapier's regular triggers. They send data instantly.
What Are Webhooks?
Simple explanation:
Your app (Stripe) sends a message
The message goes directly to Zapier
Zapier acts immediately
No waiting for checks
Regular trigger: Zapier checks every few minutes
Webhook trigger: Stripe tells Zapier instantly
When to Use Webhooks
Good for:
Time-sensitive automations
Real-time updates
High-volume communities
Professional setups
Not needed for:
Most basic automations
Small communities
Email newsletter updates
Daily reports
How to Set Up Webhooks
In Zapier:
Create new Zap
Choose "Webhooks by Zapier"
Select "Catch Hook"
Copy the webhook URL
In Stripe:
Go to Developers section
Click "Webhooks"
Click "Add endpoint"
Paste Zapier's URL
Choose which events to send
Events to select:
payment_intent.succeeded
customer.subscription.created
customer.subscription.deleted
charge.refunded
Test it:
Send a test webhook from Stripe
Check if Zapier catches it
Build your Zap from there
Note: This is more technical. Most people don't need webhooks. Regular Zapier triggers work great for most use cases.
Monitoring Your Zaps
Check Your Zap History
Where to look:
Open Zapier dashboard
Click "Zap History" or "Activity"
See all recent triggers
See which succeeded
See which failed
What you'll see:
Time of each trigger
Which Zap ran
Success or error status
Details of what happened
Set Up Notifications
Get alerts when things go wrong:
In Zapier settings:
Go to "Notifications"
Turn on error notifications
Choose email or SMS
Pick how often to notify
You'll know if:
A Zap stops working
Connections break
Actions fail
Need to take action
Review Performance
Check these weekly:
How many times Zaps ran
Success rate percentage
Any error patterns
Unused Zaps to turn off
Goal: 95%+ success rate is good. Under 90% means something needs fixing.
Best Practices for LaunchPass Automations
Start Simple
Don't automate everything at once.
Begin with:
One Zap for new members
Test it for a week
Make sure it works perfectly
Then add more Zaps
Why this works:
Easy to troubleshoot
Learn how Zapier works
Don't overwhelm yourself
Build confidence
Name Your Zaps Clearly
Good names:
"New Member → Add to Mailchimp"
"Cancellation → Send Survey"
"Failed Payment → Alert Team"
Bad names:
"Zap 1"
"Test"
"New Zap"
Why it matters:
Find Zaps quickly
Know what each does
Easier to troubleshoot
Team understands too
Test Everything Twice
Before turning on:
Test in Zapier
Check the result in other app
Test again with different data
Make a real payment to test live
Look for:
Correct data mapping
No errors
Data appears where expected
Timing works
Use Folders
Organize your Zaps:
Create folders in Zapier
Like "Member Onboarding"
Or "Payment Notifications"
Keeps things tidy
Helps when:
You have many Zaps
Working with a team
Need to find something fast
Document Your Setup
Write down:
What each Zap does
Why you created it
Any special settings
Troubleshooting notes
Save this info:
In a Google Doc
Or Notion page
Share with your team
Update when you change things
Monitor Regularly
Check weekly:
Zap history for errors
Success rates
Any weird patterns
Member feedback
Monthly tasks:
Review all active Zaps
Turn off unused ones
Update outdated automations
Check for new Zapier features
Comparing Zapier Plans
Free Plan
What you get:
100 tasks per month
Single-step Zaps
15-minute check intervals
Access to most apps
Good for:
Small communities
Just getting started
Basic automations
Testing Zapier
Limitations:
Only 5 Zaps total
Single actions only
Slower triggering
No premium apps
Starter Plan (~$20/month)
What you get:
750 tasks per month
Multi-step Zaps (3 steps)
15-minute intervals
More Zaps (20)
Good for:
Growing communities
Multiple automations
Need some multi-step
More reliable
Professional Plan (~$50/month)
What you get:
2,000 tasks per month
Unlimited steps
2-minute intervals
Unlimited Zaps
Path branching
Premium apps
Good for:
Large communities
Complex workflows
Need speed
Professional setup
Best for LaunchPass: Most creators do fine with Free or Starter. Upgrade if you run out of tasks or need faster triggers.
Alternative Automation Options
Stripe Native Features
What Stripe can do without Zapier:
Automated email receipts
Invoice reminders
Dunning management (retry failed payments)
Custom email templates
When to use:
Simple needs
Want fewer tools
Free features
Just getting started
Email Tool Native Integrations
Many email tools connect to Stripe directly:
Mailchimp has Stripe integration
ConvertKit connects to Stripe
Some others do too
Pros:
One less tool
Often faster
Simpler setup
Cons:
Less flexible
Can't connect other apps
Fewer trigger options
Make (formerly Integromat)
Alternative to Zapier:
Similar to Zapier
Different interface
Sometimes cheaper
More complex
Consider if:
You know it already
Need specific features
Want to save money
Comfortable with complexity
Real Examples from LaunchPass Creators
Example 1: Newsletter Community
Setup:
500 members
Weekly newsletter
Using Beehiiv
Zaps they use:
Zap 1: New payment → Add to Beehiiv
Result: Newsletter list stays current
Saves: 2 hours per week
Zap 2: Cancellation → Add to win-back campaign
Result: 15% of cancelled members return
Saves: Lost revenue
Zap 3: New member → Welcome email series
Result: Higher engagement
Saves: Manual email work
Example 2: Trading Community
Setup:
200 members
Discord community
Real-time alerts important
Zaps they use:
Zap 1: Payment success → Add to Google Sheets
Result: Track member details
Saves: Membership database
Zap 2: Payment → Post in private Slack
Result: Team knows immediately
Saves: Manual notifications
Zap 3: Failed payment → Alert via SMS
Result: Quick follow-up
Saves: Recover revenue fast
Example 3: Course Creator
Setup:
1,000 members
Course + community bundle
Using Mailchimp
Zaps they use:
Zap 1: New payment → Add to course platform
Result: Automatic access
Saves: 5 hours per week
Zap 2: Payment → Add to Mailchimp with tags
Result: Segmented lists
Saves: Manual list management
Zap 3: New member → Create Airtable record
Result: Full member database
Saves: Customer data organized
Getting Help
LaunchPass Support
We can help with:
Connecting Stripe account
LaunchPass features
Integration questions
Account issues
Email: [email protected]
Include:
Your LaunchPass email
What you're trying to do
Error messages if any
Screenshots help
Response time: Usually within 24 hours on business days.
Zapier Support
They can help with:
Zapier-specific issues
Zap not working
App connections
Technical problems
How to reach:
Help center: zapier.com/help
Email through dashboard
Live chat (paid plans)
Community forum
Stripe Support
They can help with:
Stripe account issues
Webhook setup
Payment problems
API questions
How to reach:
Email through dashboard
Documentation extensive