Resources · Make integration

Kantata Make integrationAutomate Kantata with Make.

Can Make keep your Kantata projects, tasks and hours in sync with the rest of your stack? The Kantata Make integration gives you 20 modules: 4 triggers, 13 actions and 3 searches. This guide connects your account, then builds a first scenario with you.

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What you can automate

What does the Kantata Make integration let you automate?

The Kantata Make integration links your Kantata OX account to Make so a scenario (the automation you build, a chain of modules) can read and write projects, tasks, time entries and posts for you. Each module is one brick of that chain: a trigger that starts it, an action that changes something, or a search that fetches records.

Hours that land where finance needs them. Watch Time Entries picks up new or edited entries, and the next module can push them to a billing sheet or a reporting tool. When an entry was booked on the wrong task, Update a Time Entry fixes it without anyone opening Kantata.

Projects opened from a won deal. Your CRM marks a deal as won, Create a Project opens the matching project in Kantata, and Create a Task adds the first deliverable or milestone so the delivery team starts from a real plan.

Status posts the team actually reads. When Watch Tasks sees a task change, Add a Post writes a short note in the project, so the client-facing lead follows progress in one feed.

What Make does not do here: every Kantata trigger is scheduled, so Make polls on the scenario's schedule and nothing fires the second a record changes. The connection also asks for a paid Kantata OX account and an administrator who registers the application. When a listed module falls short, Make an API Call reaches the rest of the Kantata API with the same connection.

New to the editor? The Make training walks through scenarios from scratch, and Make pricing explains how operations are counted. Kantata may also be reachable from n8n; the n8n vs Make comparison sets out the criteria for choosing.

Connect

How do you connect Kantata to Make?

  1. 01

    Register an application in Kantata

    As a Kantata account administrator, go to Settings, then API, click View your Account's Registered Applications and then Register a new Kantata OX Application. Give it a name and paste the callback URI https://www.integromat.com/oauth/cb/mavenlink.

  2. 02

    Open the connection window in Make

    In your scenario, add any Kantata module and click Create a connection. A connection is your Kantata account linked to Make once, then reused by every Kantata module. The Connection name field is optional but helps when you manage several accounts.

  3. 03

    Paste the OAuth credentials

    Enter the OAuth credentials Kantata showed when you registered the application, or follow the on-screen instructions. Once saved, Make can list the projects and tasks your account can see in every module you add.

First scenario

Build your first scenario: a Kantata project for every won deal

GoalWhen a deal is marked as won in your CRM, Make opens a Kantata project and adds its first task.

  1. 01

    Create the scenario

    From the Scenarios page, create a new scenario and click the +. Pick the module of your CRM that watches won deals: it starts the flow and hands each deal to Kantata as a bundle, one item passed from module to module.

  2. 02

    Add Create a Project

    Click the + on the right of the first module, search Kantata and choose Create a Project. Link your account with Create a connection, then map the deal name into the project title.

  3. 03

    Chain Create a Task

    Add Create a Task after it. Map the project coming out of the previous module so the task lands in the right place, and name it after the kickoff deliverable your team always starts with.

  4. 04

    Test with Run once

    Click Run once, then mark a test deal as won. Open each module's bubble to read the bundle it received and check in Kantata that the project and its task appeared.

  5. 05

    Schedule and switch on

    Open the clock on the first module. A new scenario runs every 15 minutes by default, and the Free plan allows no shorter gap. Keep that or pick your interval, then switch the scenario on.

Triggers

Which Kantata triggers can start a scenario?

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

Kantata1Watch Posts

Watch Posts

Scheduled trigger

In Make“Triggers when a new message post is created or updated.”

Catches every message post that is created or edited in Kantata and hands it to the next module, so project conversations can leave the app without anyone copying them by hand.

How it fires
scheduled. Make checks Kantata on the scenario's schedule, every 15 minutes by default, and collects the posts that changed since its last visit.
When to use it
a client posts a question in a project and your account manager should see it in the team chat or in a support queue.
Watch out
an edited post comes back too, so plan for the same message arriving twice after a correction.
Kantata2Watch Projects

Watch Projects

Scheduled trigger

In Make“Triggers when a new project is created or updated.”

Gives you each project the moment Make next looks, whether it was just opened or modified, which is the natural starting point for anything that mirrors your portfolio elsewhere.

How it fires
scheduled. Make polls Kantata on the scenario's schedule; nothing is pushed from Kantata to Make.
When to use it
a new engagement is opened in Kantata and the matching folder, channel or dashboard row should exist in your other tools.
Watch out
updates fire it as well as creations, so a scenario that creates things downstream should first check whether the item already exists, for example with a search module of the target app.
Kantata3Watch Tasks

Watch Tasks

Scheduled trigger

In Make“Triggers when a new task is created or updated.”

Brings every new or changed task into the scenario, including deliverables and milestones, which lets you react to plan changes without refreshing Kantata all day.

How it fires
scheduled. Make asks Kantata for changed tasks each time the scenario runs, at the interval set on this first module.
When to use it
a milestone moves and the client-facing lead should get a post in the project or a note in another tool.
Watch out
a busy project edits many tasks, and each returned task is one bundle that the following modules process, so every one of them costs operations on your plan.
Kantata4Watch Time Entries

Watch Time Entries

Scheduled trigger

In Make“Triggers when a new time entry is created or updated.”

Feeds your scenario with the hours people log or correct in Kantata, so timesheets can reach billing or reporting without an export.

How it fires
scheduled. Make reads Kantata at the pace of the scenario's schedule, 15 minutes by default and never shorter on the Free plan.
When to use it
finance keeps a spreadsheet of billable hours and wants each entry there without anyone exporting a timesheet.
Watch out
a corrected entry comes through again, so update the matching row downstream instead of adding a new one, or the hours will be counted twice.
Modules

What can Make do in Kantata?

Kantata gives you 16 modules. For each one: what it does for you, when to reach for it, and what to watch out for.

Kantata1

Add a Post

Action

In Make“Creates a post in a project.”

Writes a message post inside a Kantata project, so updates coming from other tools show up where the project team already talks.

When to use it
an invoice is paid in your accounting tool and the project should say so without anyone typing it.
Watch out
keep it short. Map only the useful values, or the project feed turns into a log nobody reads.
Kantata2

Create a Project

Action

In Make“Creates a new project.”

Opens a brand new project in Kantata from data arriving in the scenario, which removes the retyping between sales and delivery.

When to use it
a signed quote or a won deal in another app should become a project ready for staffing.
Watch out
a source that fires twice for one deal opens two projects. Run List Projects first.
Kantata3

Create a Task

Action

In Make“Creates a new task, deliverable or milestone.”

Adds a task, a deliverable or a milestone to a project, so the plan grows by itself when work is requested somewhere else.

When to use it
right after Create a Project, to drop in the kickoff steps every engagement starts with, or when a form request should become work.
Watch out
map the project from an earlier module, otherwise Make has no place to put the task.
Kantata4

Create a Time Entry

Action

In Make“Creates a new time entry.”

Logs hours in Kantata on behalf of the scenario, which spares people a second timesheet when they already track time in another tool.

When to use it
a meeting ends in your calendar tool or a timer stops in a tracker, and the duration should count in Kantata.
Watch out
run the scenario once on a test project first, because wrong hours flow straight into reporting and billing.
Kantata5

Delete a Task

Action

In Make“Deletes a task. When you delete a parent task, it also deletes its sub task.”

Removes a task from Kantata, which keeps plans clean when work is cancelled in the tool that requested it.

When to use it
a client withdraws a request and the task created for it should disappear too.
Watch out
deleting a parent task also deletes its subtasks, and a delete cannot be undone from Make, so test on a throwaway project before switching the scenario on.
Kantata6

Delete a Time Entry

Action

In Make“Deletes a time entry.”

Erases one time entry, so hours that should never have been logged stop counting in reports and invoices.

When to use it
an entry was created by mistake upstream, for example a meeting that was cancelled after it was synced.
Watch out
the entry is gone for good, so point the module at the exact entry mapped from an earlier step rather than one picked by a broad search.
Kantata7

Get a Project

Action

In Make“Gets information about a project.”

Reads the full record of one project you already know, which gives later modules its details to work with.

When to use it
a trigger hands you a task or a time entry and you need the project it belongs to before writing a report line.
Watch out
it returns one project only; to browse several, List Projects is the right module.
Kantata8

Get a Task

Action

In Make“Gets information of a task.”

Fetches the current state of a single task, handy when the scenario must decide something based on it.

When to use it
before posting a status update, check the task as it is now instead of trusting data captured earlier in the flow.
Watch out
it needs a precise task, usually mapped from Watch Tasks or List Tasks, not typed by hand.
Kantata9

Get Time Entry

Action

In Make“Gets information of a time entry.”

Returns the details of one time entry, so a scenario can check hours before copying them anywhere.

When to use it
a colleague flags an entry in another tool and the scenario needs the version stored in Kantata to compare.
Watch out
each run of this module counts as one operation, so avoid calling it on entries a trigger already delivered in full.
Kantata10

Make an API Call

Action

In Make“Performs an arbitrary authorized API call.”

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

When to use it
you need a Kantata object or an operation that no listed module offers.
Watch out
you write the request yourself, so keep the Kantata API reference open and test with Run once before activating.
Kantata11

Update a Project

Action

In Make“Updates a project.”

Changes an existing project in Kantata from the scenario, so its record follows what happens in sales or finance.

When to use it
a deal is renegotiated in the CRM and the project details should match the new terms.
Watch out
map only the values you want to change, and check the result with Run once so a blank value does not overwrite good data.
Kantata12

Update a Task

Action

In Make“Updates a task.”

Edits a task that already exists, keeping the plan in step with work tracked outside Kantata.

When to use it
a ticket closes in your support tool and the linked Kantata task should move forward on its own.
Watch out
if Watch Tasks starts the same scenario, each update can trigger a new run, so keep the trigger and this action in separate flows.
Kantata13

Update a Time Entry

Action

In Make“Updates a time entry.”

Corrects an existing time entry, so the right hours stay attached to the right work.

When to use it
a timer tool edits a session after the fact and the entry already copied to Kantata should follow.
Watch out
pair it with Get Time Entry when you need to compare before and after, and never feed it back into Watch Time Entries.
Kantata14

List Projects

Search

In Make“Retrieves a list of the projects.”

Pulls a list of your Kantata projects into the scenario, each one arriving as its own bundle.

When to use it
building a portfolio snapshot in a spreadsheet, or checking whether a project already exists before creating it.
Watch out
the search can return zero, one or many projects, and every module after it runs once per project, which multiplies operations.
Kantata15

List Tasks

Search

In Make“Retrieves a list of all tasks.”

Retrieves the tasks of your account as separate bundles, a quick way to act on a whole plan at once.

When to use it
exporting open deliverables to a client report, or finding a task to update when a trigger does not provide it.
Watch out
a large account returns many tasks, so filter right after the search before any module that writes.
Kantata16

List Time Entries

Search

In Make“Retrieves a list of all time entries.”

Collects time entries from Kantata in one pass, which suits reports that look back over logged hours rather than react to each one.

When to use it
a finance review needs every entry of an engagement in one sheet before invoicing.
Watch out
an empty result simply ends the run, so test with Run once on a project that has hours before trusting the output.
Need help

Need help automating Kantata with Make?

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FAQ

Kantata and Make: common questions

01Is the Kantata Make integration free?
Yes on the Make side: Kantata is a standard app, available from the Free plan. That plan allows 2 active scenarios, a minimum of 15 minutes between scheduled runs, 5 minutes per execution, files up to 5 MB and 512 MB of data transfer. Paid plans drop the interval to 1 minute and lift the scenario cap. On the Kantata side, the connection needs a paid Kantata OX account, so the integration is only free for teams that already pay for Kantata.
02What do you need to connect Kantata to Make?
Three things: a paid Kantata OX account, an account administrator, and OAuth credentials. The administrator opens Settings, then API, registers a new Kantata OX application and enters the callback URI given in the Make documentation. In Make, you add a Kantata module, click Create a connection, optionally name it and paste the credentials. The same connection then serves all 20 Kantata modules. If the API menu is missing in Kantata, the account administrator is the person to ask.
03Do Kantata triggers in Make fire in real time?
No. All 4 Kantata triggers are scheduled: Make polls Kantata on the scenario's schedule and picks up posts, projects, tasks or time entries created or updated since its last check. A new scenario runs every 15 minutes by default. The Free plan keeps that as the shortest gap; paid plans go down to 1 minute. For a workflow that must react faster, a shorter schedule on a paid plan is the lever.
04What if a Kantata module is missing in Make?
Use Make an API Call. It reaches any endpoint of the Kantata API with the connection you already created, so an object or operation absent from the other modules stays within reach. You write the request yourself and check the answer with Run once. The Make documentation for Kantata also warns that it is partly AI-generated from vendor material, so confirm important details with Kantata before building on them. Every call still counts as one operation on your plan.
05Should a Kantata team pick Make or n8n?
It depends on criteria, not on a winner. On Make, Kantata offers 20 ready modules with scheduled triggers, a visual editor and a guided connection, which suits teams that want to build without code. Kantata may also be reachable from n8n, where the node list and setup differ, so compare the modules each tool offers for your use case, the way usage is counted, and which tool your team already runs.
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