10,000ft Zapier integrationAutomate 10,000ft with Zapier.
The 10,000ft Zapier integration gives you 8 triggers, 6 actions and 7 searches. Every trigger is instant, so projects, assignments, time entries and team members reach your other tools the moment they change, even on the free plan.
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What the 10,000ft Zapier integration actually does
10,000ft is a resource planning tool: projects, the people who staff them, and the hours they log. Connecting it to Zapier means its events (a project appears, an assignment moves, someone logs time) can start work in other apps, and other apps can create or update projects, time entries and team members in 10,000ft without anyone retyping them.
Three outcomes cover most of what people build. A staffing alert: New Assignment or Assignment Updated fires as soon as someone is booked or rebooked, and the next step tells whoever needs to know. A clean timesheet: Create Time Entry logs hours that were captured somewhere else, against the right project and the right person. A synced roster: New User and Create User keep the list of team members aligned with the tool where people are hired.
The good news is the timing. All eight triggers are instant, which means 10,000ft calls Zapier itself instead of waiting to be checked. The plan interval never slows them down.
Now the limits. There is no delete action: Zapier can create and update projects, users and time entries, never remove them. Assignments can be watched and searched, but no action creates or edits one. And most updates and lookups ask for an ID, so a Zap usually needs a search first to turn a name into that ID.
If you are weighing the platforms, the Make vs Zapier comparison is a good place to start.
Zapier vocabulary in one minute
Eight words do all the work on this page. Each one is used exactly as defined here.
- Zap
- The automation you build: one event that starts it, then one or more steps that run every single time that event happens.
- Trigger
- The event in an app that kicks off the Zap. Once the Zap is switched on, Zapier sits and waits for it to occur.
- Action
- What the Zap does after it starts: the step that writes, sends or moves something on your behalf in another app.
- Task
- What Zapier bills you for: one action that completes successfully. Your plan's allowance is simply a count of those.
- Polling vs instant
- A polling trigger is checked on a timer. An instant trigger is reported by the app itself the second the event happens.
- Filter
- A step that lets the Zap carry on only when the incoming data meets a condition you set, and stops it there otherwise.
- Search step
- A step that looks up something that already exists in an app, so the following steps can reuse what it found.
- Connection
- Your 10,000ft account linked to Zapier once, then reused by every step of every Zap that touches 10,000ft.
What a 10,000ft Zap really costs
The trigger is free. Zapier only counts a task when an action finishes successfully, and an action that fails is not counted.
- Free plan100 tasks a month, two-step Zaps
- Trigger cost0 tasks, however often it fires
- Premium appNo, works on the free plan
- Instant triggers8 out of 8
10,000ft is not a premium app, so it works on the free plan: 100 tasks a month, as many Zaps as you like, but only two steps per Zap (one trigger, one action). Add a filter, a search or a second action and you have a multi-step Zap, which needs a paid plan. Since nearly every update here needs a search first, plan for that. The interval grid only applies to polling triggers, and none of the eight here poll.
Connect your 10,000ft account
- 01
Open the Apps page
In your Zapier account, go to Apps and click + Add connection. You need a 10,000ft account, plus access to any project or person you do not own and want the Zap to touch.
- 02
Pick 10,000ft
Type the app name in the dialog, select it from the list, then click Add connection. A new browser tab opens on the 10,000ft side. That tab is where 10,000ft confirms who you are.
- 03
Sign in and grant access
Log in to 10,000ft in that tab and let Zapier reach the account. The connection is saved once and every Zap you build later reuses it. You never repeat this step for a new Zap.
Your first Zap: log onboarding time for every new hire
GoalWhen a team member is added in 10,000ft, find the onboarding project and log their first hours against it.
- 01
Build: choose the trigger
Create a Zap, pick 10,000ft as the starting app and New User as the event. Select your connection. This is the event every run starts from.
- 02
Test the trigger
Run the test. Zapier brings back the three most recent team members of the account, so you map fields on a real person rather than a blank.
- 03
Add the search
Add Find Project by Name and type the name of your onboarding project. This makes the Zap multi-step, so a paid plan is required.
- 04
Add the action
Pick Create Time Entry. Map the project from the search, the user from the trigger, a date in yyyy-mm-dd form and the hours.
- 05
Test, then publish
Test each step once and read what came back. When the entry looks right, click Publish to switch the Zap on. From then on, it runs for every new hire.
10,000ft triggers on Zapier
8 events start a Zap when something happens in 10,000ft, and 8 of them are instant: the app calls Zapier straight away, whatever your plan.
New Assignment
Instant triggerIn Zapier“Triggers when a new assignment is created.”
Someone gets booked on a project, and the Zap gets the details of that booking straight away. It is the event to watch when staffing decisions need to travel beyond the planning screen.
Assignment Updated
Instant triggerIn Zapier“Triggers when an assignment is updated.”
Changes to an existing booking start this one: a shifted schedule, a reassigned person, an edited allocation. Each edit counts as an event, so a busy planner can set it off many times a day.
New Project
Instant triggerIn Zapier“Triggers when a new project gets created.”
Fresh projects land here the instant they are created in 10,000ft. That makes it the natural starting point for any kickoff routine you currently run by hand.
Project Updated
Instant triggerIn Zapier“Triggers when a project gets updated.”
Any edit to an existing project wakes this trigger, whether the dates move or the details change. It suits teams that keep the planning tool as the reference and want other systems to follow.
New Time Entry
Instant triggerIn Zapier“Triggers when a new time entry is created.”
Every logged block of hours becomes an event the Zap can act on. Finance and operations teams usually care about this one more than anyone else.
Time Entry Updated
Instant triggerIn Zapier“Triggers when a new time entry is updated.”
When a person corrects their hours, this trigger reports the corrected version. Without it, a downstream tool keeps the first figure forever.
New User
Instant triggerIn Zapier“Triggers when a new user is created.”
A team member added to 10,000ft starts the Zap with their profile in hand. It is the cleanest hook for onboarding steps that live outside the planning tool.
User Updated
Instant triggerIn Zapier“Triggers when a new user is updated.”
Edits to a team member's record (a new role, a changed detail) come through here. It keeps directories and HR tools honest when the planning tool is updated first.
10,000ft actions on Zapier
10,000ft gives you 6 actions. For each one: what it does for you, when to reach for it, and what to watch out for.
Create Project
ActionIn Zapier“Create a new project.”
Opens a new project in 10,000ft from whatever started the Zap. Only the name is mandatory, so it works even when the source carries little detail.
Create Time Entry
ActionIn Zapier“Create a new time entry.”
Logs hours for a person on a project. It wants four things: the project (or leave type), the team member, a date written yyyy-mm-dd, and the hours.
Create User
ActionIn Zapier“Create a new team member.”
Adds a team member to 10,000ft. A first and a last name are all it insists on, so even a bare HR record is enough to start.
Update Project
ActionIn Zapier“Updates a project.”
Edits a project that already exists, found by its Project ID rather than its name, so that ID has to come from a trigger or an earlier search.
Update Time Entry
ActionIn Zapier“Update a time entry.”
Changes a time entry that is already logged, identified by its time entry ID. It is the correction counterpart of Create Time Entry.
Update User
ActionIn Zapier“Updates a team member.”
Modifies a team member's record, located by their user ID. Pair it with a search when the source only knows an email or a name.
10,000ft searches on Zapier
7 search steps look for data that already exists in 10,000ft, so a later step can use it.
Searches sit at the bottom of the Action event list, under SEARCH. Here they mostly turn a name or an email into the ID that the update actions require. 10,000ft offers no find-or-create variant, so a search only ever finds. Three settings decide what happens next.
Find Assignable by ID
SearchIn Zapier“Finds an existing assignable by the assignable's ID.”
Retrieves one assignable when you already hold its ID. Use it to fetch the full record behind an ID that an earlier step passed along.
Find Assignable by Name
SearchIn Zapier“Finds an existing assignable by name.”
Looks up an assignable from its name alone. Whether it wants the exact spelling or something close is decided by 10,000ft, not by Zapier.
Find Project by ID
SearchIn Zapier“Finds an existing project using the project's ID.”
Pulls up a single project by its ID. Handy when an ID travelled in from another step and you want the rest of the project's data.
Find Project by Name
SearchIn Zapier“Finds an existing project by name.”
Finds a project from its name and hands its ID to the next step. It is the usual bridge before Update Project or Create Time Entry.
Find User by Email
SearchIn Zapier“Finds an existing user by their email.”
Matches a team member from their email address. Email is often the one identifier two tools share, which makes this the safest of the user lookups.
Find User by ID
SearchIn Zapier“Finds an existing user by their ID.”
Returns one team member when the ID is already known. Useful to complete a record that a trigger only described partly.
Find User by Name
SearchIn Zapier“Finds an existing user by their name.”
Searches for a team member by name. Giving both first and last name gives the most accurate match, though first or last name alone is also tried.
The three settings every search exposes
- Successful if no search results are found?Left on its default, a search that finds nothing stops the Zap and skips the steps that relied on it. Switched on, the Zap carries on empty-handed.
- Create X if it doesn't exist yet?Ticking it turns a search into a find-or-create. 10,000ft exposes no such variant, so this box does not apply here.
- If multiple search results are found?Keep the first match (the default), stop the Zap, or pass every match along at once.
When a 10,000ft Zap breaks
Zapier attaches no help article to 10,000ft, so the failures below are the ones every Zap can hit. They are the ones that show up in practice.
Most breakages are not bugs. They come from how Zaps work: what they see, what they ignore, and what they do when you ask them to write where they watch. For anything deeper, see the Zapier troubleshooting page.
The past is never replayed
A Zap only reacts to what happens after you switch it on. Projects, users and hours created earlier are not picked up; moving that backlog is a separate job.The Zap that triggers itself
Update Project on a Zap started by Project Updated, or the same pattern with users and time entries, sets the Zap off again and again and drains the task count.Bulk imports get held back
When a migration or bulk import creates many records at once, Zapier's flood protection can hold the batch back instead of running everything.Duplicates are filtered
Zapier keeps track of what it has already seen, so the same item does not start the Zap twice. A record that seems ignored may simply have been seen already.
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