Connect Route Planner Teams to Zapier

What you can automate

The Route Planner Teams integration in Zapier has one action, one search and three triggers:

Create Order: Puts an order into Inbox for its delivery date: address, recipient, phone, note, time window, time at the stop, stop type, parcel code, signature.
Find Order: Finds an order by its External ID or order ID, with the recipient, address and status.
Order Delivered: Runs when a driver marks the order delivered, with the time and proof of delivery: photo and signature links, note.
Order Failed: Runs when a driver marks the order as not delivered, with the reason.
Route Completed: Runs when a driver finishes a route, with the number of delivered and failed stops.

Order Delivered and Order Failed run for orders that came in through Zapier or the API. Stops you add on the website yourself don’t trigger them; Route Completed runs for every route.

Step 1. Create an API key

Zapier signs in to your team with an API key. The team owner and dispatchers can create one.

Open the dispatcher website and go to Team.
Scroll down to Integrations and click Create API key.
In Name, type what the key is for, for example Zapier, and click Create API key.
Click Copy and keep the key at hand for step 2. It starts with rpt_live_ and is shown only once: after Done, the list shows only its beginning.

Integrations on the Team page: a new API key named Zapier with Copy and Done buttons, the list of keys, Webhooks and the switch Share the driver’s position at the stop — The key is shown once. Lost it? Revoke it and create a new one.

Step 2. Connect Route Planner Teams in Zapier

The integration isn’t in Zapier’s public app directory yet, so you add it with an invite link.

Open the Route Planner Teams invite link, sign in to Zapier or create a free account, and accept the invite (Accept Invite & Build a Zap).
In the Zap editor, add a step, search for Route Planner Teams and choose an event, for example Create Order.
At the account step, connect a new account: Zapier asks for an API key. Paste the key from step 1 and continue.
The connection is named after your team. Your other Zaps can use the same connection, so you only do this once.

Zapier says the key is invalid? Check that you copied it whole, from rpt_live_ to the last character, and that it wasn’t revoked in Integrations.

Step 3. A new row in Google Sheets becomes an order

The most common Zap: you or your shop staff add orders to a spreadsheet, and each new row appears in Inbox. Start with a sheet whose first row has column names, for example:

Column in your sheet	Create Order field	Example
Order number	External ID	1047
Address	Address	27 Old Street, London EC1V 9HL
Customer	Recipient Name	Oliver Bennett
Phone	Recipient Phone	+44 20 7946 0811
Note	Note for the Driver	Ring the bell twice
Date	Delivery Date	2026-11-03
From	Time Window From	09:00
To	Time Window To	12:00
Minutes	Service Time (minutes)	5
Email	—	oliver@example.com

Only the address is required. The Email column isn’t sent to Route Planner Teams — step 4 uses it.

Create a Zap. Trigger: Google Sheets, event New Spreadsheet Row; choose the spreadsheet and the worksheet.
Action: Route Planner Teams, event Create Order, and the connection from step 2.
Fill in the fields with the columns of your sheet, as in the table. Without a Date column, leave Delivery Date empty: orders go to today.
Click Test step: the test order appears in Inbox on the Routes page for its delivery date. Then publish the Zap.
In Routes, tick the orders in Inbox and click Add to route: start a new route or add them to a route of that day. Then optimize and send the route to a driver as usual — see Optimize with delivery windows and Assign a driver and follow the day.

Inbox on the Routes page with three incoming orders from Zapier: names, addresses, time windows and a signature mark, all ticked, with the Add to route and Dismiss buttons — Orders from Zapier in Inbox, ready to add to a route.

Other sources work the same way: pick your shop’s “new order” trigger (for example in Shopify) or a form’s “new response”, then Create Order. A new order you don’t need can be removed with Dismiss.

Step 4. Tell your customer or your spreadsheet about the delivery

Updates from drivers don’t include the recipient’s name, phone or address — only the order’s External ID, status, time and proof of delivery. Use the External ID (your order number) to find the order in your own sheet.

Create a Zap with the trigger Route Planner Teams, event Order Delivered. Zapier loads your latest delivered orders, or a sample if there are none yet.
To keep a delivery log, add Google Sheets → Create Spreadsheet Row and fill in External ID, Delivered At and Proof of Delivery Photo URLs.
To email the customer, first add Google Sheets → Lookup Spreadsheet Row: look in the Order number column for the External ID. Then add Gmail → Send Email to the Email column of the row found.
Publish the Zap. Zapier subscribes to updates right away: a webhook appears under Webhooks in Integrations. Turning the Zap off removes it.

The Zap runs within seconds of the driver marking the stop. Do the same with Order Failed to call the customer back or rebook the delivery, and with Route Completed for a daily summary.

Links to photos and the signature work for 7 days. To keep them longer, save the files with another step, for example to Google Drive. Zaps with more than one action may need a paid Zapier plan.

Good to know

External ID against duplicates. Map your order number to External ID. If the Zap runs twice for the same order, the second run finds the existing order and doesn’t create another one.
Time at the stop. The Service Time (minutes) field is how long the driver needs at this address, from 0 to 120. Empty — the route’s Minutes per stop.
Time windows. Fill in both Time Window From and Time Window To, as HH:MM in 24-hour time. Optimization plans the stop inside the window.
Dates and addresses. The Delivery Date field is YYYY-MM-DD, so format the Date column of your sheet that way; empty — today in your team’s time zone. Send the full address with the postcode and city, or Latitude and Longitude. If an address can’t be found, the Zap shows an error in its history and no order is created; a doubtful one appears in Inbox marked check the address.
What counts. An order with an address counts as one of the Addresses searched from lists on the Subscription page; one sent with coordinates doesn’t. The stop counts when you add the order to a route, like any other stop.
Limits. Each API key can make up to 600 requests per 10 minutes and 5,000 per day. If a limit is reached, Zapier waits and tries again.
Driver’s position. Turn on Share the driver’s position at the stop in Integrations, and updates include where the driver was when marking the stop.
Keep the key safe. Anyone with the key can create orders and read your deliveries. Use one key per service, and if a key leaks, click Revoke in Integrations: Zaps using it stop at once. Create a new key and reconnect the account in Zapier.

For developers: the API

Everything the Zapier integration does is also available through the REST API with webhooks — for your own shop, order system or scripts. See the API documentation (in English).