Resources · Make integration

Kroolo Make integrationAutomate Kroolo with Make.

Could new Kroolo projects set up their own first tasks? The Kroolo Make integration offers 17 modules: 3 triggers, 12 actions and 2 searches. This guide is for teams that run work in Kroolo; it walks you through the connection and a first scenario.

Try the Kroolo integration on MakeSee the 17 modules

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What you can automate

What can the Kroolo Make integration do for you?

The Kroolo Make integration links your Kroolo account to Make, a no-code tool where you build a scenario: an automation made of modules, each module being one brick such as a trigger, an action or a search. With it, a scenario can spot new tasks and projects in Kroolo, then create, update, comment on or close work without anyone opening the app.

Give every new project a clean start. Watch project creation notices a project someone just added. Create task then adds the kickoff task your team always needs, and Create tag prepares a label so that work is easy to filter later.

Turn a signed deal into delivery work. When a deal closes in your CRM, Create task opens the job in Kroolo and Add comment leaves the context the salesperson gathered, so nobody has to chase it in a chat thread.

Close tasks from the tool where work actually ends. When a support ticket is solved elsewhere, Mark task done closes the related Kroolo task, or Task status change moves it to the stage you choose.

Make itself says its Kroolo documentation is limited, because little public information exists about the app. Test each module with Run once before you rely on it, and reach for Make an API Call when the list falls short. The Make troubleshooting guide helps when a run fails.

If you are also weighing n8n, the n8n vs Make comparison sets the two tools side by side. To get comfortable with the editor first, see Make training.

Connect

How do you connect Kroolo to Make?

  1. 01

    Add a Kroolo module

    In any scenario, add a Kroolo module and click Create a connection. A connection is your Kroolo account linked to Make once; every Kroolo module you add later reuses it.

  2. 02

    Name it and authorize Make

    Give the connection a name if you like, for example the team it serves. Then approve Make on the Kroolo page that opens, or paste the key Kroolo gives you, depending on what the window asks for.

  3. 03

    Save the connection

    Click Save. From now on, Make can list in the module fields what it reads from your account, so you pick from your own data instead of typing values by hand.

First scenario

Your first scenario: a kickoff task for each new Kroolo project

GoalWhen a project is created in Kroolo, Make adds a first task to it and leaves a comment for the team.

  1. 01

    Create the scenario

    On the Scenarios page, create a new scenario and click the + to place the first module. Search for Kroolo and pick Watch project creation.

  2. 02

    Connect your account

    Click Create a connection and link Kroolo as shown above. This trigger is scheduled: Make looks for new projects on the scenario's schedule.

  3. 03

    Add the task

    Click the + on the right of the trigger and choose Create task. Map what the trigger returned about the new project into the task fields.

  4. 04

    Add the comment

    Add Add comment after Create task, map the task the previous module just created, and write the note your team should read first.

  5. 05

    Test with Run once

    Create a test project in Kroolo, then click Run once. Open each module to read the bundles it received, one bundle per project, and check the new task in Kroolo.

  6. 06

    Schedule and switch it on

    Set the schedule on the first module; a new scenario runs every 15 minutes by default, the shortest interval on the Free plan. Then switch the scenario on.

Triggers

What starts a Kroolo scenario

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

Kroolo1Watch list of tasks

Watch list of tasks

Scheduled trigger

In Make“Watch list of tasks.”

Watch list of tasks hands your scenario Kroolo tasks as bundles, one item per task, so every module after it can work on each of them in turn. The documentation does not say which tasks the list includes, so check that on your own data before building on it.

How it fires
scheduled. Make checks Kroolo on the scenario's schedule, every 15 minutes by default.
When to use it
when you want to go through a set of tasks rather than react only to the ones just created.
Watch out
try it with Run once on a small workspace and read the bundles, since Make flags its Kroolo documentation as limited.
Kroolo2Watch project creation

Watch project creation

Scheduled trigger

In Make“Watching the creation of project.”

With Watch project creation, a brand-new Kroolo project becomes the starting point of your automation: each new project Make finds arrives as one bundle that the next modules can reuse, for its name or anything else the trigger returns.

How it fires
scheduled. Make checks the app on the scenario's schedule, so a project shows up at the next check, not the second it is created.
When to use it
when every new client project should get the same kickoff, such as a starter task from Create task or a label from Create tag.
Watch out
its name points to creations only, so do not count on it to catch a project that is edited later.
Kroolo3Watch task creation

Watch task creation

Scheduled trigger

In Make“Watch the creation of task.”

Watch task creation tells your other tools about work logged in Kroolo, without anyone copying it over: every new task becomes a bundle you can copy to a sheet, a chat channel or a CRM record.

How it fires
scheduled. Make checks Kroolo on the scenario's schedule; on the Free plan, checks cannot be closer than 15 minutes apart.
When to use it
when a manager wants a message each time someone adds a task, without watching the board.
Watch out
each task found costs operations in every module that follows, so keep the chain short while you test it.
Modules

What Make can do in Kroolo

Kroolo gives you 14 modules. For each one: what it does for you, when to reach for it, and what to watch out for.

Kroolo1

Add comment

Action

In Make“Add comment to task.”

Context stays attached to the work: Add comment writes a note on a Kroolo task, so the people assigned read the background where they already look, not in a separate email.

When to use it
after a form reply or a customer message, when the text belongs next to the task it concerns.
Watch out
the module needs to know which task to comment on, so map it from an earlier module such as Create task.
Kroolo2

Create project

Action

In Make“Create the project.”

A whole Kroolo project can appear without anyone setting it up by hand. Create project opens it from data another app sends, which keeps naming consistent across clients.

When to use it
when a quote is signed or an order comes in and the delivery work needs its own space.
Watch out
a scenario that runs twice on the same event creates two projects, so test with Run once before switching it on.
Kroolo3

Create tag

Action

In Make“Create a tag.”

Labels get created for you, which means filters and views in Kroolo stay tidy even when new categories show up in other tools. Create tag adds one tag each time it runs.

When to use it
when a new client, product line or campaign appears elsewhere and your team sorts work by that name.
Watch out
the documentation does not say whether a duplicate name is refused, so check that before running it on every event.
Kroolo4

Create task

Action

In Make“Creating a task.”

Requests that live in email, forms or a CRM turn into real Kroolo tasks. Create task puts that work where your team already plans, so nothing stays buried in an inbox.

When to use it
whenever something outside Kroolo should become a to-do, such as a new support ticket or a signed deal.
Watch out
map the fields from the previous module instead of typing fixed text, or every task will look the same.
Kroolo5

Delete project

Action

In Make“Delete the project.”

Old or test projects disappear from Kroolo without a manual clean-up. Delete project removes the project you point it to, which helps keep the workspace readable.

When to use it
when a deal is lost or a trial ends in another tool and the matching project should not stay open.
Watch out
a deletion cannot be undone from Make, so add a filter before this module and test it on a dummy project first.
Kroolo6

Delete task

Action

In Make“Delete a task.”

Tasks that no longer make sense can vanish on their own. Delete task removes a single Kroolo task, for example one a scenario created by mistake while you were testing.

When to use it
when an order is cancelled or a request is withdrawn in another app and the related task should go.
Watch out
once deleted, the task is gone; if you only want it out of sight, Mark task done is the safer choice.
Kroolo7

Make an API Call

Action

In Make“Performs an arbitrary authorized API call”

This is your way out when no listed module does what you need: Make an API Call reaches any endpoint of the Kroolo API with the connection you already set up.

When to use it
when a Kroolo feature you rely on has no dedicated module among the 17 shown on this page.
Watch out
you write the request yourself, so you need Kroolo's API reference at hand, which Make does not provide for this app.
Kroolo8

Mark task done

Action

In Make“Mark the task status to done.”

Finished work gets closed where it was planned. Mark task done sets a Kroolo task to done, so boards and reports reflect reality without anyone ticking boxes.

When to use it
when the real finish line sits in another tool, such as a paid invoice or a solved ticket.
Watch out
it only knows one outcome; to move a task to any other stage, choose Task status change instead.
Kroolo9

Task status change

Action

In Make“Task status change.”

Progress moves by itself: Task status change puts a Kroolo task in the status you pick, not only done, so each stage of your workflow can follow events in other apps.

When to use it
when a draft is sent for approval or a client replies, and the task should jump to the next column.
Watch out
check the resulting status on a test task with Run once before you switch the scenario on.
Kroolo10

Update project

Action

In Make“Update the project.”

Project details stay in step with the rest of your stack. Update project edits an existing Kroolo project, so a change made in your CRM or billing tool shows up there too.

When to use it
when a client renames a contract or a deadline moves, and the project record should say so.
Watch out
it changes a project that already exists, so pull the right one first, for instance with List projects.
Kroolo11

Update task

Action

In Make“Update the task.”

Tasks that change outside Kroolo are corrected inside it too. Update task edits an existing task, which saves you from copying the same change into two places.

When to use it
when details of a request change, for example a new due date agreed with a client in an email thread.
Watch out
run it once on a test task and look at the result before pointing it at real work.
Kroolo12

Update workspace

Action

In Make“Update the workspace.”

Workspace settings can be adjusted from a scenario instead of the Kroolo admin screens. Update workspace edits one workspace, which is handy when several teams share the same account.

When to use it
when an organization-level change decided elsewhere, such as a team rename, should reach Kroolo.
Watch out
a workspace touches everyone in it; pick it with List workspaces rather than typing an identifier.
Kroolo13

List projects

Search

In Make“Get the projects.”

Your scenario gets the Kroolo projects it needs to decide what comes next. List projects is a search: it returns zero, one or several projects, each as its own bundle.

When to use it
before Update project or Delete project, to find the project that matches data coming from another app.
Watch out
several results mean the following modules run once per project, and each run counts as operations.
Kroolo14

List workspaces

Search

In Make“List all workspaces.”

Knowing which workspaces exist lets a scenario route work to the right team. List workspaces is a search that returns every workspace it finds as separate bundles.

When to use it
when your account holds more than one workspace and the next step, such as Update workspace, must target the correct one.
Watch out
an empty result stops the modules after it, so check that your connection can see the workspaces you expect.
Need help

Need help automating Kroolo with Make?

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FAQ

Kroolo and Make: common questions

01Is the Kroolo Make integration free?
Yes, Kroolo is a standard app, so it works on the Free plan. That plan allows 2 active scenarios, a 15 minute minimum interval between scheduled runs, 5 minutes per execution, files up to 5 MB and 512 MB of data transfer. Make counts usage in operations, one operation being one module run on one bundle. Paid plans (Core, Pro, Teams, Enterprise) bring the interval down to 1 minute, remove the cap on active scenarios and allow 40 minutes per run. Your Kroolo subscription is a separate matter this page does not cover.
02What does it take to connect Kroolo to Make?
A Kroolo account and a Make account are enough as far as the documentation goes, since it lists no other prerequisite. Add any Kroolo module, click Create a connection, optionally give it a name, then approve Make on the Kroolo page or paste the key Kroolo provides, and click Save. The connection is then reused by every Kroolo module in all your scenarios. Make notes that its Kroolo documentation is limited, so if the window looks different, follow the fields it shows.
03Do the Kroolo triggers in Make fire instantly?
No. All 3 Kroolo triggers, Watch list of tasks, Watch project creation and Watch task creation, are scheduled: Make checks Kroolo on the scenario's schedule rather than being called by the app. A new scenario checks every 15 minutes by default, which is also the shortest interval on the Free plan; paid plans go down to 1 minute. A task or project created in between is picked up at the next check, so plan your follow-ups with that delay in mind.
04What if a Kroolo module you need is missing in Make?
Use Make an API Call. It reaches any endpoint of the Kroolo API from your scenario with the connection you already have, so you are not limited to the 17 listed modules. You will need Kroolo's own API reference, because Make says it cannot fully document this app due to a lack of public information. If the feature is outside the API as well, another route is to trigger the scenario from a different app that already holds the data.
05Should you use Make or n8n for Kroolo?
It depends on what your scenario needs. On Make, Kroolo comes with 17 ready modules covering tasks, projects, tags and workspaces, plus Make an API Call for the rest, all driven from the visual editor described on this page. The same app often has an n8n node too, so the fair test is to check which operations each tool exposes for your use case and which platform the rest of your automations already run on. The comparison page linked above goes through both tools criterion by criterion.
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