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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👥 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. You can filter it to trigger 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.
📌 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 stage to another. You can get specific with this trigger: you can specify that it should only trigger if the File moves from a certain Pipeline stage, such as Leads; if the File moves to a certain Pipeline stage, such as Confirmed; or both, such as only when a File is moved from Confirmed to Traveling. You can also filter by the consultant who owns the File.
📌 Note: If you don’t specify a “changed to” or “changed from” Pipeline stage, 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 selected Pipeline stage. For example, it can fire if a File moves from “Invoiced” to “Deposit Received” within your “Planning” pipeline.
📌 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. You can filter this trigger by the type of File created, such as Leads (which are automatically created when someone fills out one of your Lead forms), or regular Files added in Planning. You can also filter by the File’s owner at creation.
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 additions and removals, but you can filter it to fire only when a traveler is “added” or only when a traveler is “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.
📋 Guest Form Triggers
Guest Form 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.
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 Form Received, all three happen the moment the client hits submit.
Guest Form Updated
This trigger fires when a client edits an existing guest form through a Guest Portal or Travel Dashboard.
📌 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.
💸 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.
📌 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. This includes changes to “draft,” “not paid,” “partially paid,” “paid,” or “voided.” You can also specify that this trigger should only fire on a specific status change.
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 payment in Safari Portal changes. These status changes include “planned,” “pending,” “paid,” “failed,” or “voided.” You can also specify that this trigger should only fire on a specific status change.
📌 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. Status changes include “draft,” “not paid,” “partially paid,” or “paid in full.” You can also specify that this trigger should only fire on a specific status change.
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.