Screenshot of a weekly task planner in Sunsama, displaying tasks for Tuesday, May 21 to Friday, May 24. Tasks include drafting a Zapier blog post, scheduling Pinterest pins, checking email, and scheduling Facebook posts. Highlighted in the center is an integration between Sunsama and Zapier, represented by their logos fitting together like puzzle pieces.

Maximize Your Productivity with Sunsama’s Zapier Integration

So you've tried Sunsama and you're like “This is awesome, BUT I wish it integrated with <insert your favourite online business tool like Notion, Asana, Trello, Microsoft Outlook, Gmail, Google Sheets, etc> and instantly create a task that shows in Sunsama to schedule as required.

Well, I’ve got some exciting news for you! Sunsama has a new integration with Zapier, allowing you to link your Sunsama account with over 5,000 apps and have tasks created automatically based on the rules you create using Zapier's Zaps. Intrigued? Let me show you how it works.

What is Sunsama

Sunsama is my favourite time management tool that will help you focus on your most important tasks by intentionally planning your day. It helps you to avoid overplanning and getting overwhelmed and instead allows you to become more organized and do your work with focus using its time blocking technique.

Banner advertisement for Sunsama. The banner reads, "Daily Planner for Balanced and Calm Work." Below the Sunsama logo, it offers a "14-day free trial (No credit card needed)." The background is a solid orange color.
Banner for Sunsama. Read my Sunsama review to get a 30-day free trial.

You can directly link certain apps with Sunsama like Notion, Trello, Asana, etc. and this type of integration allows items to be mirrored in each program. By this I mean, that a change you make to an integrated Notion database will show in both Notion and Sunsama. I have a blog post and YouTube video planned for this topic – coming soon!

What is Zapier?

Zapier is a workflow tool that connects your online tools to allow for things to flow from one tool to another allowing you to automate as many business tasks as possible.

Workflows are created with things called Zaps. These are your automations. Zaps are created by setting your trigger which is the thing that happens first which causes your automation to kick in. So for example, your trigger in email marketing is when someone signs up for email newsletter, the automation is set to the email welcome sequence.

The email form being filled out and submitted was the trigger and the welcome sequence emails being sent were the automation.

Banner advertisement for Zapier. The banner reads, "Join millions who automate their work using Zapier." Below this, it states, "Stop waiting for developers to bring order to your apps. Take control with Zapier, streamline your tasks, and achieve more with less effort." The background is white with the Zapier logo in the top left corner.
From Zapier's Website

Microsoft Outlook to Notion to Sunsama Integration

Scenario: I check my emails first thing every day to see if there is anything I need to deal with right away. Sometimes there are items I need to deal with later and I want to be able to flag that email and have an item created in my Notion “To-Do” database that automatically transferred over to Sunsama for me to schedule.

Sounds complicated right? Nope, you can set this up in less than 5 minutes. Let's do it!

Note, you must have your Notion account integrated with Sunsama already for the method I'm showing you below to work.

Create a Zap

I use Microsoft Outlook for the email I'm setting up with Zapier.

1. Set The Trigger

The trigger for this scenario is going to be: A new flagged email in Microsoft Outlook. This trigger means that every time I flag an email in this specific Outlook account, it's going to enter the automation below.

If you haven't linked your Outlook email account to Zapier, you'll do it next in the ‘Account' section. This is super easy, you'll just be prompted to sign in and accept the conditions.

The last part is testing it. I recommend you do this to ensure the trigger works before moving on. Make sure you have some emails flagged in your Outlook email for this to work.

Screenshot of a Zapier setup screen for a new zap. The setup involves a trigger labeled "New Flagged Email in Microsoft Outlook." The steps include selecting an app and event, connecting an account, and testing the trigger.

2. Determine the Automation to follow

In this scenario, you're going to choose Notion as your next tool, and the event is going to be: Create a Database Item. Again, if you haven't linked your Notion to Zapier, you'll do it in the ‘Account' section and then you'll need to set up what the Database Item will be.

Screenshot of a Zapier setup screen for a new zap. The setup involves an action labeled "Create Database Item in Notion." The steps include selecting an app and event, connecting an account, defining the action, and testing it. The chosen event is "Create Database Item."

In the ‘Action' section you'll link to your Notion database, determine what the task will be called (I used the email subject line as my task name), and a few more questions. You don't have to add information for all the sections, just the first one must be answered (what Notion database).

Screenshot of a Zapier setup screen for a new zap action labeled "Create Database Item in Notion." The action is configured to add an item to a "To-Do List" database. The task includes a subject "VIP 5/18/24 call :)" and has tags for "PIPs" and "Email." The fields for "Choose value" and "Done" are visible but not yet filled.

Make sure you test it! When you test it, the whole automation should work! Hit Publish!

Outcome: When I flag an email in my Hotmail (Microsoft Outlook), a task will be automatically generated in my Notion database called “To-Do” and because I already have Notion integrated with Sunsama, that task will also show up in Sunsama account for me to schedule. The task will be called the subject line of the email.

Pretty cool hey. This simple click of flagging an email automatically creates a task for me in the app of my choosing.

You can change this to every email that comes in if you want. I set mine up so that I'm in charge of which ones turn into tasks and that's enough for me right now. If you don't use Notion, you can also bypass Notion and in step 2, you'll choose Sunsama as your tool of choice instead of Notion.

Let's try one more.

Google Sheets to Sunsama Integration

Scenario: So let's say you're using Google Sheets to track your tasks and you want to transfer them to Sunsama making it easy to manage your tasks from a simple spreadsheet.

Create a Zap

1. Set The Trigger

In Zapier, you'll create a new Zap. The tool that you'll choose is Google Sheets. The trigger in my example is: New or Updated Spreadsheet Row (each row in my spreadsheet is a new task).

If you haven't linked to your Google Drive, you'll need to do that.

Choose your spreadsheet and worksheet (tab) from that spreadsheet, and then the column that will trigger the automation. In my case, Column A, called Task is the trigger column. Test that this step works.

Screenshot of a Zapier setup screen for a new zap. The trigger is labeled "New or Updated Spreadsheet Row in Google Sheets." The steps include selecting the app (Google Sheets) and event. The details show the spreadsheet "Sunsama Zap Test," the worksheet "Sheet1," and the trigger column "Task."

2. Determine the Automation to follow

In this example, I want to go straight to Sunsama, so that's the tool I'm going to choose. The event is going to be to: Create Task.

Again, if you haven't linked your Sunsama to Zapier, you'll be prompted to do this.

Screenshot of a Zapier setup screen for a new zap action labeled "Create Task in Sunsama." The steps include selecting the app (Sunsama) and event (Create Task), connecting a Sunsama Personal account, and configuring step details. The task title is "Email Pam," the channel is "work," and the option to add to backlog is set to "true."

You can then customize how the task is going to look based on your Sunsama channels and if you want it added to the backlog (I said yes so all my tasks would show up there for me to schedule as I desired), etc.

Don't forget to test it! If it works, hit Publish!

Outcome: When I add a task to my Google Sheets table (my to-do list), it will automatically generate a task in Sunsama, in the backlog section. It's now ready for me to schedule.

See It In Action

Check out my video below for the step-by-step from above.

With the ability to link to thousands of tools and have multiple steps, the number of workflows that could be created is endless. This won't be the last time I utilize Zapier and Sunsama's integration ability.

Create Your Zap!

Integrating Sunsama with Zapier opens up endless possibilities for simplifying your workflows and enhancing your productivity. Whether you are using Notion, Google Sheets, or any of the thousands of apps available through Zapier, you can automate tasks and keep everything synchronized effortlessly. #SunsamaZaps

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Curious to try Sunsama? Use my affiliate link and Sign up for a 30-day free trial. This gives you an additional 2 weeks free and helps support my business.

I would love to hear if you tried this out – there are literally thousands of combinations of workflows you could create here, Join the Facebook Group and let me know how you liked it!


If This Post Helped You In Any Way, Please Pin One Of These Images Below!

It helps my blog enormously. Thank you!

The image is a promotional graphic highlighting productivity tools, specifically focusing on the integration of Zapier with Sunsama. It features a large header in bold black text against a white background at the top, stating "Maximize Productivity with the ZAPIER INTEGRATION WITH SUNSAMA." A visual of a calendar interface shows the Sunsama app screens for Wednesday and Thursday, illustrating the scheduling capabilities facilitated by Zapier's integration. The screens display tasks such as scheduling emails and Facebook posts, represented by puzzle pieces fitting together, symbolizing the seamless integration. A pink vertical stripe accents the left side, and the URL "organizeyouronlinebiz.com" is displayed at the bottom in black on a white background. This design is intended to inform and attract individuals interested in enhancing their scheduling and task management through these tools.
The image features a minimalist promotional design for a time management solution involving Zapier and Sunsama. It displays a bold header in pink font stating, "MANAGE YOUR TIME WITH THE ZAPIER INTEGRATION WITH SUNSAMA." Below the text are two icons: a bright orange one with a white sun symbol, and another orange circle with a white cloud, representing the logos of Zapier and Sunsama, respectively. The background is plain white with a soft gray border at the bottom. The URL "organizeyouronlinebiz.com" is positioned at the lower part of the image in smaller pink text. This design is clean and straightforward, focusing on promoting the integration of these two tools.
The image serves as an advertisement for enhancing productivity through Sunsama's Zapier integration. It features a large, bold header in pink text against a deep green background that reads, "increase your productivity with SUNSAMA'S ZAPIER INTEGRATION." Below the text, there is a striking image of an hourglass with pink sand flowing through, visually representing time management and efficiency, which are key themes of the advertised software integration. The URL "organizeyouronlinebiz.com" is prominently displayed at the bottom in white text, linking the viewer to further information. The overall design effectively combines visual symbolism with concise text to convey the message of improved productivity through technological integration.

Creator and CEO of Organize Your Online Biz, Lindsay Trca

Hi, I'm Lindsay!

A blogger dedicated to empowering women entrepreneurs in the online business world. With over 15 years of experience in process documentation and SOP creation, I specialize in streamlining workflows, organizing workspaces, and optimizing digital tools for maximum efficiency. Join me as we transform your business operations with practical insights and budget-friendly solutions.

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