Recipe: Zapier, Pabbly & Make (no code)

Get PrepareBuddy events — a finished test, a new student, an enrolment about to expire — into any app Zapier, Pabbly Connect or Make can reach (Google Sheets, HubSpot, Slack, email, your CRM) without writing code. You connect two things: PrepareBuddy sends a webhook → the tool catches it and does something.

You need: an organization-admin login to PrepareBuddy, and an account on one of the three tools.

Part 1 — Catch the webhook in your tool

Zapier

1. Create Zap → Trigger → Webhooks by Zapier → Catch Hook → Continue.
2. Zapier shows a Custom Webhook URL like https://hooks.zapier.com/hooks/catch/123456/abcdef/. Click Copy.

Pabbly Connect

1. Create Workflow → Trigger → Webhook.
2. Copy the webhook URL Pabbly shows.

Make (Integromat)

1. Create a new scenario → + → Webhooks → Custom webhook → Add. Name it PrepareBuddy.
2. Copy the address Make shows.

Part 2 — Tell PrepareBuddy where to send

1. PrepareBuddy: Organization dashboard → API Keys & Integrations → Manage webhooks.
2. Paste the URL from Part 1.
3. Time zone for timestamps: e.g. Asia/Kolkata (or leave UTC).
4. Send these events: untick anything you don't need. For a results sheet, keep only result.final.
5. Click Add webhook, then Send test.
6. Back in your tool, click Test trigger (Zapier), Re-capture (Pabbly) or Run once (Make). It receives the test event — the fields type = ping and data.message.

To map result fields (score, email …) the tool needs one real event. Easiest: sign in as a test student and finish a short quiz, then test the trigger again. Or map the fields by name using the example payloads.

Part 3 — Do something with it

Example A: every final score into a Google Sheet (updates on re-mark)

Make a sheet with columns: Result ID, Email, Name, Test, Score, Out of, Percentage, Completed.

Zapier

1. + → Filter by Zapier: Only continue if Type (Text) Exactly matches result.final.
2. + → Google Sheets → Lookup Spreadsheet Row: lookup column Result ID, lookup value Data Id. Tick "Create Google Sheets Spreadsheet Row if it doesn't exist yet?" and map every column:

1. + → Google Sheets → Update Spreadsheet Row: Row = the row from step 2; map the same fields (this updates a re-marked score).
2. Turn the Zap on.

Pabbly: Filter (type equals result.final) → Google Sheets: Lookup Row → Router: found → Update Row, not found → Add Row.

Make: Filter (type = result.final) → Google Sheets: Search Rows (Result ID = data.id) → Router: bundles = 0 → Add a Row, otherwise → Update a Row.

Example B: warn the counsellor when access is about to end

1. Webhook with only enrollment.expiring ticked.
2. Action: Gmail/Outlook → Send email to your counsellor: "{{data.student.first_name}}'s {{data.enrollment.course_name}} access ends in {{data.days_left}} days ({{data.enrollment.end_date}})."

Example C: post in Slack when a student falls behind

1. Webhook with only assignment.overdue ticked.
2. Action: Slack → Send Channel Message: "⏰ {{data.student.first_name}} {{data.student.last_name}} has not finished {{data.item.title}} (due {{data.due_date}})."

Example D: new student → your CRM

1. Webhook with only student.joined ticked.
2. Action: HubSpot/Zoho → Create or update contact: email = data.email, first name = data.first_name, last name = data.last_name.

Part 4 — Assign a test automatically (the other direction)

Your tool can also tell PrepareBuddy to assign work — for example when someone buys a mock test in your shop. This needs a Full access key.

1. Find the item's id: GET https://www.preparebuddy.com/api/v1/catalog/ (see Roster, Assignments & Activity API) — note the kind and item_id.
2. Action: Webhooks by Zapier → POST (Pabbly: API by Pabbly, Make: HTTP → Make a request):
3. URL: https://www.preparebuddy.com/api/v1/assignments/
4. Headers: X-API-Key = your full-access key
5. Payload type: JSON

6. Data:

   json {"email": "{{buyer_email}}", "kind": "test", "item_id": 57, "due_date": "2026-10-31"}

The student must already be in your organization — put the onboarding call first in the same workflow if they might be new. 3. A reply with "created": true means it was assigned; "created": false means they already had it open (safe — nothing is assigned twice).

Security note

Zapier, Pabbly and Make webhook URLs are long and secret: anyone who has one can post to your workflow. Don't share them. These tools can't check PrepareBuddy's signature header; if you need that, receive webhooks in your own server (Webhooks → Verify the signature).