Zapier Triggers

​

Overview

Timetracker provides five powerful triggers that automatically activate your Zaps when specific events happen in your account. These triggers use webhooks to deliver real-time data to Zapier, enabling instant automation of your workflows.

---

​

Available Triggers

​

1. New Client

When it triggers: Fires whenever a new client is created in your Timetracker account. Use cases:

• CRM Integration: Automatically add new clients to your CRM system (Salesforce, HubSpot, Pipedrive)
• Client Onboarding: Send welcome emails and onboarding materials to new clients
• Document Management: Create client folders in Google Drive, Dropbox, or SharePoint
• Marketing Automation: Add clients to mailing lists, newsletters, or marketing campaigns
• Team Notifications: Alert your team when new clients are added
• Accounting Setup: Create client records in QuickBooks, Xero, or FreshBooks

Data included:

• Client name and contact information
• Company details and industry
• Creation timestamp
• Client ID for reference
• Account manager assignment

---

​

2. New Project

When it triggers: Activates when a new project is created in Timetracker. Use cases:

• Project Management: Create project boards in Asana, Trello, Monday.com, or ClickUp
• File Organization: Set up project folders in cloud storage with proper naming conventions
• Team Communication: Send project announcements to Slack, Microsoft Teams, or Discord
• Resource Planning: Allocate team members and resources in project management tools
• Documentation: Generate project briefs, contracts, or project plans automatically
• Client Updates: Notify clients when their projects are initiated

Data included:

• Project name and description
• Client association and project type
• Project settings and preferences
• Creation date and project ID
• Project manager and team assignments

---

​

3. New Task

When it triggers: Fires when a new task is added to any project in Timetracker. Use cases:

• Task Management: Create task cards in project management tools with proper categorization
• Team Assignment: Automatically assign tasks to team members based on workload
• Progress Tracking: Log task creation in spreadsheets or project tracking systems
• Workflow Automation: Trigger approval processes or quality checks
• Time Estimation: Set up time tracking for new tasks automatically
• Priority Management: Categorize tasks by priority and urgency levels

Data included:

• Task name and detailed description
• Associated project and task category
• Priority level and due dates
• Task status and assignee information
• Estimated vs. actual time requirements

---

​

4. Manual Time Entry

When it triggers: Activates when someone manually logs time in Timetracker. Use cases:

• Accounting Integration: Export time data to accounting software for billing and invoicing
• Project Reporting: Update project progress reports and milestone tracking
• Team Monitoring: Send notifications about manual time entries to managers
• Data Synchronization: Log activities in external systems for compliance
• Client Billing: Automatically generate invoices based on manual time entries
• Performance Analytics: Track team productivity and time allocation patterns

Data included:

• Time entry description and notes
• Duration and date information
• Associated project and task details
• User who created the entry
• Billable status and rate information

---

​

5. Timer Started

When it triggers: Fires the moment someone starts a timer in Timetracker. Use cases:

• Status Updates: Automatically update your status in communication tools (Slack, Teams)
• Focus Mode: Trigger focus mode in productivity apps or time management tools
• Team Awareness: Notify team members when work sessions begin
• Work Session Tracking: Log the start of work sessions for analytics
• Client Communication: Update project status when work begins
• Break Reminders: Set up break reminders and productivity tracking

Data included:

• Timer description and project association
• Start timestamp and user information
• Project and task details
• Timer ID for tracking purposes
• Work session context

---

​

6. Timer Stopped

When it triggers: Activates when a timer is stopped in Timetracker. Use cases:

• Work Completion: Send notifications when work sessions are completed
• Time Logging: Automatically log completed work sessions to external systems
• Project Updates: Update project progress and milestone completion
• Break Management: Trigger break timers or wrap-up workflows
• Performance Tracking: Calculate productivity metrics and time utilization
• Client Reporting: Generate work summaries for client updates

Data included:

• Timer description and project details
• Start and stop timestamps
• Total duration and billable time
• User who stopped the timer
• Work session summary and notes

---

​

Setting Up Triggers

​

Step 1: Choose Your Trigger

1. In Zapier, create a new Zap
2. Search for Timetracker as the trigger app
3. Select the specific trigger you want to use
4. Choose your Timetracker account

​

Step 2: Configure Trigger Settings

---

​

Trigger Data Structure

All Timetracker triggers provide consistent data structures that include:

​

Common Fields

• Event ID: Unique identifier for the trigger event
• Timestamp: When the event occurred
• User ID: ID of the user who triggered the event
• Account ID: Your Timetracker account identifier

​

Event-Specific Fields

Each trigger includes additional fields relevant to that specific event type. For example:

• New Client: Client details, company information
• Timer Events: Project, task, duration, and description
• Project Events: Project settings, client association

---

​

Best Practices

​

Trigger Selection

• Start simple: Begin with one trigger per Zap
• Consider frequency: Some triggers (like timer events) fire more often than others
• Match your workflow: Choose triggers that align with your team’s processes

​

Data Handling

• Validate data: Always test triggers with sample data before going live
• Handle errors: Set up error handling for cases where data might be missing
• Monitor performance: Keep an eye on Zap execution times and success rates

​

Automation Design

• Single purpose: Each Zap should have one clear objective
• Error recovery: Include fallback actions for failed executions
• Testing: Test thoroughly with real data before activating

---

​

Troubleshooting Triggers

​

Common Issues

---

​

What’s Next?

​

Popular Trigger Combinations

• Timer Started → Timer Stopped: Track complete work sessions
• New Project → New Task: Automate project setup workflows
• Manual Entry → Timer Events: Sync manual and automatic time tracking
• New Client → New Project: Automate client onboarding processes

​

Need Help?

• Check our trigger troubleshooting guide
• Review common trigger issues
• Contact support at [email protected]