Zapier organization consolidation guide

Zapier offers a beta feature that lets large teams consolidate multiple workspaces and accounts into a single organization account, giving admins clearer control over users, billing, and security. This guide explains how the consolidation works, who can use it, and how to move through each step of the process.

What Zapier organization consolidation does

In this beta, organizations working with Zapier can bring separate teams, workspaces, and standalone accounts together under one umbrella. The goal is to centralize management while preserving users’ existing automations.

When you consolidate:

You create or use one main organization account.
Existing workspaces and teams move under that organization.
Admins gain a single view of users, apps, and security controls.
Most Zaps and connections remain available after migration.

This is particularly useful for companies that grew organically, where different departments created their own plans over time and now want unified governance.

Who can use Zapier organization consolidation

The consolidation feature is in beta and available only to organizations that work directly with the Zapier sales team.

You can use it if:

Your company has an active organization account or is setting one up with sales.
You have multiple independent teams or workspaces that need central management.
Your admins want consistent security, billing, and access policies.

If you do not yet partner with sales, you can learn more about expert consulting and platform strategy at Consultevo.

Key Zapier roles during consolidation

Several roles participate in a consolidation project, each with specific responsibilities inside Zapier.

Zapier organization admins

Organization admins control the main account where consolidation happens. They can:

Add or remove users.
Manage workspaces and teams.
Review ownership of Zaps and resources.
Coordinate with the sales and support teams during the beta.

Workspace and team admins in Zapier

Existing workspace or team admins help migrate their local environments into the organization. They typically:

Identify which users and Zaps belong to their workspace.
Confirm what should move and what should be archived.
Communicate changes to their end users.

Individual Zapier users

Individual users keep access to their accounts, but after consolidation they sign in under the organization umbrella. They may see changes in:

Where their Zaps are stored (workspace or folder structure).
Who can view or edit shared automations.
Which apps and connections are allowed by admin policies.

How to prepare for Zapier consolidation

Before you migrate, spend time planning. This helps avoid confusion and downtime for your team.

1. Audit your existing Zapier workspaces

Start by listing every workspace, team, and standalone account that belongs to your company. For each, note:

Owner email address.
Plan type and billing details.
Number of users.
Critical Zaps that must not break.

2. Decide your Zapier organization structure

Work with your stakeholders to design how the final unified account should look. Common structures include:

By department (Marketing, Sales, Support, Engineering).
By region or business unit.
By product line or project group.

Each structure will map to workspaces and teams inside the main account.

3. Communicate the Zapier changes to users

Tell users what will happen, when, and how it affects them. Include:

New login or access procedures.
Where they will find their Zaps afterward.
Who to contact if something looks wrong after migration.

Step-by-step: consolidate into one Zapier organization

The high-level flow for a typical consolidation project is as follows. Exact options may vary because this is a beta feature and Zapier may adjust steps over time.

Step 1: Contact the Zapier sales team

Because this feature is in beta, you need to work directly with Zapier sales and support. They help:

Confirm eligibility.
Enable the beta features for your organization.
Plan timelines and technical requirements.

You can review the official beta information in the original article on the Zapier help center.

Step 2: Create or confirm your Zapier organization account

If you already have an organization account, confirm that it will be the central hub. If you do not, work with sales to create one. During this step you will:

Designate initial organization admins.
Set up basic security policies.
Define naming standards for workspaces and teams.

Step 3: Link existing workspaces to the Zapier organization

Next, the support team helps attach each existing workspace or team account to your organization. Depending on your setup, this may include:

Inviting workspace owners to join the organization.
Reassigning ownership of Zaps to new admin accounts where needed.
Migrating shared folders or projects into the new structure.

Step 4: Validate Zaps and permissions

After linking, test critical Zaps and confirm user permissions. Focus on:

High-volume or high-impact workflows, such as lead routing or billing automations.
Zaps that use premium apps or custom integrations.
Shared connections that multiple teams rely on.

Have admins and key users perform spot checks to ensure everything runs as expected.

Step 5: Decommission old Zapier accounts

When you are satisfied with the consolidation, close or downgrade redundant accounts. Keep a short overlap window so users can:

Confirm all needed Zaps have moved.
Export logs or historical data if required by policy.
Update documentation and internal runbooks.

Known limitations of Zapier consolidation beta

Because this capability is in beta, Zapier may apply restrictions or incomplete feature coverage. Common limitations can include:

Not all account types are eligible for consolidation.
Some legacy or custom features may not migrate seamlessly.
Timing constraints, where migrations must occur within support windows.

Your sales and support contacts will outline the specific limitations that apply to your environment.

Best practices for managing a unified Zapier organization

Once consolidation is complete, treat the unified setup as a shared platform that needs ongoing governance.

Standardize Zapier naming and ownership

Agree on conventions for:

Zap names (for example, prefix by department).
Folder and workspace names.
Shared app connections and service accounts.

This makes it easier for admins to troubleshoot and maintain clarity as usage grows.

Centralize Zapier security and compliance policies

Use organization-level controls to align with company standards. This can include:

Limiting which apps can be connected.
Requiring single sign-on where available.
Regular audits of admin access and shared Zaps.

Monitor Zapier usage and performance

After consolidation, review:

Task usage across workspaces.
Error rates in critical workflows.
Adoption by new teams joining the platform.

Regular monitoring helps you plan capacity, justify license levels, and improve reliability for business-critical automations.

Next steps

If your company is ready to unify its automation environment, work with the Zapier sales team to enable the beta and design a structured consolidation project. Use the steps above as a checklist, and keep stakeholders informed so the transition to a single organization account is smooth for everyone.

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