Resources · Make integration

Hubstaff Make integrationAutomate Hubstaff with Make.

What if new Hubstaff clients, tasks and missed shifts could start work in your other tools on their own? The Hubstaff Make integration gives you 32 modules: 9 triggers, 15 actions and 8 searches. This guide connects your account, builds a first scenario with you and explains each module in plain words.

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What you can automate

What can the Hubstaff Make integration do for your team?

The Hubstaff Make integration links your Hubstaff organization to Make, a no-code tool where you build a scenario: an automation made of modules. A module is one brick of that chain, a trigger, an action or a search. Hubstaff offers 32 of them, so clients, projects, tasks, shifts and invoices can move without copy and paste.

Start every client with a ready project. Watch Clients Created spots a new client, then Create a Project opens the matching project, so nobody starts tracking time against the wrong place.

Warn a manager about a missed shift. Watch Missed Shifts picks up the shift, and the next module sends the alert through the chat or email app your team already uses. Watch Late Shifts and Watch Early Shifts work the same way.

Pull invoices into a table. List Client Invoices and List Team Invoices return the invoices as separate items, ready to land in a spreadsheet or in a base like the one shown in the Airtable Make integration.

One limit to know: the official Make documentation for Hubstaff is marked as limited, because little public information exists about the app. Expect to test each module with Run once before you rely on it. If you also work with n8n, the n8n vs Make comparison lays out the differences between the two tools, and the Make training covers the editor in depth.

Connect

How do you connect Hubstaff to Make?

  1. 01

    Add a Hubstaff module

    In a scenario, click the +, type Hubstaff and pick any module. Then click Create a connection. A connection is your Hubstaff account linked to Make once, and every Hubstaff module of every scenario can reuse it.

  2. 02

    Name the connection

    Give it a name you will recognize later, such as the organization it belongs to. This step is optional, but it helps a lot when a colleague opens the scenario or when you manage more than one Hubstaff account.

  3. 03

    Authorize and save

    Make sends you to Hubstaff to authorize access, or asks for the key Hubstaff gives you. Approve it, come back to Make and click Save. The module now shows your Hubstaff data in its lists.

First scenario

Your first scenario: a project for every new Hubstaff client

GoalWhen a client is created in Hubstaff, Make creates a project for that client.

  1. 01

    Create the scenario

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

  2. 02

    Add Watch Clients Created

    Search Hubstaff, choose Watch Clients Created and select your connection, or click Create a connection if this is your first Hubstaff module. Fill the fields Make shows you.

  3. 03

    Add Create a Project

    Click the + on the right of the trigger and pick Create a Project. Map the client data from the first module into the project fields, so each project is tied to its client.

  4. 04

    Test with Run once

    Create a test client in Hubstaff, then click Run once. Each module shows the bundles it received: a bundle is one item passing along the chain, here one client, then one project.

  5. 05

    Schedule and switch it on

    Click the clock on the first module. A new scenario checks every 15 minutes by default, and the Free plan cannot go lower. Save, then switch the scenario on.

Triggers

Which Hubstaff events can start a scenario?

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

Hubstaff1Watch Clients Created

Watch Clients Created

Scheduled trigger

In Make“Triggers if new clients have been created.”

This trigger hands you every client added in Hubstaff, so the rest of your stack learns about the account at the same moment your team does.

How it fires
it is a scheduled trigger, so Make checks Hubstaff on the scenario's schedule and picks up the clients created since the previous check.
When to use it
a signed deal becomes a Hubstaff client and you want a project, a folder or a CRM record opened for it without retyping the name.
Watch out
clients show up at the next check, not the second they are saved.
Hubstaff2Watch Early Shifts

Watch Early Shifts

Scheduled trigger

In Make“Triggers when shifts have become early.”

You get a bundle for each shift that turned out early, which gives a lead visibility on people starting before the plan without scrolling through the schedule.

How it fires
scheduled, so Make checks Hubstaff on the scenario's schedule rather than receiving a signal from the app.
When to use it
your team works in planned shifts and a supervisor wants a note in the team channel when someone clocks in ahead of time.
Watch out
Make's documentation does not detail what counts as early; check how Hubstaff flags it in your organization.
Hubstaff3Watch Late Shifts

Watch Late Shifts

Scheduled trigger

In Make“Triggers if shifts have been late.”

Late shifts come to you at each check of the scenario, so coverage gaps reach the person who can fix them instead of staying buried in a report.

How it fires
scheduled; Make checks Hubstaff on the scenario's schedule, so the alert arrives with the next check.
When to use it
a support desk with fixed opening hours, where a late agent means a manager has to cover the queue.
Watch out
on the Free plan the shortest interval is 15 minutes, which sets how fast the alert can arrive.
Hubstaff4Watch Missed Shifts

Watch Missed Shifts

Scheduled trigger

In Make“Triggers if shifts have been missed.”

This one tells you when a planned shift was missed altogether, the case where somebody has to act before the gap grows.

How it fires
scheduled, with Make checking Hubstaff on the scenario's schedule for newly missed shifts.
When to use it
field or remote teams where an empty shift must trigger a phone call, a replacement request or a ticket for the planner.
Watch out
pair it with a filter on the team or person if only some shifts matter, or every miss will reach everyone.
Hubstaff5Watch Projects Created

Watch Projects Created

Scheduled trigger

In Make“Triggers if projects have been created.”

Every new Hubstaff project arrives as a bundle, so the tools around it get set up at the next check instead of when someone remembers.

How it fires
scheduled; Make checks Hubstaff on the scenario's schedule and returns the projects created since the last run.
When to use it
an agency that opens a shared folder, a channel or a board for each project and wants the same name everywhere.
Watch out
if another scenario creates projects with Create a Project, this trigger will see those too.
Hubstaff6Watch Schedules Created

Watch Schedules Created

Scheduled trigger

In Make“Triggers if new schedules have been created.”

New schedules added in Hubstaff reach your scenario at the next check, which lets people see their upcoming work in the place they actually look.

How it fires
scheduled, so Make checks Hubstaff on the scenario's schedule for schedules added since the previous check.
When to use it
you want each new schedule copied into a shared calendar or announced in a team chat without the planner doing it twice.
Watch out
edits to an existing schedule are not caught here; Watch Schedules Updated handles those.
Hubstaff7Watch Schedules Updated

Watch Schedules Updated

Scheduled trigger

In Make“Triggers if schedules have been updated.”

Changes to an existing schedule come to you as bundles, so a moved shift never stays a surprise for the person who has to work it.

How it fires
scheduled; Make checks Hubstaff on the scenario's schedule and returns the schedules modified since the last check.
When to use it
you already copy schedules to a calendar and need that copy to follow every change the planner makes.
Watch out
run it beside Watch Schedules Created, since each trigger sees only its own kind of event.
Hubstaff8Watch Tasks Completed

Watch Tasks Completed

Scheduled trigger

In Make“Triggers if some tasks have been completed.”

Finished tasks land in your scenario, which means the next person in line hears about it without waiting for a status meeting.

How it fires
scheduled, with Make checking Hubstaff on the scenario's schedule for tasks marked complete since the last check.
When to use it
a finished task should notify the client, move a card on a board or add a line to a delivery log.
Watch out
avoid updating the same task in that scenario with Update a Task, or you will be editing work that is already closed.
Hubstaff9Watch Tasks Created

Watch Tasks Created

Scheduled trigger

In Make“Triggers if new tasks have been created.”

Each new Hubstaff task becomes a bundle you can route anywhere, which keeps a second tool in step with what the team actually has to do.

How it fires
scheduled; Make checks Hubstaff on the scenario's schedule for tasks created since the previous check.
When to use it
a project lead wants every new task mirrored in the client's board or posted in the project channel.
Watch out
a scenario that also creates tasks with Create a Task will trigger itself here, so filter those out.
Modules

What can each Hubstaff module do?

Hubstaff gives you 23 modules. For each one: what it does for you, when to reach for it, and what to watch out for.

Hubstaff1

Create a Client

Action

In Make“Creates a new client.”

Adds a client to Hubstaff from data that already lives somewhere else, so the account exists before anyone logs time for it.

When to use it
a deal marked as won in your CRM or a signed form should become a Hubstaff client straight away.
Watch out
search with List Clients first if the same company might already exist, or you will end up with duplicates.
Hubstaff2

Create a Project

Action

In Make“Creates a new project.”

Opens a new project in Hubstaff for you, which saves the setup step your team usually does by hand before tracking can start.

When to use it
right after Watch Clients Created, or when a new job appears in your sales or ticketing tool.
Watch out
map a clear name from the previous module, since every run creates one more project.
Hubstaff3

Create a Task

Action

In Make“Creates a new task.”

Puts a new task into a Hubstaff project, so work requested in another tool shows up where people track their time.

When to use it
a support ticket, a form request or a board card has to become trackable work for a member of the team.
Watch out
if the same scenario also starts with Watch Tasks Created, add a filter so the new task does not loop back.
Hubstaff4

Delete an Invite

Action

In Make“Deletes a specific invite.”

Removes an invitation you no longer want accepted, which closes the door before the person joins the organization.

When to use it
a candidate withdrew, a contractor's start was cancelled, or an invite was sent to the wrong address.
Watch out
a deletion cannot be undone from Make; test it on a dummy invite first and check you picked the right one with Get an Invite.
Hubstaff5

Delete a Task

Action

In Make“Deletes a specific task.”

Takes a task out of Hubstaff so the team stops seeing work that no longer exists on the client's side.

When to use it
the matching card or ticket was deleted in your project tool and both lists must stay identical.
Watch out
nothing brings the task back after this module runs, so place a filter before it and test on a sample task with Run once.
Hubstaff6

Get a Client

Action

In Make“Retrieves a new client.”

Fetches one Hubstaff client and its details, so later modules can use data that the trigger or the previous step did not carry.

When to use it
you know which client is concerned and need its full record before writing an email or an invoice line.
Watch out
it returns a single client; to browse several, use List Clients instead.
Hubstaff7

Get an Invite

Action

In Make“Retrieves a specific invite.”

Reads a single invitation, which tells you where it stands before you act on it in the next module.

When to use it
before updating or deleting an invite, to confirm it is the one you mean and that it is still pending.
Watch out
it targets one invite you already know; to find invites you have not identified yet, start with List Invites.
Hubstaff8

Get a Project

Action

In Make“Retrieves a specific project.”

Brings back the full record of one Hubstaff project, handy when a task or timesheet points to a project and you need more about it.

When to use it
a completed task arrives from a trigger and your message to the client must include the project's details.
Watch out
use List Projects when you need to look through several projects rather than open one.
Hubstaff9

Get a Task

Action

In Make“Retrieves a specific task.”

Returns one task with its details, so the next modules can work from what the task really says instead of a partial copy.

When to use it
before Update a Task, to read the current state and decide in a filter whether the change is needed.
Watch out
it reads one task only; List Tasks is the module for sweeping through many.
Hubstaff10

Invite a User

Action

In Make“Invites a specific user to organization.”

Sends someone an invitation to your Hubstaff organization, which turns onboarding into one step fewer for whoever handles new hires.

When to use it
a new employee or freelancer is added to your HR tool or hiring board and needs Hubstaff on day one.
Watch out
check with List Invites whether that person already has a pending invite before sending a second one.
Hubstaff11

Make an API Call

Action

In Make“Performs an arbitrary authorized API call.”

Calls any endpoint of the Hubstaff API with the connection you already set up, which covers what the other modules on this page leave out.

When to use it
you need a Hubstaff action or piece of data that none of the listed modules offers.
Watch out
Make documents Hubstaff only partially, so you will need Hubstaff's own API reference to build the request.
Hubstaff12

Update a Client

Action

In Make“Updates a certain client.”

Changes an existing client in Hubstaff so it matches the record your sales or billing tool treats as the truth.

When to use it
a company changed its name or details in your CRM and Hubstaff should follow without anyone editing it twice.
Watch out
you must point the module at the right client, so fetch it first with List Clients or Get a Client.
Hubstaff13

Update a Pending Invite

Action

In Make“Updates a pending invite.”

Edits an invitation that has not been accepted yet, which fixes a mistake without deleting and resending anything.

When to use it
the new hire's role or project changed between the offer and the first day, and the invite should reflect it.
Watch out
once the invite is accepted this module no longer applies; confirm its status with Get an Invite.
Hubstaff14

Update a Project

Action

In Make“Updates a specific project.”

Modifies a Hubstaff project from the outside, keeping it in line with the contract or job it belongs to.

When to use it
the deal or job linked to the project changes in another tool, for example it gets renamed or put on hold.
Watch out
the scenario needs the project to update, so pair it with List Projects or Get a Project upstream.
Hubstaff15

Update a Task

Action

In Make“Updates a specific task.”

Rewrites a task that already exists in Hubstaff, so a change made on your board or in a ticket reaches the people tracking time on it.

When to use it
a ticket was reassigned or its title changed and the Hubstaff task should say the same.
Watch out
read the task with Get a Task first if you only want to update it when something really differs.
Hubstaff16

List Client Invoices

Search

In Make“Retrieves a list of client invoices.”

Pulls the invoices issued to clients out of Hubstaff, one bundle per invoice, ready to be copied into your accounting or reporting tool.

When to use it
finance wants client invoices in a shared sheet without exporting them from Hubstaff by hand.
Watch out
each returned invoice is a bundle, and every module after this one runs once per invoice, which counts as operations on your plan.
Hubstaff17

List Clients

Search

In Make“Retrieves a list of clients.”

Returns your Hubstaff clients, zero, one or many, so you can check what exists before creating or updating anything.

When to use it
as a lookup step before Create a Client, to avoid adding a company Hubstaff already knows.
Watch out
an empty result is normal when nothing matches; add a filter so the scenario handles both cases.
Hubstaff18

List Invites

Search

In Make“Retrieves a list of invites.”

Shows the invitations of your organization as separate bundles, which is the quickest way to see who has been invited and not joined.

When to use it
you want a reminder sent to people whose invite is still waiting, or a check before Invite a User.
Watch out
every invite returned sends one bundle to the next module, so long lists cost more operations.
Hubstaff19

List Organizations

Search

In Make“Retrieves a list of organizations.”

Lists the Hubstaff organizations your connection can reach, useful when one account manages several and you must pick the right one.

When to use it
an agency or group runs separate Hubstaff organizations and the scenario has to act on each of them.
Watch out
the result depends on the account behind the connection; another user may see a different list.
Hubstaff20

List Projects

Search

In Make“Retrieves a list of projects.”

Brings back the projects of your organization, each as its own bundle, so you can report on them or find the one to update.

When to use it
you want a project overview in a spreadsheet, or need to locate a project before Update a Project.
Watch out
the modules after it run once per project, so filter early if only a few matter.
Hubstaff21

List Tasks

Search

In Make“Retrieves a list of tasks.”

Returns Hubstaff tasks as a list of bundles, which lets you review open work or match tasks against another tool.

When to use it
a team lead wants the task list copied into a board or checked for tasks missing on the other side.
Watch out
zero, one or many tasks can come back; plan what the scenario should do when the list is empty.
Hubstaff22

List Team Invoices

Search

In Make“Retrieves a list of team invoices.”

Gets the invoices tied to your team members, one bundle each, so payroll or contractor payments can be prepared from real data.

When to use it
you pay freelancers through Hubstaff and the payments team works from a spreadsheet or an accounting app.
Watch out
these are team invoices, not client ones; use List Client Invoices for what your customers owe.
Hubstaff23

List Timesheets

Search

In Make“Retrieves a list of timesheets.”

Retrieves timesheets from Hubstaff as bundles, the raw material for any report on hours worked outside the app.

When to use it
a manager wants tracked hours sent to a reporting sheet or to the billing tool that prepares client invoices.
Watch out
one bundle per timesheet means many operations on a large team; aggregate them before writing to another app.
Need help

Need help automating Hubstaff with Make?

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FAQ

Hubstaff and Make: frequent questions

01Is the Hubstaff Make integration free?
Yes, Hubstaff is a standard app in Make, so it works on the Free plan. That plan allows 2 active scenarios, a minimum interval of 15 minutes between scheduled runs, 5 minutes of execution per run and files up to 5 MB. Each module that runs on one item uses an operation, the unit Make counts on your plan. Paid plans drop the interval to 1 minute and remove the cap on active scenarios. Your Hubstaff subscription is a separate matter that Make does not cover.
02What do you need to connect Hubstaff to Make?
A Hubstaff account with access to the organization you want to automate, and a Make account. Make's documentation lists no other prerequisite. You add any Hubstaff module, click Create a connection, optionally name it, authorize Make on the Hubstaff page or paste the key Hubstaff gives you, then save. Make flags its Hubstaff documentation as limited, so if something blocks, check the account's rights inside Hubstaff first, then try the connection again from the module.
03Do the Hubstaff Make triggers fire in real time?
No. All 9 Hubstaff triggers in Make are scheduled: Make checks Hubstaff on the scenario's schedule and picks up what changed since the last check. None of them is instant, the kind where the app pushes an event to Make through a webhook. A new scenario checks every 15 minutes by default. On the Free plan that is also the shortest interval, while paid plans can go down to 1 minute.
04What if a Hubstaff module you need is missing in Make?
Use Make an API Call. It calls any endpoint of the Hubstaff API with the same connection as the other modules, so you can reach data or actions the 32 listed modules do not cover. You will need Hubstaff's own API reference to write the request, since Make documents this app only partially. Test the call with Run once and read the bundle it returns before mapping it into the next module of your scenario.
05Should you use Make or n8n with Hubstaff?
It depends on where your other automations already run. Make gives Hubstaff 32 ready modules, a visual editor and a Free plan to test them. n8n often has a node for the same app, so check its catalog if your team already builds there. Picking one tool for all your flows keeps connections and troubleshooting in a single place; the Hubstaff features you need matter more than the tool's name.
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