Zapier

Connect Gratona to other applications through Zapier triggers and actions.

Use the Gratona integration to create or update supported records as part of an automated workflow. Review each Zap carefully before enabling it, especially workflows that update or delete data.

Before you start

• You need an active Gratona workspace and a user account with access to the records the Zap will use.

• You need a Zapier account.

• Decide which event should start the Zap and which action should follow.

Recipient departures and sponsorship changes

Edit Entity updates a recipient's details. It does not archive the recipient, end their sponsorships, or move a sponsorship to another recipient. Changing a recipient field to match an external system's Inactive status does not perform those actions.

Choose an operation that matches the intended change: archive the recipient and resolve its sponsorships, reassign an existing sponsorship, or edit the recurring commitment. If the operation is not available in your Zapier action list, contact Gratona support about connecting the existing API operation to your workflow.

For a continuing sponsorship, reassignment preserves the existing payment setup. Confirm the source sponsorship and replacement recipient before enabling the Zap, and test one record before processing a batch.

Connect Gratona to Zapier

1. Open the integration using the button above.

2. Accept the invitation if Zapier prompts you.

3. When choosing an app in Zapier, search for Gratona. If it is not listed yet, search for the legacy marketplace name HelpYouSponsor.

4. Authenticate with your Gratona account.

5. Select a trigger or action, test it with a non-critical record, and review the mapped fields.

6. Enable the Zap after the test produces the expected result.

Donation workflows and giving source

Use New Donations to start a workflow when a payment is recorded and Updated Donation to handle later edits. Both include Giving Source, DAF disclosure and advisor details, IRA custodian details, soft-credit recognition, Gift Date and Deposit Date.

Route gifts using Giving Source: Direct, Donor-Advised Fund (DAF), or IRA / QCD. Giving Source describes who gave and who should receive recognition. The trigger's Payment Source filter and the payment method describe how the payment was received.

• Direct: the donor owns the financial gift. Use any recorded soft-credit line items for additional recognition.

• DAF: the sponsor organization owns the financial gift. Advisor recognition comes from the recorded DAF soft-credit line items; respect the grant's disclosure when preparing public messages.

• IRA / QCD: the IRA owner owns the financial gift. The custodian is the remitting institution and does not receive an additional financial or soft credit.

Map Gift Date to the destination gift date and keep Deposit Date separate. Save each destination transaction ID against Gratona's Donation ID. Updated Donation's event ID changes when a gift is edited, so it must not be used as the financial transaction's identity.

Refresh and test your mappings

When adding fields to an existing Zap, refresh its trigger sample and review the destination mappings. Test the Direct, DAF and IRA / QCD paths with records whose source and recognition you have checked. Confirm that a later edit updates the existing destination transaction and that institutions reuse verified constituent matches.

Donation trigger guides

• New Donations: set up the trigger and map sources, recognition, constituents, amounts and dates.

• Updated Donation: reuse Donation ID to update the existing destination gift after an edit.