Triggers are the events you specify for Zapier to watch for in order to start an automation, also known as a Zap. Here are the events you can direct Zapier to watch for within Safari Portal.
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📌 Tip: Most Safari Portal triggers include an optional Consultant ID field. Setting it means the Zap only fires for Files owned by that one person. This is the easiest way to keep a Zap from running on your whole team's work and burning through your Zapier task allowance.
👥 Contact Triggers
New Contact
This trigger fires when a new contact is added to your Contacts Module. By default, it triggers whenever any contact type is added, whether a traveler, Partner Agent, or Supplier. Use the Contact Type field to fire for only one of these types.
📌 Note: If you do a bulk import of contacts into Safari Portal, this trigger will fire for each added contact individually. Remember to turn the Zap off first!
Example: When Chelsea adds a new traveler contact to Safari Portal, she used to manually add them to her email list in Constant Contact and create a record in her Salesforce CRM. Now she can have Zapier do it for her using the New Contact trigger, with the "Contact Type" set to "Traveler."
📁 Dashboard Triggers
Consultant Assigned
This trigger fires whenever a team member is made the owner of a File. It triggers whenever a new File is created, since the creator of a new File is immediately assigned as the owner, and whenever a File is reassigned to a team member. Use the optional Consultant ID field to fire only when one specific person is assigned.
📌 Note: This does not fire if a person is added as a Sales Consultant under File Information.
Example: Instead of typing out and sending a WhatsApp message to her team members each time she reassigns a File, then navigating to ClickUp to update the project task, Athena creates a Zap that does this automatically.
File Moved to Pipeline
This trigger fires whenever any File is moved from one Pipeline to another. Your Pipelines are Leads, Planning, Confirmed, Completed, and Archived / Lost.
You can get specific with this trigger. Set Pipeline (changed from) to fire only when a File leaves a certain Pipeline, such as Leads. Set Pipeline (changed to) to fire only when it lands in a certain Pipeline, such as Confirmed. Set both to fire only on one specific move. You can also narrow it with Consultant ID.
📌 Note: If you don't specify a "changed to" or "changed from" Pipeline, your Zap will trigger on any pipeline movement, which can use up your allocated usage quickly. We recommend always specifying at least one.
Example: When Marcus moves a file from Leads to Confirmed in Safari Portal, he used to manually send a welcome email to the travelers, then manually move the deal in HubSpot to the matching stage. By making a Zap, both happen automatically.
File Moved to Stage
This trigger fires whenever a File moves between custom Dashboard stages inside a single Pipeline. For example, it can fire if a File moves from "Invoiced" to "Deposit Received" within your Planning Pipeline.
Start by choosing a Pipeline. This field is required, and the stage fields stay hidden until you pick one. Once you have, you can set Stage ID (changed from), Stage ID (changed to), and Consultant ID.
📌 Note: If you don't specify a "changed to" or "changed from" custom stage, your Zap will trigger on any movement between stages within that Pipeline, which can use up your allocated usage quickly. We recommend always specifying at least one.
Example: Whenever David moves a Lead in Safari Portal from "New" to "In Progress," he used to manually set himself a reminder to follow up in Todoist, add the contact to his email marketing list, and log a note in his CRM, Pipedrive. By making a Zap triggered by File Moved to Stage, all three happen the moment he moves the file.
New File
This trigger fires whenever a new File is created in Safari Portal. Use the Pipeline field to fire for only one Pipeline, such as Leads, which is where Files land automatically when someone fills out one of your Lead forms. You can also use Consultant ID to fire only for Files created by or assigned to one person.
Example: Whenever someone filled out her Safari Portal Lead form, Sophie had to manually add their contact information to Mailchimp, enable email marketing, and send them a welcome email. With this Zap, she doesn't have to.
Traveler Added or Removed
This trigger fires whenever a traveler is added to or removed from a File in Safari Portal. By default, it triggers on both. Use the Direction field to fire only on "Added" or only on "Removed."
📌 Note: If you add multiple travelers to a File at once, this trigger fires individually for each traveler. In addition, if you remove a traveler by mistake, the trigger fires immediately, potentially deleting items downstream if linked to a CRM.
Example: Nicole needs to create a contact in Salesforce, then add that contact to the right opportunity every time a traveler is added to a File in Safari Portal. With Zapier, she can have this done automatically.
📋 Form Triggers
Guest Information Received
This trigger fires when a client submits a guest form through a Guest Portal or Travel Dashboard. The information that the trigger receives is identical to Safari Portal's Google Sheets integration; however, now you can push that information anywhere. Use Consultant ID to fire only for one person's Files.
Example: Priya used to manually copy passport details into a spreadsheet, add dietary restrictions to a supplier briefing doc, and send a "thanks for completing your form" email each time a guest form was filled out. By making a Zap triggered by Guest Information Received, all three happen the moment the client hits submit.
Guest Information Updated
This trigger fires when a client edits an existing guest form through a Guest Portal or Travel Dashboard. It also has an optional Consultant ID field.
📌 Note: A traveler fixing a typo will fire this trigger just like any other update. We recommend adding a Filter by Zapier step and selecting the type of information you want to be notified about. Triggers and Filter by Zapier steps do not count as tasks, so this is a great way to reduce usage.
Example: When a client updates their preferences, Calliope wants to be notified instantly. She made a Zap that messages her on Telegram the moment someone adds a document or changes their dietary or medical information. It updates her Notion database tracking guest information, too.
New Form Submission
This trigger fires when a client submits one of your custom forms, such as a Lead form or a Client Information form. It is different from Guest Information Received, which watches guest forms inside a Guest Portal or Travel Dashboard.
📌 Note: The Form field is required. You pick one specific form from a dropdown of every form in your account, and the Zap only watches that form. If you want to watch several forms, build a separate Zap for each one.
Example: Ana runs a "Request a Quote" form on her website. Every submission used to mean copying answers into a Google Sheet and pinging her team in Slack. Now a Zap triggered by New Form Submission does both, and only for that one form, so her general contact form does not set it off.
✅ Task Triggers
Task Completed
This trigger fires when a task is marked as completed in the Task Manager. Both fields are optional: use File to watch a single File, and Assigned To to watch one team member's tasks.
📌 Note: If you leave both fields blank, this fires for every completed task across your whole account, including bulk completions. Set at least one field, or add a Filter by Zapier step.
Example: When Thandi checks off the "Final payment received" task on a File, she used to message the operations team on Slack and move the card in Trello. A Zap triggered by Task Completed now does both the second she ticks the box.
💸 Financials Module Triggers
Invoice Created
This trigger fires instantly when a new invoice is created in Safari Portal. It fires no matter how the invoice is created, whether from scratch, using an invoice template, or by duplicating an existing invoice. There are no filter fields on this trigger, so it fires for every new invoice in your account.
📌 Note: Remember, this trigger fires for draft invoices that haven't been sent yet.
Example: When Sebine creates an invoice, she used to manually log it in QuickBooks, add it to her billing tracker in Airtable, and create a calendar reminder for the 90-day final payment deadline. By making a Zap triggered by Invoice Created, all three happen the moment she saves the invoice.
Invoice Status Changed
This trigger fires whenever the status of an invoice in Safari Portal changes. Use the Invoice Status field to fire on only one status: Draft, Not Paid, Partially Paid, Paid, or Voided.
Example: When Natalie marks an invoice as paid in Safari Portal, she used to manually update the payment record in Wave, send a payment confirmation email to the client via Outlook, update her Pipedrive deal to mark it closed, and log the payment in Google Sheets. By making a Zap, Natalie automatically has all four done at once right when she marks it as paid.
Payment Status Changed
This trigger fires whenever the status of an incoming client payment in Safari Portal changes. Use the Payment Status field to fire on only one status: Planned, Pending, Paid, Failed, or Voided.
📌 Note: We recommend creating multiple Zaps that filter by status type instead of one Zap that fires on any payment status change. That way, if you void a payment by mistake or move a payment from pending back to planned by rescheduling it, your Zap does not fire.
Example: When a payment fails in Safari Portal, Martha used to manually send the client an email asking them to update their payment method, create a support ticket in Zendesk to track the issue, and add a follow-up task to her CRM in Monday.com. Now Martha doesn't have to do anything; all these steps are done automatically if a payment fails.
Expense Status Changed
This trigger fires whenever the status of an expense in Safari Portal changes. Use the Expense Status field to fire on only one status: Draft, Not Paid, Partially Paid, or Paid in Full.
Example: Gertrude used to have to type the same information in three places when she marked a supplier expense as paid in Safari Portal: QuickBooks, her team's Slack channel, and an email in Gmail to her accountant. By making a Zap, Gertrude automatically has all three done at once right when the expense is marked as paid.
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