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This guide will help you connect ClickUp and Vista Social using Zapier. By setting this up, you can easily schedule your social media posts directly from ClickUp. It saves you time and simplifies managing profiles and content on different networks.
Enjoy a smoother experience with your social media tasks!
Preparing your Clickup Space
Step 1: Locate and prepare your profile list
When you make a task in ClickUp for a social media post, we need to know which profiles to post to. Specifically, we need the IDs of these profiles. To simplify this, we'll first gather your profiles and then add them to Clickup.
A. Locate Profile IDs in Vista Social:
- Go to Settings → Connected Profiles in Vista Social
- Select a profile (e.g., Instagram account for "Matthew's Coffee")
Copy the final number in the URL (Example: 25055 in https://vistasocial.com/settings/profiles/25055)
B. Create a Profile IDs List in ClickUp:
- Create a new list (e.g., Profile IDs) in ClickUp.
- For each social media profile, create a separate task.
- Use this naming convention:
ID - Profile Name (Network)
(Example:25055 - Matthew's Coffee (Instagram)).
Important Avoid numbers in profile names (e.g., use "Eleventh Street" instead of "11th Street") to prevent formatting issues. |
Pro Tip Create custom statuses for each Social Network. This helps you color-code and easily find them later. |
Step 2: Create or update your planned posts list
Next, identify your planned posts list (or create a new one). This list will include all the posts you plan to publish.
A. Add Required Custom Fields
Add or verify these required custom fields:
- Post Schedule Date (Date and time field)
- Caption (Text field for the post caption)
- Media (File field with image/video to be used for the post)
Here's a breakdown of the other available fields and whether or not they're mandatory:
Field |
Type | Required? |
Instagram publish as |
Dropdown: REELS, STORY, FEED (Case-sensitive) |
Required when posting to Instagram |
Facebook publish as |
Dropdown: REELS, STORY, VIDEO, IMAGE (Case-sensitive) |
Required when posting to Facebook |
Snapchat publish as |
Dropdown: STORY, SAVED_STORY, SPOTLIGHT (Case-sensitive) |
Required when posting to Snapchat |
Pinterest board name |
Text field: Name of the board | Required when posting to Pinterest |
Pinterest section name |
Text field: Name of the section | Optional |
First Comment |
Text field for the post's first comment | Optional |
Instagram invite collaborators |
Text field - up to 3 Instagram @handles separated by a "," comma | Optional |
B. Create a Custom Status
To streamline task management, create a custom status for posts:
- Name the status Ready for Vista Social (example)
- Use this status to mark posts that are ready to be sent to Vista Social via this automation
Step 3: Create a custom relationship field
When you create a Task in ClickUp for a social media post, you'll specify the profile(s) for publication.
You can create a custom relationship field that pulls from your Profile IDs list from step 1B above. This makes it easy to select a profile when creating tasks in your planned posts list.
- Create a new Custom Field in your planned posts list
- Select the Relationship Field option
- In the Related To option, choose the Profile IDs list
Setting up Zapier
Step 4: Set up Zapier trigger
Hint: Save time and reuse this template instead of starting from scratch!
A. Trigger the Automation
- Use Task Change as the Zap trigger
- Monitor the planned posts list for tasks with the status Ready for Vista Social
- Ensure tasks have the following fields with data before triggering:
- Caption
- Scheduled date and time
- Selected social profiles (via the relationship field)
B. Extract Profile IDs
Set up a Formatter with a "Text" action to get profile IDs from the relationship field in your planned posts. This step prevents sending profile names to Vista Social, avoiding errors. Vista Social only needs Profile IDs.
Use the "Extract Number" transform function.
Step 5: Set up the Vista Social action
With the data formatted and profile IDs ready, set up a Vista Social action to schedule the post:
-
Add a Vista Social Action:
- Choose the "Schedule Post" event
- Authenticate with your Vista Social API key
-
Map the Fields:
- Profiles: Map the profile IDs from the Formatter step where you extracted the IDs
- Caption: Map the caption from your ClickUp task's caption field
- Media: Map the URL to the media file from your ClickUp task's custom media field
-
Publish At: Map the formatted date/time from the second Formatter step (
YYYY-MM-DD HH:MM) -
Map any other fields: If you created any other network-specific or optional custom fields in ClickUp, make sure to map them to the Vista Social action.
Step 6: Test and validate
- Test the Zap with a sample social post task.
- Verify the following in Vista Social:
- Correct profile(s) selected
- Media attachment appears as expected
- Caption and post type are accurate
- Scheduled date and time match your settings
- Optional fields have worked as intended
Important Make sure the time zones in your Clickup workspace, Zapier Workspace, and Vista Social profile groups match, or you will encounter mismatched posting times. |
Step 7: Go live
Enable the Zap and start automating your posts!
Bonus action!
Want to send confirmation back to ClickUp when a post is scheduled?
Create a final action that updates the task from this automation.
You can specify the status to change this task to when the post is successfully scheduled in Vista Social:
Need further help?
Our services team is ready to assist with setup. Just shoot us a note for a quote on setting up your custom workflow. 💙
Related Reading:
Bulk Scheduling - CSV format explained
How to Export Your Calendar in CSV Format
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