Cyber Aware plugs into Zapier as a first-class app, which means the admin work around a security awareness programme - creating client tenants, chasing leads, surfacing health check results - can run itself. The official listing at Zapier exposes five triggers and seven actions, and the pre-built templates cover the CRM and notification workflows most MSPs want first. This guide walks through what the integration actually does, the four Zaps most partners build in their first week, and the habits that stop an automation from silently breaking later.
TL;DR
- Cyber Aware has an official Zapier app with triggers for new clients, captured leads, completed Health Checks, Business Toolkit completions and new unpaid invoices.
- Actions include creating sub clients, returning learner self-enrolment links, setting learner limits, pulling health check risk scores, fetching admin single sign-on links and upgrading account tiers.
- Pre-built templates connect Cyber Aware to Pipedrive, Slack, HubSpot and Airtable, so a working first Zap takes minutes rather than an afternoon.
- Zapier's free plan only runs two-step Zaps; multi-step workflows need a paid plan - Pro starts at USD 19.99 per month on Zapier's published pricing.
- Employee enrolment into lessons is not a Zapier job: Cyber Aware's own Microsoft 365 and Google sync handles new-starter enrolment, while Zapier covers the client-facing workflows around it.
Why this matters
An MSP running security awareness training across dozens of client tenants drowns in small admin: create the sub client, generate the enrolment link, set the seat limit, copy the health check score into the monthly report, chase the unpaid invoice. Each step takes a minute; together they are why programmes stall after month two. The Australian Signals Directorate received more than 84,700 cybercrime reports in 2024-25, an average of one every six minutes (ASD Annual Cyber Threat Report 2024-25). A client's awareness programme that quietly stops updating between reports is a risk, not just an admin annoyance.
Automation removes the glue work. Cyber Aware is listed as an official integration on Zapier's Cyber Aware page, so the connection is supported rather than a scrape, and it sits alongside Cyber Aware's Microsoft 365 and Google sync and its direct API as the documented connection routes.
What the integration actually does
Triggers (events in Cyber Aware that start a Zap):
| Trigger | What fires it | Typical use |
|---|---|---|
| New client created | A client appears in your portal | Create the matching company in your CRM |
| New lead captured | A lead is captured in Cyber Aware | Push to Pipedrive or alert the team in Slack |
| Client completed Health Check | A client finishes the health check | Kick off a review or upsell workflow |
| Business Toolkit article completed | A learner finishes a toolkit article | Track engagement per client |
| New unpaid invoice available | An invoice is issued | Accounts-receivable automation |
Actions (things a Zap can do in Cyber Aware):
| Action | What it does |
|---|---|
| Create sub client | Creates a new sub client with specified parameters |
| Return learner self enrolment link | Returns the self-enrolment link for a targeted sub client |
| Set learner limit | Sets the learner limit for the target sub client |
| Get health check risk score | Returns the health check risk score for a sub client |
| Get admin single sign-on link | Returns the admin SSO link for a target client ID |
| Upgrade client account | Upgrades a client account to the selected tier |
| Delete targeted client | Deletes the targeted client |
Notice what sits on each side. The triggers are client-facing and revenue-facing. The actions are provisioning-facing. That shapes which Zaps make sense.
Four Zaps to build first
1. Lead capture into the CRM
Zapier hosts ready-made templates for this: add new Cyber Aware leads to Pipedrive, and send Slack messages for new leads in Cyber Aware. Connect the trigger, test it once, map the fields, and every future lead lands in the pipeline without a copy-paste.
2. New client record to sub client
The template create sub clients in Cyber Aware from new records in Airtable does the reverse: a row added to an Airtable base provisions the tenant. Teams that track clients in a spreadsheet or Airtable base get one source of truth instead of two.
3. Health Check completion to a review workflow
When a client completes their Health Check, the trigger fires and a second action pulls the health check risk score with get health check risk score. Route both into Slack or your PSA so the account manager sees the result the day it lands, not at the next monthly review.
4. Tenant provisioning pack
The multi-step version: create sub client, then return learner self enrolment link, then set learner limit. One manual row in your tracker produces a fully configured tenant with a shareable enrolment link and a capped seat count. This is the highest-value Zap on the list and the reason most teams outgrow Zapier's free plan.
Step by step: your first Zap
- Connect the accounts. In Zapier, create a new Zap, pick Cyber Aware as the trigger app and authorise the connection. Zapier's help notes that changing an app account's password later requires refreshing the connection - do not skip re-testing after any credential change.
- Choose the trigger that matches the workflow (new lead is the gentlest start) and run a test.
- Inspect the payload. Field names are fixed by the integration, but verify each value you plan to map is actually populated in the sample.
- Add the action - Pipedrive, Slack, HubSpot, Airtable or a second Cyber Aware step - and map fields explicitly. Never assume two systems share a field name.
- Turn it on and watch Zap history for the first real event. A green test with no live run means the trigger did not fire in production; check the filter and the connected account.
Plans and limits
Zapier's free plan includes two-step Zaps - one trigger, one action - which covers templates one and two. Multi-step Zaps, filters and branching logic need a paid plan: Zapier's published pricing puts Pro at USD 19.99 per month. The tenant provisioning pack (three Cyber Aware actions in sequence) is the workflow that forces the upgrade, and for an MSP it is worth more than the subscription in saved admin hours.
Troubleshooting
- Zap tests fine but never runs in production. The trigger did not fire - confirm the event actually happened in Cyber Aware and that the connection is still authorised.
- Duplicate sub clients. A manual creation raced the automation, or two records triggered one Zap each. Pick one path per client.
- Enrolment link goes nowhere. The link is scoped to the sub client passed in the mapping; a wrong or stale client ID produces a broken link. Re-map against a fresh sample.
- Everything broke after a password change. Refresh the Cyber Aware connection in Zapier and re-test the trigger.
What to do next
Provisioning is only the first half. The lessons, reminders and phishing simulations inside each tenant run through security awareness training on the cadence you set, and the results roll up into human risk reporting as a per-learner score you can hand to a board or an auditor. If you are weighing Zapier against alternatives, the platform comparison shows where vendors differ on exactly this automation surface.
FAQ
Does Cyber Aware have an official Zapier integration? Yes. Cyber Aware is listed on Zapier with five triggers and seven actions, plus pre-built templates for Pipedrive, Slack, HubSpot and Airtable.
Can Zapier enrol employees in training automatically? Not through these actions. The Zapier surface is client-tenant level: create sub clients, enrolment links, limits and scores. Employee auto-enrolment into lessons runs through Cyber Aware's own Microsoft 365 and Google sync, and a learner self-enrolment link generated for a sub client can be dropped into any HR onboarding flow.
Which Zapier plan do I need? Two-step Zaps run on the free plan. Any multi-step workflow - including the tenant provisioning pack - needs a paid plan starting at USD 19.99 per month for Pro.
Can I use the integration for billing? Partly. A new unpaid invoice trigger exists for accounts-receivable workflows, and an upgrade action changes a client's tier. Full billing automation happens in your accounting system.
Does the integration replace the direct API? No. Zapier covers common no-code workflows; the direct API remains the right choice for custom builds, dashboards and scripts.
One last thing
Count the minutes your team spent last month creating tenants, chasing invoices and copying health check scores by hand. That number is what the integration removes every month from now on - and it is the difference between a programme that runs and one that stalls.