An “Ay-Pee-What”? Application Programming Interfaces, affectionately referred to as APIs, are way to move information from service or platform into another and allow to trigger automated events. But what does that even mean?! Let’s break it down!
What Is an API?
Think of an API as a bridge that connects two applications, allowing them to share data and interact with each other. Imagine you’re at a restaurant. You, the customer, place an order with a waiter. The waiter (the API) takes your order to the kitchen, where the chefs prepare your food, and then brings it back to you. The waiter doesn’t make the food, but they handle communication between you and the kitchen. APIs do the same for software applications, making requests, retrieving data, and sending responses.
How Do APIs Work?
APIs allow applications to “talk” to one another in a structured way. They can pull data from one application to another, automate repetitive tasks, or even trigger complex workflows—all without human intervention. APIs follow certain “rules” so both applications understand how to communicate.
For example, if your team is using several tools to manage daily tasks, an API can help bring them together. Imagine a scenario where your contact database could automatically feed into your customer service software without needing to enter details multiple times.
Why Are APIs So Important?
APIs help us save time and reduce human error by connecting and automating systems that wouldn’t otherwise work together. They’ve become essential in business, allowing organizations to streamline workflows, centralize data, and use their resources more efficiently.
Examples of How APIs Can Help Your Business
Here are three real-world examples to use APIs to simplify business tasks.
1. Getting Donor Care Call Logs into a Data Visualization Tool
Many non-profits employ a team of donor care representatives and track Donor Care team calls the, along with key details. The call logs are then brought to a data visualization tool like Tableau, PowerBI, or DOMO. Instead of manually entering the data into the visualization tool, use the API! The API can automatically pull the call logs from your phone system’s logs then sending it to the visualization tool! This provides a clear picture of outreach without needing to manually copy data each day.
2. Extracting from a WordPress Site
WordPress is a powerful platform for sharing content and has many integrations and plugins. But what if you need to pull information from your WordPress site to a place that there’s not a plugin for? WordPress’ core API can be extended and customized that allows you to pull data directly from your website. This might mean grabbing the latest blog post titles to display in a monthly newsletter or syncing new comments with your customer service software. Instead of logging in and manually copying information, the API automates this, helping you stay up-to-date effortlessly.
3. Triggering Onboarding and Offboarding Events for Employees
For many businesses, bringing on a new employee or saying goodbye to one is a complex process involving multiple departments. Human Resources may need to create accounts, order equipment, or adjust schedules, all of which could take time.
APIs can make this process easier. When HR inputs a new hire into the system, the API can automatically trigger other actions: setting up a new company email, notifying the IT team to prepare a laptop, and adding the employee to necessary project boards. Similarly, when someone leaves, the API can remove access and update records in a few clicks, keeping things secure and organized.
How Can You Start Using APIs?
If you’re interested in trying out APIs for your own needs, here are some first steps:
- Identify Your Tools and Goals: List the software and tasks you’d like to connect or automate. For example, do you want to connect your CRM with your email marketing tool?
- Check for Available APIs: Most popular tools—such as WordPress, Slack, Google Workspace, and Zoom—offer APIs. Visit the documentation page on each tool’s website to learn more.
- Work with a Developer or API Specialist: If you don’t have a technical background, consult with an expert. Many developers can create custom integrations or find existing services to achieve your goals.
- Set a recurring task to rotate API keys: APIs are secure and fast so long as we make them so. Make sure that you rotate your API credentials on a schedule. If any were mishandled, leaked, or exposed rotating them revokes any unauthorized access and keeps the service running without any interruptions.
Final Thoughts
APIs are powerful tools that let your favorite software applications work together seamlessly. Whether you’re in the non-profit sector, retail, or any other field, APIs can help automate tasks, centralize information, and save valuable time. By learning more about these digital bridges, you can simplify processes, support your team, and focus on what really matters. If you are interested in bringing APIs into your business, feel free to reach out to us here at Tech Stewards Co. We’d be happy to help develop, advise, or refer you to another developer!