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SmartTask Make integrationAutomate SmartTask with Make.

Can SmartTask tasks and contacts move on their own when something changes? The SmartTask Make integration gives you 26 modules, six of them instant triggers. This guide is for ops leads and team managers: connect your account, then build a first working scenario.

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What you can automate

What does the SmartTask Make integration let you automate?

The SmartTask Make integration links your SmartTask workspace to Make, a no-code tool where you build a scenario: a chain of modules that runs when an app calls Make or on a schedule. SmartTask brings six instant triggers, 13 actions and seven searches, so tasks, comments, reminders and contacts can react to each other and to your other apps.

Lead to follow-up task. Watch New Contacts fires when someone adds a contact, and Create a Task opens the follow-up in the right place, so a new lead never waits in an inbox.

Closed task, updated reporting. Watch Task Completion reacts when a task is marked done. From there, Get a Task pulls its details and another app of your stack can log the result, while Add a Task Comment leaves a trace on the task itself.

Client questions routed to the right people. A comment posted on a task starts Watch New Task Comment; Add Followers to a Task then brings in the colleagues who need to see it.

Searches have ceilings: Filter Tasks returns up to 200 tasks, Get Subtasks and Get Project Members up to 100 items, Get Task Contacts up to 50, and both contact searches up to 10. For anything the listed modules skip, Make an API Call reaches the SmartTask API with the same connection. If you are still choosing a platform, the n8n vs Make comparison lays out both options, and the Make review covers the editor in depth. Teams that prefer a guided start can follow the Make training.

Connect

How do you connect SmartTask to Make?

  1. 01

    Add a SmartTask module

    Open a scenario, click the +, type SmartTask and pick any module, for instance Watch New Contacts. In the module panel, click Create a connection. A connection is your SmartTask account linked to Make once.

  2. 02

    Name the connection

    Give it a name you will recognize later, such as the workspace it points to. This step is optional, but it helps as soon as a team shares several SmartTask accounts in the same Make organization.

  3. 03

    Authorize Make and save

    Make then asks you either to sign in to SmartTask and approve the access, or to paste the key SmartTask gives you. Follow what the window shows, then click Save. The module can now read your SmartTask data.

First scenario

Your first scenario with SmartTask and Make

GoalWhen a new contact is created in SmartTask, Make creates a follow-up task for it.

  1. 01

    Create the scenario

    On the Scenarios page, create a new scenario and click the big + to add the first module. This first module is the one that starts everything.

  2. 02

    Add Watch New Contacts

    Search SmartTask, pick Watch New Contacts and choose the connection you created. This trigger is instant: SmartTask will notify Make through a webhook each time a contact appears.

  3. 03

    Add Create a Task

    Click the + on the right of the trigger and add Create a Task. Fill the fields Make shows, and map the contact data from the first module into the task name so the follow-up says who it is about.

  4. 04

    Test with Run once

    Click Run once, then add a test contact in SmartTask. Each module shows the bundles it received, one bundle per item, so you can check the task that came out.

  5. 05

    Switch it on

    When the test looks right, switch the scenario on. From then on, each new contact creates its follow-up task without anyone touching Make.

Triggers

SmartTask triggers in Make

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

SmartTask1Watch New Contacts

Watch New Contacts

Instant trigger

In Make“Triggered when a new contact is created.”

A fresh contact in SmartTask becomes the starting point of a scenario, so the person reaches your other tools without anyone copying a name or an email by hand. Make receives one bundle per contact created.

How it fires
instant. SmartTask calls Make through a webhook as soon as the contact exists, so there is no interval to choose.
When to use it
a sales rep records a lead in SmartTask and a follow-up task or a CRM entry should appear right away.
Watch out
every module after this trigger counts one operation per contact, which matters on a busy workspace.
SmartTask2Watch New Task Comment

Watch New Task Comment

Instant trigger

In Make“Triggers when a comment is made in a task.”

Conversations stay useful when they reach the right people: this trigger starts your scenario each time someone writes a comment on a task, and passes that comment along as a bundle.

How it fires
instant. SmartTask notifies Make through a webhook the moment the comment is posted.
When to use it
a client or a colleague asks a question on a task, and you want it relayed to a team chat or used to add followers.
Watch out
never answer with Add a Task Comment in the same scenario without a filter, because that new comment would start the scenario again.
SmartTask3Watch New Task in a Project

Watch New Task in a Project

Instant trigger

In Make“Triggers when a new task is linked to a project.”

Project leads get a signal the second work lands in their project: the trigger reacts when a task is linked to a project and hands that task to the next module.

How it fires
instant. SmartTask calls Make by webhook as soon as the link is made, with no schedule involved.
When to use it
an agency project board receives a new request and you want followers added, a reminder set or a notice sent to another app.
Watch out
Add a Task to Projects creates exactly this event, so keep it out of the same scenario unless a filter stops the second run.
SmartTask4Watch New Task Reminder

Watch New Task Reminder

Instant trigger

In Make“Triggers when a reminder notification is sent.”

Reminders often get lost inside one app; this trigger carries them further by starting a scenario whenever SmartTask sends a reminder notification.

How it fires
instant. When SmartTask sends the reminder, it also calls Make through a webhook.
When to use it
a deadline reminder should also reach a messaging tool, an email or a shared calendar that the assignee actually reads.
Watch out
it reacts to the notification being sent, not to the reminder being created; use Add a Task Reminder and Get Task Reminders to manage the reminders themselves.
SmartTask5Watch Task Completion

Watch Task Completion

Instant trigger

In Make“Triggers when a task is marked as completed.”

Finished work can trigger the next step on its own: this module starts the scenario when a task is marked as completed, with the task as its bundle.

How it fires
instant. SmartTask warns Make through a webhook as soon as the task is checked off.
When to use it
a delivered job should open an invoice in your billing tool, update a client tracker or start the next task in a sequence.
Watch out
if Run once shows the trigger lacks a detail you need, add Get a Task right after it and map from there.
SmartTask6Watch Updates to a Task's Custom Field

Watch Updates to a Task's Custom Field

Instant trigger

In Make“Triggers when a custom field value is updated.”

Custom fields often hold the value that really matters, like a stage, a budget or a priority. This trigger starts your scenario as soon as one of those values changes on a task.

How it fires
instant. SmartTask calls Make through a webhook when the custom field value is updated.
When to use it
a custom field that tracks the stage of a job changes, and another app must learn about it right away.
Watch out
if the same scenario writes back with Update a Task CustomField Value, add a filter, or the update will fire this trigger again.
Modules

Every SmartTask module in Make

SmartTask gives you 20 modules. For each one: what it does for you, when to reach for it, and what to watch out for.

SmartTask1

Add a File Link to a Task

Action

In Make“Adds file link to the task.”

Attach a link to a document on a task, so whoever opens it finds the contract, the brief or the mockup without searching a drive.

When to use it
a file lands in your storage app and should be pinned to the task it belongs to.
Watch out
it adds a link, not the file itself, so the document stays where it is stored.
SmartTask2

Add a Task Comment

Action

In Make“Adds a comment to the task.”

Post a comment on a task from your scenario, which keeps the history of what happened elsewhere visible right where the team works.

When to use it
a payment is received, a form is answered or a ticket is closed in another app, and the task should say so.
Watch out
paired with Watch New Task Comment, it can loop; filter out the comments your scenario writes.
SmartTask3

Add a Task Reminder

Action

In Make“Adds a reminder to a task”

Set a reminder on an existing task so SmartTask nudges the assignee at the right moment instead of relying on memory.

When to use it
a task is created from a signed quote or a booked meeting, and the date from that source should become a reminder.
Watch out
the task must exist first; chain it after Create a Task or a search that returns the task.
SmartTask4

Add a Task to Projects

Action

In Make“Link a task to projects.”

Link a task to one or more projects so it shows up on every board where it matters, without duplicating it.

When to use it
a request concerns both a client project and an internal one, such as design and billing.
Watch out
this link is exactly what Watch New Task in a Project listens to, so a scenario using both can start itself again.
SmartTask5

Add Followers to a Task

Action

In Make“Add followers to a task.”

Bring colleagues onto a task as followers, so they receive its updates without being the assignee.

When to use it
a task reaches a stage where a manager, an account lead or a finance contact needs visibility.
Watch out
Get Project Members is a handy step before it, to pick followers who actually belong to the project.
SmartTask6

Create a Contact

Action

In Make“Creates a new contact in SmartTask”

Add a new contact to SmartTask from any source, a web form, a CRM or a spreadsheet row, so client details stay in one place.

When to use it
someone fills a contact form on your site and should become a SmartTask contact the team can attach to tasks.
Watch out
run Search Contacts by Email or Phone Number first, or repeated submissions will create duplicates.
SmartTask7

Create a Task

Action

In Make“Creates a task in the organization.”

Open a new task in your SmartTask organization from any event in another app, which turns requests into assigned work instead of forgotten emails.

When to use it
a new lead, a support ticket or an order should start a piece of work with an owner.
Watch out
map a clear task name from the source data; a vague name makes the task hard to find later with Filter Tasks.
SmartTask8

Get a Task

Action

In Make“Fetches a particular task”

Read one specific task and all it holds, so later modules can use its name, description or status in their own fields.

When to use it
a trigger gives you a task reference, and you need the complete task before writing to another app.
Watch out
it returns a single task; to go through many tasks, reach for Filter Tasks instead.
SmartTask9

Make an API Call

Action

In Make“Performs an arbitrary authorized API call.”

Reach any endpoint of the SmartTask API from your scenario, reusing the connection you already created, when no listed module does what you need.

When to use it
a SmartTask feature exists in the app but has no dedicated module in Make.
Watch out
you write the request yourself, so keep the SmartTask API documentation open while you set it up.
SmartTask10

Update a Task CustomField Value

Action

In Make“Updates task's custom field value.”

Change the value of a custom field on a task, which keeps stages, budgets or priorities in sync with what happens outside SmartTask.

When to use it
a quote is signed in another tool and the task stage field should move forward without anyone editing it.
Watch out
this change is the very event Watch Updates to a Task's Custom Field listens to, so avoid using both in one scenario without a filter.
SmartTask11

Update a Task Description

Action

In Make“Updates description of the task”

Rewrite the description of a task with fresh information, so the brief the assignee reads is always the current one.

When to use it
a client sends new details through a form, and the task should carry them instead of an outdated text.
Watch out
read the current text first with Get a Task, so nothing the team wrote by hand disappears from the brief.
SmartTask12

Update a Task Name

Action

In Make“Modifies a task's name”

Rename a task automatically, which is useful when the title should reflect a reference, a client name or a stage.

When to use it
an order number or an invoice ID arrives after the task was created and belongs in its title.
Watch out
people search tasks by name, so keep a consistent pattern across every scenario that renames them.
SmartTask13

Update a Task Status

Action

In Make“Marks a task as complete or in-complete.”

Mark a task complete, or reopen it, from another app, so SmartTask reflects work finished outside it.

When to use it
a delivery is confirmed or a ticket is closed in your helpdesk, and the matching task should close too.
Watch out
a task closed this way is marked completed, which is what Watch Task Completion listens to; fine as long as that scenario does not reopen it.
SmartTask14

Filter Tasks

Search

In Make“Lists filtered tasks. Limited to 200 tasks.”

Pull a list of tasks that match your criteria, each returned as its own bundle, so the next modules can act on every one of them.

When to use it
you need all open tasks of a project to build a status report or a digest in another app.
Watch out
the module stops at 200 tasks; narrow the filter when a project holds more.
SmartTask15

Get Project Members

Search

In Make“Lists project members. Limited to 100 members.”

List the people who belong to a project, which lets a scenario notify or assign the right team without hard-coding names.

When to use it
before adding followers, or when another app needs the list of people working on a client account.
Watch out
the result is capped at 100 members, so very large projects return a partial list.
SmartTask16

Get Subtasks

Search

In Make“Lists subtasks of the current task. Limited to 100 subtasks.”

Retrieve the subtasks of a task, one bundle each, to check progress or copy them somewhere else.

When to use it
a parent task completes and you want to verify that every subtask was handled too.
Watch out
the module lists up to 100 subtasks; beyond that, split the parent task into smaller pieces.
SmartTask17

Get Task Contacts

Search

In Make“Lists contacts associated with the task. Limited to 50 contacts.”

See which contacts are attached to a task, so a scenario can email them, sync them to a CRM or mention them in a report.

When to use it
a task closes and the client contacts linked to it should receive a delivery note.
Watch out
only the first 50 contacts come back, and each one becomes a separate bundle to process.
SmartTask18

Get Task Reminders

Search

In Make“Fetches task reminders”

Read the reminders already set on a task, which avoids stacking a second reminder on top of an existing one.

When to use it
before Add a Task Reminder, to check whether the task already has a reminder planned.
Watch out
a task with no reminder returns nothing, so add a filter to handle that empty case.
SmartTask19

Search Contacts by Email or Phone Number

Search

In Make“Fetches contacts by email or phone number. Limited to 10 contacts.”

Find a SmartTask contact from an email address or a phone number, the most reliable way to match a person arriving from another app.

When to use it
a form submission comes in and you must know whether the sender already exists before creating anyone.
Watch out
results stop at 10 contacts, and zero results is a normal outcome your scenario should route to Create a Contact.
SmartTask20

Search Contacts by Name

Search

In Make“Lists contacts that matches the query. Limited to 10 contacts.”

Look up contacts whose name matches a query, handy when the source gives you a person's name but no email.

When to use it
a meeting invite or a spreadsheet lists names only, and you want to attach the right contact to a task.
Watch out
names repeat and only 10 matches return, so prefer the email or phone search whenever you have one.
Need help

Need help automating SmartTask with Make?

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FAQ

SmartTask and Make: common questions

01Is the SmartTask Make integration free?
Yes. SmartTask is a standard app in Make, so it works from the Free plan. That plan allows 2 active scenarios, a minimum interval of 15 minutes between scheduled runs, up to 5 minutes of execution per run, files up to 5 MB and 512 MB of data transfer. Paid plans (Core, Pro, Teams and Enterprise) lift the active scenario limit, bring the interval down to 1 minute and allow 40 minutes of execution. Usage is counted in operations, one per module per bundle.
02What do you need to connect SmartTask to Make?
A SmartTask account and a Make account are enough; the documentation lists no other prerequisite. Add any SmartTask module, click Create a connection, optionally name it, then either approve access on the SmartTask page or paste the key SmartTask provides, and click Save. That single connection is then reused by every SmartTask module in your scenarios, so there is no need to repeat the setup for each module. If Make shows an authorization window, sign in with the SmartTask account whose tasks and contacts the scenarios should reach.
03Do SmartTask triggers in Make react in real time?
Yes. All six SmartTask triggers are instant: SmartTask calls Make through a webhook as soon as the event happens, whether that is a new contact, a comment, a task linked to a project, a reminder sent, a completed task or a custom field change. There is no polling interval to set for these triggers, unlike scheduled triggers in Make, which check for news on the scenario's schedule, every 15 minutes by default. Keep the scenario switched on, since an inactive scenario receives nothing.
04What if a SmartTask module is missing in Make?
Use Make an API Call. It sends a request to any endpoint of the SmartTask API with the connection you already have, which covers features without a dedicated module. Also keep the search limits in mind: Filter Tasks returns up to 200 tasks, Get Subtasks and Get Project Members up to 100, Get Task Contacts up to 50, and the two contact searches up to 10. Narrow your criteria when a list could exceed those numbers.
05Should you use Make or n8n for SmartTask?
It depends on the tool your automations already run on. On Make, SmartTask brings 26 modules: six instant triggers, 13 actions and seven searches, plus Make an API Call for the rest. The same app often has an n8n node as well, so compare the operations each tool offers for SmartTask against the steps your workflow needs, and pick the one that covers them with the least custom work. Starting small on either side is the fastest way to judge.
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