Resources · Make integration

Zistemo Make integrationAutomate Zistemo with Make.

Can Make keep your Zistemo tasks, timers and leave requests in sync without copy and paste? The Zistemo Make integration gives you 29 modules: 3 triggers, 22 actions and 4 searches. This guide is for people who know Zistemo well and are new to Make; it walks you from the API key to a working first scenario.

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What you can automate

What can the Zistemo Make integration do for you?

The Zistemo Make integration links your Zistemo account to Make, a visual 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. Once connected, Make can spot new tasks, items and time entries in Zistemo and then create, update or archive records for you.

Tasks that never slip through. Put Watch New Tasks at the start of a scenario and every new task in Zistemo becomes a bundle, a single item passed to the next module. From there, Create a Time Entry or Start a Timer can prepare the tracking side so nobody forgets to log hours.

A clean item catalog. Watch New Items spots additions, and the Mark an Item as Archived or Update an Item modules keep the list tidy when something changes in another tool you already use.

Leave requests in one place. Create a Leave, Update a Leave and Search Leaves let you record absences coming from a form or an HR tool, then look them up before planning work.

What the integration does not do: it has no instant trigger, so Make checks Zistemo on the scenario's schedule rather than reacting the moment something happens. When a listed module does not cover your need, Make an API Call reaches the rest of the Zistemo API. The same app often exists in n8n too; the n8n vs Make comparison lays out the criteria, the Make pricing page explains plans, and the Make training helps if you want guided practice.

Connect

How do you connect your Zistemo account to Make?

  1. 01

    Copy your API key in Zistemo

    You need an active Zistemo account and its API key. In Zistemo, open your profile, click Integration, then select API and copy the key shown on screen. Keep that tab open until the connection works.

  2. 02

    Add a Zistemo module in Make

    In your scenario, add any Zistemo module and click Create a connection. A connection is your Zistemo account linked to Make once, then reused by every Zistemo module you add later.

  3. 03

    Name it and paste the key

    The Connection name field is optional, but a clear name helps when several people share the workspace. Paste the API key you copied, or follow the on-screen instructions, and save.

First scenario

Your first scenario with Zistemo

GoalWhen a new task appears in Zistemo, Make creates a matching time entry so the hours have a place to land.

  1. 01

    Create the scenario

    Open the Scenarios page, create a new scenario and click the big + to place the first module on the canvas.

  2. 02

    Pick Watch New Tasks

    Search for Zistemo, choose Watch New Tasks and select your connection, or click Create a connection if this is your first Zistemo module.

  3. 03

    Add Create a Time Entry

    Click the + on the right of the trigger, pick Create a Time Entry, then map the task data from the first module into its fields.

  4. 04

    Test with Run once

    Add a test task in Zistemo, click Run once and open the bubbles above each module to read the bundles it received and the entry it created.

  5. 05

    Schedule and switch on

    Click the clock on the first module to set the schedule, every 15 minutes by default, then switch the scenario on so it keeps running without you.

Triggers

What can start a Zistemo scenario?

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

Zistemo1Watch New Items

Watch New Items

triggerIn the docs only

You get a fresh bundle for each item added in Zistemo, so the rest of your scenario can react to it without you checking the list by hand. It sits at the very start of the flow and hands the item's data to the next module.

How it fires
scheduled. Make checks Zistemo on the scenario's schedule: every 15 minutes by default, and no faster than that on the Free plan.
When to use it
when another tool, a spreadsheet or a teammate needs to hear about each new item as it lands in your catalog.
Watch out
Make's documentation does not say what the module returns. Run it once on a test item and read the bundle before you map anything.
Zistemo2Watch New Tasks

Watch New Tasks

triggerIn the docs only

This trigger turns each new Zistemo task into a starting point, which saves you from copying task names into chat, calendars or time sheets. Every task found becomes its own bundle, and one operation, a single run of one module that Make counts on your plan, is used per bundle downstream.

How it fires
scheduled. Make polls Zistemo at the rhythm set on the clock of the first module.
When to use it
when a project manager creates work in Zistemo and the team wants a heads up, or a time entry prepared, without extra clicks.
Watch out
because it is not instant, a task may wait until the next check before Make sees it.
Zistemo3Watch New Time Entries

Watch New Time Entries

triggerIn the docs only

Here the payoff is visibility on hours: every time entry saved in Zistemo can flow to a report, a dashboard or a message to the person who approves time. Each entry arrives as one bundle you can map into the next module.

How it fires
scheduled. Make asks Zistemo for new entries each time the scenario's schedule comes around; there is no lightning badge on this module.
When to use it
when hours logged by consultants or freelancers must also reach a spreadsheet or a billing tool.
Watch out
entries that are later edited are not new entries, so pair it with Search Time Entries if you need to catch changes.
Modules

Which Zistemo modules can you use in Make?

Zistemo gives you 26 modules. For each one: what it does for you, when to reach for it, and what to watch out for.

Zistemo1

Create a Leave

ActionIn the docs only

You end up with an absence recorded in Zistemo without typing it twice, because the details come from the step before, such as a form answer or an approved request in another tool. The leave is then visible where you plan work.

When to use it
when time off is requested outside Zistemo and someone currently retypes it by hand.
Watch out
run it once with a test absence and check the result in Zistemo before switching on.
Zistemo2

Create a Task

ActionIn the docs only

A new Zistemo task appears the moment another app decides there is work to do, so requests stop living in inboxes. Map the title and the other fields from the previous module and the task is ready for your team.

When to use it
when a signed quote, a support ticket or a form submission should become a piece of work in Zistemo.
Watch out
if the source can send the same request twice, look it up with List Tasks first to avoid duplicates.
Zistemo3

Create a Time Entry

ActionIn the docs only

Hours land in Zistemo without anyone opening a timesheet, since Make writes the entry from data it already has, for example a calendar event or a finished task. That keeps billing and reporting fed with the same numbers.

When to use it
when time is tracked in another tool and must also appear in Zistemo for invoicing.
Watch out
pick this module for a finished block of time; Start a Timer fits work that is still in progress.
Zistemo4

Create an Item

ActionIn the docs only

Your Zistemo item list grows on its own when a product or service is added somewhere else, which spares you the double entry and the typos that come with it. The item is built from the fields you map in the module.

When to use it
when a new offer is first created in a shop, a spreadsheet or a CRM and should exist in Zistemo too.
Watch out
check with List Items before creating, or the same item may show up twice.
Zistemo5

Delete a Leave

ActionIn the docs only

A cancelled absence disappears from Zistemo automatically, so your planning never shows someone away who is actually working. The module needs to know which leave to remove, usually from Search Leaves or Get a Leave placed earlier.

When to use it
when a leave request is withdrawn in the tool where your team files its time off.
Watch out
treat the removal as final and test it on a dummy leave; Update a Leave is safer when only the dates move.
Zistemo6

Delete a Time Entry

ActionIn the docs only

Wrong or duplicated hours leave Zistemo without a manual cleanup, which keeps invoices and reports honest. Feed it the entry to remove, typically found by Search Time Entries a step before.

When to use it
when an entry was cancelled at the source, for instance a meeting that never took place.
Watch out
nothing on this page says a deleted entry can be restored, so add a filter that only lets through the entries you really mean to drop.
Zistemo7

Get a Leave

ActionIn the docs only

You receive the full record of one absence when you already know which one it is, so later modules can reuse its dates or its owner. It returns a single leave, not a list.

When to use it
when a previous step hands you a leave reference and you need its details to write a message or update a calendar.
Watch out
without a reference, start with Search Leaves instead, which can return several matches.
Zistemo8

Get a Task

ActionIn the docs only

This pulls every detail of one known task into the scenario, which is handy when a trigger only gave you part of the picture. The result is a single bundle ready to be mapped.

When to use it
just before Update a Task or before sending a summary, so you work with the current state of the task rather than an old copy.
Watch out
it needs the task reference; to browse tasks without one, reach for List Tasks.
Zistemo9

Get an Item

ActionIn the docs only

One item from your Zistemo catalog comes back with its details, ready to be copied into a quote, a shop listing or a message. Use it when you already hold the item reference from an earlier module.

When to use it
when a sale or a request mentions an item and the next step needs more than its name.
Watch out
it fetches one item only; List Items is the module for going through the whole catalog.
Zistemo10

List Items

SearchIn the docs only

You get your Zistemo items back as a series of bundles, one per item, which lets Make copy, compare or clean the catalog in one pass. As a search module, it can return zero, one or many results.

When to use it
before Create an Item, to check whether the item already exists, or to export the catalog to a sheet.
Watch out
each returned item runs the following modules once, so every one of them counts operations on your plan.
Zistemo11

List Tasks

SearchIn the docs only

This gives you the tasks already in Zistemo as separate bundles, so you can report on them, archive a batch or check for a duplicate. It is a search, meaning the result may be empty, a single task or many.

When to use it
when a project closes and you want every task passed to Mark a Task as Archived, or before Create a Task to avoid doubles.
Watch out
add a filter right after it so only the tasks you care about travel further.
Zistemo12

Make an API Call

ActionIn the docs only

When none of the listed modules does what you need, this one lets you call any endpoint of the Zistemo API from your scenario, using the same connection you already set up. You keep one account link and gain access to the rest of the API.

When to use it
for a Zistemo feature that has no dedicated module in Make.
Watch out
you write the request yourself, so keep the Zistemo API documentation open while you build it.
Zistemo13

Mark a Task as Active

ActionIn the docs only

A task that was parked comes back into play without anyone searching the archive, which is useful when a client reopens a topic. The module switches the status of one task you point it to.

When to use it
when a reply, a new order or a reopened ticket means old work must resume.
Watch out
it only changes the status; if the task also needs a new title or owner, follow it with Update a Task.
Zistemo14

Mark a Task as Archived

ActionIn the docs only

Finished tasks leave your active list while staying on record, so the team sees only what is still open. You point it to one task and Make changes its status for you.

When to use it
when a project is closed or an invoice is paid in another tool and the related tasks can be put away.
Watch out
to archive many tasks at once, place List Tasks before it; each task then costs one operation.
Zistemo15

Mark a Task as Deleted

ActionIn the docs only

Tasks created by mistake or cancelled at the source get flagged as deleted automatically, which keeps the board clean without a manual sweep. It works on one task at a time.

When to use it
when the request behind a task is withdrawn, for example a form entry that turns out to be spam.
Watch out
choose Mark a Task as Archived instead if you might need the task again, and test with a dummy task first.
Zistemo16

Mark an Item as Active

ActionIn the docs only

An item you had set aside becomes available again in Zistemo without a trip through the settings, which matters when an offer returns to your range. The module changes the status of the item you pass to it.

When to use it
when a product comes back in stock or a service is relaunched in the tool where your catalog starts.
Watch out
pair it with Get an Item first if you are not sure which item reference the previous step returned.
Zistemo17

Mark an Item as Archived

ActionIn the docs only

Old items move out of the way while their history stays in Zistemo, so nobody picks a discontinued service by accident. You give it one item, and its status changes.

When to use it
when an offer is withdrawn in your shop or price list and should stop appearing in daily work.
Watch out
archiving is gentler than Mark an Item as Deleted; prefer it whenever the item might come back.
Zistemo18

Mark an Item as Deleted

ActionIn the docs only

Items that should never have existed, such as a test entry or a duplicate, are flagged as deleted without opening Zistemo. The module acts on a single item reference.

When to use it
after List Items has found duplicates and a filter has kept only the extra copies.
Watch out
run the scenario once on a test item and check the filter carefully, because a wide filter would flag items you still sell.
Zistemo19

Search Leaves

SearchIn the docs only

Absences recorded in Zistemo come back as bundles, which lets Make check who is away before assigning work or sending a summary. As a search, it may find nothing, one leave or several.

When to use it
before Create a Task, to avoid handing work to someone on leave, or to feed a planning sheet.
Watch out
when nothing matches, the next modules simply do not run, so test with a period that you know contains a leave.
Zistemo20

Search Time Entries

SearchIn the docs only

You collect the hours already logged in Zistemo as separate bundles, ready for a report, a check or a correction. The result can be empty, a single entry or a long series.

When to use it
before Update a Time Entry or Delete a Time Entry, to find the exact entry to change, or to total hours in a sheet.
Watch out
add an aggregator after it if you want one total rather than one message per entry.
Zistemo21

Start a Timer

ActionIn the docs only

The clock starts in Zistemo as soon as work begins elsewhere, so no minutes are lost because someone forgot to press play. Make launches the timer from the data of the previous step.

When to use it
when a support ticket is picked up or a call begins in another tool and the time should count from that moment.
Watch out
plan the matching Stop a Timer in a second scenario, otherwise the timer keeps running.
Zistemo22

Stop a Timer

ActionIn the docs only

This closes a running timer in Zistemo when the work ends in another tool, which turns the elapsed time into tracked hours without a manual click. It pairs naturally with Start a Timer.

When to use it
when a ticket is resolved, a call hangs up or a task is marked done outside Zistemo.
Watch out
since triggers here are scheduled, the stop happens when the scenario runs, not at the exact second the work ended.
Zistemo23

Update a Leave

ActionIn the docs only

When someone moves their holiday, the leave in Zistemo follows without anyone editing it by hand. The module changes an existing absence that you identify with a reference from an earlier step.

When to use it
when dates are corrected in an HR tool or a shared calendar and Zistemo must stay aligned.
Watch out
find the right leave first with Search Leaves; creating a new one instead would leave two overlapping absences.
Zistemo24

Update a Task

ActionIn the docs only

A Zistemo task picks up changes made somewhere else, such as a new deadline agreed with a client or a new owner, so the team always reads the latest version. You map the new values from the previous module.

When to use it
when the source of a task, like a ticket or a CRM deal, changes after the task was created.
Watch out
if only the status changes, the Mark a Task modules are clearer choices.
Zistemo25

Update a Time Entry

ActionIn the docs only

You fix hours in Zistemo from another tool, so a corrected meeting or a changed project code does not require a second manual edit. The module needs the reference of the entry to change.

When to use it
when an entry was created automatically and a person later adjusts the duration or the description at the source.
Watch out
locate the entry with Search Time Entries first; mapping the wrong reference would overwrite someone else's hours.
Zistemo26

Update an Item

ActionIn the docs only

Changes to a product or service made in your main tool reach the matching Zistemo item, so names and details stay the same everywhere. It edits one existing item.

When to use it
when an offer is renamed or its description is rewritten in a shop, a sheet or a CRM.
Watch out
use Get an Item or List Items beforehand to find the right reference, then test on a dummy item before switching on.
Need help

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FAQ

Zistemo and Make: frequently asked questions

01Is the Zistemo Make integration free?
Yes, Zistemo is a standard app in Make, so it is available from the Free plan. That plan allows 2 active scenarios, a minimum of 15 minutes between two scheduled runs, 5 minutes of execution at most, files up to 5 MB and 512 MB of data transfer. Paid plans (Core, Pro, Teams and Enterprise) lower the interval to 1 minute and remove the cap on active scenarios. Usage is counted in credits, meaning operations, each month. You still need your own active Zistemo subscription; Zistemo's own pricing page covers that side.
02What do you need to connect Zistemo to Make?
You need an active Zistemo account and its API key. In Zistemo, open your profile, click Integration, then API, and copy the key. In Make, add any Zistemo module, click Create a connection, optionally give it a name, and paste the key. The connection is then reused by every Zistemo module in your scenarios, so you only do this once per account. If Make rejects the key, copy it again from the same screen and check for stray spaces.
03Does the Zistemo trigger in Make react in real time?
No. The 3 Zistemo triggers, Watch New Items, Watch New Tasks and Watch New Time Entries, are scheduled: Make checks Zistemo each time the scenario's schedule comes around. A new scenario runs every 15 minutes by default, which is also the shortest interval on the Free plan; paid plans can go down to 1 minute. So a new task or time entry reaches your scenario at the next check, not the instant it is saved in Zistemo.
04What if a Zistemo module is missing in Make?
It depends on what you need, but the usual answer is Make an API Call. This module can reach any endpoint of the Zistemo API with the connection you already have, so a feature without a dedicated module is still within reach. You write the request yourself, which is a step up from the ready-made modules. The Make documentation for Zistemo notes that part of its content is AI-generated, so verify important details with Zistemo directly before relying on them.
05Should you use Make or n8n for Zistemo?
It depends on how you like to work. On Make, this page covers what is confirmed: 29 modules, 3 scheduled triggers, 22 actions and 4 searches, plus Make an API Call for the rest. The same app often has a node in n8n as well, so the fair move is to check which modules each tool offers for your use case, then compare how each one bills usage. The n8n vs Make comparison linked above sets out the criteria side by side.