Automating virtual training delivery from registration to access
Overview
The Heropa + Arlo integration, powered by Zapier, connects your course registration and scheduling system (Arlo) with Heropa’s virtual training platform. It eliminates manual steps in the training delivery workflow by automatically syncing course data, participant registrations, and seat assignments across both platforms.
The integration is modular and supports five core automation flows, each designed to reduce admin effort and improve the learner experience.
Benefits at a Glance
- Automates enrollment, event creation, and seat management
- Keeps training schedules and logistics in sync
- Improves speed and accuracy for learner access
- Reduces admin burden and manual data entry
- Fully configurable via Zapier with minimal technical effort
Integration Capabilities
|
Use case |
Trigger in Arlo |
Action in Heropa |
Summary |
| Course Enrollment | New eLearning registration | Enroll user in Heropa course | Automatically enrolls users based on shared course code |
| Event Creation with Custom Scheduler | New multi-session event created | Create event in Heropa using custom scheduler | Builds a corresponding Heropa event with session data from Arlo |
| Event Synchronization | Event updated (e.g. sessions added) | Update event details in Heropa | Keeps Heropa events synchronized with changes in Arlo |
| Seat Assignment | Event registration created | Assign user to a seat in Heropa event | Ensures students get access to available Heropa seats |
| Seat Unassignment (Cancellation/Transfer) | Registration cancelled or transferred | Unassign seat in Heropa | Automatically frees up seats when users are removed from Arlo |
How it works
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Trigger from Arlo
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A new registration, update, or event triggers the automation.
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Filters (Optional)
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Apply logic like status checks (e.g., only active registrations).
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Lookups
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Use external codes (course or event IDs) to find matching records in Heropa.
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Perform Actions in Heropa
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Depending on the use case, this could be enrollment, seat assignment, event creation, or event updates.
FAQs
Q: Is developer help required?
No, it’s designed for low-code setup with guided Zap templates.
Q: Can the Zaps be customized?
Yes — filters, conditions, additional steps, and notifications can be added.
Q: What happens if an event/code doesn’t match?
The Zap will fail or skip that step. Consistent external IDs are required in both platforms.
Q: Is Zapier secure for this use case?
Yes — it uses secure OAuth connections to both platforms.
Q: What if I want to scale this to hundreds of events?
These integrations are scalable and reusable — perfect for high-volume training operations.
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