> ## Documentation Index
> Fetch the complete documentation index at: https://docs.timetracker.in/llms.txt
> Use this file to discover all available pages before exploring further.

# Zapier Triggers

> Learn about all available triggers in Timetracker that can automatically start your Zaps when specific events occur

## 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.

<Info>
  All triggers are webhook-based, meaning they fire immediately when events occur in Timetracker. This provides real-time automation without polling delays.
</Info>

***

## 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

<Steps>
  <Step title="Select Event Type">
    Choose the specific trigger from the list above based on your automation needs.

    <Tip>
      Start with one trigger per Zap to keep your automations simple and easy to debug.
    </Tip>
  </Step>

  <Step title="Test the Trigger">
    Click "Test" to verify the trigger works and see sample data.

    <Check>
      You should see sample data that matches the expected format for your chosen trigger.
    </Check>
  </Step>

  <Step title="Customize Data Mapping">
    Review which data fields are available and how they map to your action apps.

    <Note>
      All triggers provide consistent data structures, making it easy to build reliable automations.
    </Note>
  </Step>
</Steps>

***

## 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

<Info>
  The data structure is designed to be consistent across all triggers, making it easy to build reliable automations that work with multiple event types.
</Info>

***

## 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

<AccordionGroup>
  <Accordion title="Trigger Not Firing">
    **Problem**: Your Zap isn't activating when expected events occur

    **Solutions**:

    * Verify the trigger is properly configured
    * Check that your Timetracker account is connected
    * Ensure the event actually occurred in Timetracker
    * Test the trigger manually to verify it works
  </Accordion>

  <Accordion title="Missing Data">
    **Problem**: Expected data fields are not available in your Zap

    **Solutions**:

    * Check the trigger's data structure documentation
    * Verify the event type matches your expectations
    * Test with different event types to see available data
    * Contact support if data seems incomplete
  </Accordion>

  <Accordion title="Delayed Execution">
    **Problem**: Zaps are running with delays instead of immediately

    **Solutions**:

    * Check your Zapier plan limits
    * Verify webhook delivery is working
    * Monitor Timetracker's webhook status
    * Consider upgrading your Zapier plan for faster execution
  </Accordion>
</AccordionGroup>

***

## What's Next?

<CardGroup cols={2}>
  <Card title="Actions Reference" icon="zap" href="/integrations/zapier/actions">
    Learn about all available actions you can perform with your trigger data.
  </Card>

  <Card title="Example Zaps" icon="lightbulb" href="/integrations/zapier/examples">
    Explore real-world examples of how to use these triggers effectively.
  </Card>
</CardGroup>

### 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](/integrations/zapier/troubleshooting#triggers)
* Review [common trigger issues](/integrations/zapier/troubleshooting#common-trigger-problems)
* Contact support at [support@timetracker.in](mailto:support@timetracker.in)