Role-Based Programme
RB0770

Zapier for Project & Program Management

Build Automated Project Intake, Tracking & Delivery Workflows

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Duration
8 Hours
Level
Basic
Delivery
Instructor-Led
Format
Workshop

Programme Objectives

  • Build foundational capability in using Zapier to automate recurring project and program management activities.
  • Create workflows for project intake, task creation, assignment, prioritisation, reminders, approvals, and stakeholder communication.
  • Apply conditional logic and timing controls to manage different project scenarios, deadlines, and escalation requirements.
  • Use Forms, Tables, Canvas, and AI-assisted steps to improve project visibility, coordination, and reporting.
  • Maintain human approval, data accuracy, access control, and governance across automated project workflows.

Tools covered

Zapier ZapsZapier FormsZapier TablesZapier CanvasFiltersPathsSchedule by ZapierDelay by ZapierHuman in the LoopAI by ZapierProject Management & Communication App Integrations

Who should attend

  • Project Managers
  • Program Managers
  • Technical Project Managers
  • Project Coordinators
  • Program Coordinators
  • PMO Professionals
  • Delivery Managers
  • Implementation Managers
  • Technical Program Managers
  • Project Analysts
  • Transformation Project Professionals
  • Portfolio Coordination Professionals
  • Project & Program Team Leads

Prerequisites & Participant Readiness

  • Basic understanding of project or program management processes
  • Familiarity with tasks, milestones, owners, deadlines, risks, issues, and stakeholder communication
  • Basic experience with common business or project-management applications is helpful
  • No programming or API knowledge required
  • General awareness of workflow automation is beneficial
  • No previous Zapier course completion required

TOC Modules

Concepts
  • Understanding workflow automation using Trigger → Action → Outcome
  • Understanding Zaps, application connections, data fields, and multi-step workflows
  • Identifying repetitive project activities suitable for automation
  • Differentiating automation from project judgement and management accountability
Practical activities
  • Creating a basic Zap using a representative project event
  • Connecting project, communication, and productivity applications
  • Mapping Manual Project Activity → Trigger → Automated Action → Business Outcome

Scenarios

Project Request to Approved Delivery Workflow

Zapier Form → Project Request → Zapier Table → Priority Classification → Filter / Path → Human Approval → Project Task Creation → Owner Notification → Scheduled Follow-Up → Status Tracking

Participants build a practical project-intake workflow that converts an incoming request into approved, assigned, and trackable project work while maintaining human control over priority and approval decisions.

Project Status Data to Stakeholder Management Update

Project Updates → Zapier Table → Milestone / Risk Check → AI by Zapier Summary → Human Review → Stakeholder Notification → Follow-Up Actions → Next Review

Participants automate the preparation of recurring project-status communication while ensuring AI-generated summaries are validated before risks, commitments, and progress information are shared with stakeholders.

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