Resources · Make integration

CaptainBook Make integrationAutomate CaptainBook with Make.

What if every CaptainBook booking could start its own follow-up? The CaptainBook Make integration gives you 9 triggers and no actions: CaptainBook is where a flow begins. This page shows what each trigger watches, how to link your account and how to build a first working scenario.

Try the CaptainBook integration on MakeSee the 9 modules

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What you can automate

What can the CaptainBook Make integration do for you?

The CaptainBook Make integration lets Make notice what happens in your booking system and pass it on to other tools. Make works with scenarios, the automations you build from bricks called modules. CaptainBook brings 9 of those bricks, and all of them are triggers: they start a scenario, and another app does the work that follows.

A welcome that goes out without anyone typing it. Watch Confirmed Booking picks up a booking once it is confirmed, and the next module, from your email or messaging app, sends the guest their details. Nobody on the front desk has to remember it.

A calendar that stays honest. Watch Cancelled Booking and Watch Changed Booking catch the bookings that move or disappear, so a shared sheet or a crew schedule can follow along instead of drifting away from what CaptainBook says.

A clean handover before departure. Watch Documents Signed Complete and Watch All Mandatory Questions Answered tell your team a guest file is ready, which beats opening each booking to check.

Know the limits before you plan. CaptainBook has no action or search module in Make, so Make cannot write back into it, and the official documentation is thin: Make says there is not enough public information about the app to document it fully. The same app may also have an n8n node; if you hesitate between the two tools, read n8n vs Make. To go further on Make itself, the Make training starts from scratch, and the Make pricing page explains what a plan includes.

Connect

How do you connect CaptainBook to Make?

  1. 01

    Add a CaptainBook module

    In a new scenario, click the +, search for CaptainBook and pick any of its triggers. Then click Create a connection. A connection is your CaptainBook account linked to Make once, and every CaptainBook module reuses it.

  2. 02

    Name it and authorize

    Give the connection a name if you like, handy when you manage several accounts. Then either approve Make on the CaptainBook page that opens, or paste the key CaptainBook gives you, depending on what the window asks for.

  3. 03

    Save the connection

    Click Save. Back in the module, the connection now shows in the list, and you can reuse it in every other CaptainBook trigger you add later without logging in again.

First scenario

Build your first scenario with CaptainBook

GoalWhen a booking is confirmed in CaptainBook, Make hands its details to another app you already use.

  1. 01

    Create the scenario

    Open the Scenarios page, create a new scenario and click the + in the middle of the canvas to add the first module.

  2. 02

    Pick Watch Confirmed Booking

    Search for CaptainBook, choose Watch Confirmed Booking and select the connection you created. This trigger opens the flow each time a confirmed booking shows up.

  3. 03

    Add the next app

    Click the + to the right of the trigger and add a module from another app, such as your email tool or a spreadsheet. Map the booking data coming from CaptainBook into its fields.

  4. 04

    Test with Run once

    Click Run once, then confirm a test booking in CaptainBook if nothing is waiting. Open the bubble above each module to read the bundles it received, one bundle per booking.

  5. 05

    Schedule and switch it on

    Click the clock on the first module to set the schedule, every 15 minutes by default, then turn the scenario on. From now on Make checks CaptainBook at that pace.

Triggers

The 9 CaptainBook triggers, one by one

9 modules start a scenario when something happens in CaptainBook. A scheduled trigger is checked by Make on the scenario's schedule; an instant one is called by CaptainBook as soon as it happens.

CaptainBook1Watch All Mandatory Questions Answered

Watch All Mandatory Questions Answered

triggerIn the docs only

You find out when a booking has every required question filled in, so the file can move to the next step without a manual check. Make lists this trigger without a description, so its name is the best guide to what it returns: a booking whose required answers are complete.

How it fires
scheduled, Make checks the app on the scenario's schedule, so a completed booking appears at the next check rather than the second it happens.
When to use it
when the whole booking, not one guest, must be complete before your team prepares the trip.
Watch out
run it once and read the bundle before relying on it, since the documentation does not say which answers count.
CaptainBook2Watch Answered Mandatory Guest Questions

Watch Answered Mandatory Guest Questions

triggerIn the docs only

This one gets you guest-level answers: judging by its name, it reacts when a guest completes the questions CaptainBook marks as mandatory. That suits trips where each passenger has their own form and you want to act person by person.

How it fires
scheduled, Make checks the app on the scenario's schedule and brings back what changed since the last check.
When to use it
when one guest's answers are enough to act, for example to copy them into a crew sheet.
Watch out
the name is close to the booking-level trigger above, so test both with Run once and compare the bundles before you choose.
CaptainBook3Watch Cancelled Booking

Watch Cancelled Booking

triggerIn the docs only

You catch cancellations the moment Make next looks, and can free the slot everywhere else a booking lives. Going by its name, the trigger returns bookings that were cancelled in CaptainBook, one bundle each.

How it fires
scheduled, Make checks the app on the scenario's schedule, not through an instant call from CaptainBook.
When to use it
when a cancellation should update a shared calendar or warn the person who planned the outing.
Watch out
Make cannot write back into CaptainBook, so anything a cancellation should change inside CaptainBook itself stays a manual job.
CaptainBook4Watch Changed Booking

Watch Changed Booking

triggerIn the docs only

Your other tools stay in step when a guest moves a date or changes a booking. As the name suggests, this trigger picks up bookings that were edited in CaptainBook and hands each one to the next module as a bundle.

How it fires
scheduled, Make checks the app on the scenario's schedule, so an edit shows up at the next check, not the second it is made.
When to use it
when a copy of your bookings lives elsewhere, in a sheet or a planning tool, and must not drift.
Watch out
the documentation does not say which edits count as a change, so test with a real edit before you trust it.
CaptainBook5Watch Confirmed Booking

Watch Confirmed Booking

triggerIn the docs only

This is the easiest way to start: each confirmed booking can kick off a welcome, an invoice line or an entry in your planning. From its name, the trigger returns bookings once they reach the confirmed state in CaptainBook.

How it fires
scheduled, Make checks the app on the scenario's schedule, every 15 minutes by default on a new scenario.
When to use it
when the real work only begins once a guest has committed, not when they first enquire.
Watch out
on the Free plan, the shortest gap between two checks is 15 minutes, so plan messages that can wait that long.
CaptainBook6Watch Customer Created

Watch Customer Created

triggerIn the docs only

Every new customer in CaptainBook can land in your CRM or mailing list without being typed twice. Its name tells you what it watches: customer records that did not exist at the previous check.

How it fires
scheduled, Make checks the app on the scenario's schedule and returns each new customer as its own bundle.
When to use it
when your customer list is used outside CaptainBook, for marketing or accounting.
Watch out
a customer is not a booking; if what matters to you is a paid or confirmed trip, Watch Confirmed Booking is the better starting point.
CaptainBook7Watch Diary Notes Updated

Watch Diary Notes Updated

triggerIn the docs only

Notes your team writes in the CaptainBook diary no longer stay hidden there: you can forward them to the people who need them. The name points to diary notes that were edited, which Make passes on one bundle at a time.

How it fires
scheduled, Make checks the app on the scenario's schedule, so an edited note reaches your other app at the next check.
When to use it
when a skipper or a guide reads their instructions in another app.
Watch out
since the documentation is limited, read one real bundle with Run once to see what a diary note actually contains.
CaptainBook8Watch Documents Signed Complete

Watch Documents Signed Complete

triggerIn the docs only

You learn when the paperwork is done, without chasing guests for their signature. According to its name, this trigger reacts when the documents attached to a booking are fully signed in CaptainBook.

How it fires
scheduled, Make checks the app on the scenario's schedule and brings back the bookings whose signing is complete.
When to use it
when nobody should board or pay a balance before every waiver or contract is signed.
Watch out
the word complete matters, so a booking with one signature still missing should not come through; confirm it with a test booking.
CaptainBook9Watch Saved Booking Transaction

Watch Saved Booking Transaction

triggerIn the docs only

Money moving on a booking can reach your accounting tool on its own. The name suggests a trigger that returns each transaction saved against a booking in CaptainBook, such as a deposit or a balance.

How it fires
scheduled, Make checks the app on the scenario's schedule and returns the transactions saved since the last check.
When to use it
when your bookkeeping lives in another app and every payment should be recorded there too.
Watch out
each transaction becomes a bundle, and each module that handles it counts as an operation on your Make plan, so busy days use more of it.
Need help

Need help automating CaptainBook with Make?

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FAQ

CaptainBook and Make: common questions

01Is the CaptainBook Make integration free?
Yes, CaptainBook is a standard app in Make, so it works from the Free plan. That plan has limits: 2 active scenarios, at least 15 minutes between two scheduled runs, 5 minutes of execution per run, files up to 5 MB and 512 MB of data transfer. Paid plans (Core, Pro, Teams and Enterprise) bring the interval down to 1 minute and remove the cap on active scenarios. Usage is counted in operations, one per module per bundle. Your CaptainBook subscription is a separate matter this page does not cover.
02What do you need to connect CaptainBook to Make?
You need a CaptainBook account and a Make account. Make's documentation lists no specific prerequisite for this app. Add any CaptainBook module, click Create a connection, optionally name it, then either approve Make on the CaptainBook page or paste the key CaptainBook provides, and click Save. Make itself notes that its documentation for CaptainBook is incomplete, so if the window asks for something unclear, check your CaptainBook settings or their support first.
03Do CaptainBook triggers in Make work in real time?
No. All 9 CaptainBook triggers are scheduled: Make checks CaptainBook on the scenario's schedule instead of being called by the app through a webhook. A new scenario checks every 15 minutes by default. On the Free plan, 15 minutes is also the shortest interval; paid plans can go down to 1 minute. So a booking confirmed just after a check will show up at the next one, which is fine for welcomes, planning updates and bookkeeping.
04What if the CaptainBook module you need is missing in Make?
It depends on what you need. CaptainBook offers 9 triggers and no action or search module, and it has no Make an API Call module either, so Make cannot create or edit anything inside CaptainBook. The triggers can still feed any other app you connect: a spreadsheet, an email tool, a CRM. For work that must happen inside CaptainBook, another app or a custom setup is needed, and the Hack'celeration team can help you scope it.
05Should you use Make or n8n for CaptainBook?
It depends on the tool your team already uses. On Make, CaptainBook comes with 9 scheduled triggers, available from the Free plan, and the scenario editor lets you test each step with Run once. The same app may also have an n8n node, and if your automations already live in n8n, check there first. Neither choice is better by default: compare the modules each tool offers for CaptainBook against the job you have in mind.
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