Resources · Zapier integration

5pm Zapier integrationAutomate 5pm with Zapier.

The 5pm Zapier integration gives you 6 triggers, 5 actions and 3 searches. Every trigger is instant, so a new task or a progress entry reaches Zapier straight away, even on the free plan. Below: what each one does, what it costs, and where it breaks.

See the 14 operations

Verified Trustpilot reviews · AI, automation & growth agency

Overview

What the 5pm Zapier integration actually does

5pm is an online tool where teams plan projects, split them into tasks and log progress. Connecting it to Zapier lets something that happens in 5pm (a new task, a new user, a login) start a chain of steps in your other tools, or lets those tools write tasks, notes and projects back into 5pm without anyone copying data by hand.

Three results people build first. A kickoff note on every new task: New Task starts the Zap, Create Note drops your standard brief into the task, and the assignee never starts from a blank page. A client project opened from your sales tool: when a deal is signed elsewhere, Create Project and Create Task set up the job in 5pm with the name already typed. A timesheet that fills itself: a row in a spreadsheet goes through Find Task by Id, then Add Task Progress records the hours against the right task.

What Zapier does not do for 5pm: there is no delete operation, no trigger on a new project, and no find-or-create shortcut on any of the three searches. Nothing that existed before you switch a Zap on is picked up either, so last month's tasks stay where they are.

Weighing other tools? The n8n vs Zapier and Make vs Zapier comparisons set the criteria side by side, and the Zapier review covers the platform as a whole.

Vocabulary

Zapier vocabulary in one minute

Seven words come back on every line of this page. Here they are in plain English, once.

Zap
The automation you build on Zapier: one trigger, then one or more actions that run each time the trigger event happens.
Trigger
The event in an app that starts the Zap. Once the Zap is switched on, Zapier waits for that event and nothing else.
Action
What the Zap does once started: the step that writes, sends or moves something for you, in 5pm or in another app.
Task
The unit Zapier bills. One task is one action your Zap completed successfully, and your plan counts those per month.
Polling vs instant
A polling trigger is checked by Zapier on a timer. An instant trigger is reported by the app itself the moment the event happens.
Filter
A step that lets the Zap carry on only when what arrived meets the condition you set, and quietly stops it otherwise.
Search step
A step that looks up something already in an app, such as an existing 5pm task, so later steps can use what it found.
Cost

What a 5pm Zap really costs

Short version: the trigger is free, every action that works is billed, and 5pm is not a premium app, so it runs on the free plan.

  • Premium appNo, free plan works
  • Free plan100 tasks a month, two-step Zaps
  • 5pm triggers6 of 6 instant
  • Trigger costNone, only actions count

A task is counted only when an action goes through; a failed one is not billed, and watching for new events costs nothing. A three-action Zap eats three times more than a one-action Zap. The free plan gives 100 tasks a month but only two-step Zaps: add a filter, a search or a second action and you need a paid plan. The interval grid below concerns polling triggers; all six 5pm triggers are instant, so it does not slow them down. Figures read for version App148439CLIAPI@1.0.1 on 2026-10-20.

Connect

Connect 5pm to Zapier in three steps

  1. 01

    Open your connections

    In your Zapier account, go to the Apps page and click + Add connection. A connection is your 5pm account linked to Zapier once, then reused by every Zap that touches 5pm.

  2. 02

    Pick 5pm

    Type 5pm in the search box of the dialog, select it, then click Add connection. A new browser tab opens on the 5pm side, ready for you to sign in with the account the Zaps will act as.

  3. 03

    Sign in and allow access

    Log in to 5pm in that tab and grant Zapier access to the account. You need a 5pm account, plus read or write rights on any project you do not own but want a Zap to touch.

First Zap

Your first 5pm Zap: a kickoff note on every new task

GoalAn account manager wants each new task on a client job to open with the standard brief, without pasting it by hand.

  1. 01

    Create the Zap

    Start a new Zap and pick 5pm as the app that starts it, with New Task as the event. Choose the connection you set up earlier.

  2. 02

    Test the trigger

    Run the test. Zapier brings back the three most recent tasks of the connected account, so you pick a real one to work with in the next steps.

  3. 03

    Add the filter

    From the plus icon, add Filter and set the field, the rule and the value so only the client project you care about goes on. This makes the Zap multi-step, which needs a paid plan.

  4. 04

    Add the note

    Add 5pm with Create Note as the action, then type your brief in Comment, the one required field. Map the task from the trigger so the note lands on the right one.

  5. 05

    Test, then publish

    Test the action once and open the task in 5pm to read the note. If it looks right, click Publish to switch the Zap on. On the free plan, drop the filter and keep the two steps.

Triggers

The 6 5pm triggers

6 events start a Zap when something happens in 5pm, and 6 of them are instant: the app calls Zapier straight away, whatever your plan.

1

New Progress

Instant trigger

In Zapier“Triggers when a new task progress is created.”

Someone records progress on a 5pm task, and this trigger hands that entry to your Zap so later steps can report it, total it or pass it on to the person who needs to know.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
a studio lead wants every progress entry on a client job echoed to the client channel without opening 5pm twice a day.
Watch out
only progress created after the Zap is published comes through; older entries stay invisible to it.
2

New Task

Instant trigger

In Zapier“Triggers when a new support task is created.”

The moment a task is created in 5pm, this one starts the Zap and passes the task along, which makes it the natural entry point for anything that should happen at the very start of a piece of work.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
an agency that wants a kickoff note, an alert to the assignee or a row in a planning sheet for each task opened.
Watch out
if another Zap creates tasks with Create Task, those tasks set this trigger off too, so check you are not building a loop.
3

New User

Instant trigger

In Zapier“Triggers when a new support user is created.”

When a user account is added in 5pm, this trigger fires with that new person, so your Zap can welcome them, brief them or register them in the other tools of the team.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
an operations manager who wants each newcomer to land in the HR checklist and the team chat on day one.
Watch out
adding a whole team at once sends a big batch in one go, and Zapier's flood protection can hold part of it back.
4

Updated Task

Instant trigger

In Zapier“Triggers when a new support task is updated.”

Any change saved on an existing 5pm task wakes this trigger up, so a Zap can react to edits instead of only to brand new work, for example to tell someone outside 5pm that a task moved.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
a project manager whose client asks for an email whenever their deliverable changes, without being invited into the tool.
Watch out
never pair it with Update Task on the same task; the action edits the task, the edit fires the trigger again, and tasks burn fast.
5

Updated User

Instant trigger

In Zapier“Triggers when a new support user is updated.”

This trigger watches user records: when someone's 5pm user account is edited, the Zap starts with that person, which keeps any copy of the team list kept elsewhere from drifting out of date.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
an office manager who keeps a staff directory in another tool and wants it to follow every change made in 5pm.
Watch out
every edit counts, even a minor one, so a filter that keeps only the changes that matter saves tasks on a paid plan.
6

User Log In

Instant trigger

In Zapier“Triggers when the user logs in.”

Each time the user signs in to 5pm, this trigger fires, which turns a login into an event you can record, count or answer with a reminder in another app.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
a security-minded team lead who wants a simple log of sign-ins in a spreadsheet for the quarterly access review.
Watch out
logins are frequent, and every action behind this trigger costs a task each time, so the 100 tasks of the free plan go quickly.
Actions

The 5 5pm actions

5pm gives you 5 actions. For each one: what it does for you, when to reach for it, and what to watch out for.

1

Add Task Progress

Action

In Zapier“Add Task Progress (progress in percent and house down).”

Records progress on an existing task, as a percentage, together with the hours spent on it, so the task reflects work tracked somewhere else.

When to use it
consultants who log time in a form or a sheet and never want to type it again in 5pm.
Watch out
Project, Task, Progress and hours are all required, so the source must carry every one of them.
2

Create Note

Action

In Zapier“Creates a new note in task.”

Adds a note inside a 5pm task, with the text you write or map in Comment, its only required field.

When to use it
pinning a client email, a form answer or a standard brief directly on the task the team works from.
Watch out
an empty Comment stops the step, so map a field that is always filled.
3

Create Project

Action

In Zapier“Creates a new project.”

Opens a new project in 5pm. Project Name is the one field it cannot do without, which keeps the setup short.

When to use it
a signed deal or a won tender in another tool should open the matching job in 5pm without waiting for someone to do it.
Watch out
every run opens one more project, so hang it on an event that happens once per job.
4

Create Task

Action

In Zapier“Creates a new task in the application.”

Creates a task in 5pm from whatever your trigger brought in. Task Name is required; the rest depends on what you map.

When to use it
turning a support request, a form submission or a calendar booking into work the team can pick up.
Watch out
a Zap built on New Task that also runs this action restarts itself on every task it creates.
5

Update Task

Action

In Zapier“Update task in the application.”

Changes an existing 5pm task. You point it at the Task to edit, the only required field, then fill what should change.

When to use it
a ticket closed in a helpdesk should update the twin task in 5pm without anyone retyping it.
Watch out
run it after Find Task by Id when the trigger does not already say which task to touch.
Searches

The 3 5pm searches

3 search steps look for data that already exists in 5pm, so a later step can use it.

In the editor, searches sit at the bottom of the Action event list, under SEARCH. They fetch an existing task or user so a later step can act on it. Each one makes the Zap multi-step, so a paid plan is needed, and 5pm offers no find-or-create version of any of them.

1

Find Task

Search

In Zapier“Finds a task in the application.”

Looks for a task inside a 5pm project you name, Project being the required field, and passes the match to the next step.

When to use it
you know which project the work belongs to but not the task number, as with a request typed by a client.
Watch out
how close the match must be is decided by 5pm, so test with a real name first.
2

Find Task by Id

Search

In Zapier“Finds a task by Id in the application.”

Fetches one precise task from its ID, which is required, so the steps after it work on exactly that task and nothing else.

When to use it
a timesheet or a ticket already stores the 5pm task ID and you need the full task back before updating it.
Watch out
a wrong or deleted ID finds nothing and, by default, stops the Zap.
3

Find User by Id

Search

In Zapier“Finds a user by Id in the system.”

Retrieves a 5pm user from the User ID you give it, so a later step can address or credit the right person.

When to use it
another tool keeps the 5pm user ID of each team member and a step needs that person's record.
Watch out
without a stored ID there is nothing to search on, since User ID is required.

The three settings every search exposes

  1. 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. Switch it on and the Zap carries on empty-handed.
  2. Create X if it doesn't exist yet?
    On apps that support it, this box turns a search into find-or-create. None of the three 5pm searches offers it, so a missing task has to be handled another way.
  3. If multiple search results are found?
    Three ways out when several items match: keep the first one, which is the default, stop the Zap, or hand all of them on at once.
When it breaks

When a 5pm Zap breaks

Zapier links no help article to 5pm, so the failures below are the general ones, applied to this app.

Most broken 5pm Zaps come from four situations. None of them shows up as an error the day you publish, which is why they are worth knowing first. For a second pair of eyes, see the Zapier troubleshooting page.

  • The old tasks never arrive

    A Zap only reacts to what happens after it is switched on. Tasks, users and progress that existed before stay out; moving that backlog is a separate job.

  • The Zap keeps firing itself

    Updated Task plus Update Task on the same task, or New Task plus Create Task: the Zap writes where its trigger watches, starts again, and eats your task count.

  • A bulk import gets held back

    Importing a batch of users or tasks at once sends a sudden wave to Zapier. Its flood protection can hold that batch back instead of running every item.

  • The search finds nothing

    Find Task by Id with a wrong ID, or Find Task in the wrong project, returns empty. By default the Zap stops there and the steps that depended on it are skipped.
Need help

Need help automating 5pm with Zapier?

A person reads every message.

FAQ

5pm and Zapier: the questions people ask

01Is the 5pm Zapier integration free?
Yes, 5pm is not a premium app, so it works on the Zapier free plan. That plan gives you 100 tasks a month and unlimited Zaps, but each Zap is limited to two steps: one trigger and one action. A Zap that sends a support task straight into a note works for free. As soon as you add a filter, a search such as Find Task, or a second action, the Zap becomes multi-step and needs a paid plan.
02How many tasks does a 5pm Zap use?
One task per action that succeeds, and nothing for the trigger. A Zap that creates a project when a deal closes costs one task each time it runs. Add a second action, for example a note on the new task, and that run costs two. Actions that fail are not billed, and Zapier watching 5pm for events costs nothing. Keep an eye on triggers that fire often, such as User Log In, because each run behind them adds up.
03Does 5pm trigger Zaps in real time?
Yes. All six 5pm triggers are instant: the app tells Zapier the moment something happens, so the Zap starts right away whatever your plan. The polling interval grid, which goes from 15 minutes on Free to 1 minute on Team and Enterprise, does not apply to them. In the editor, a Zap built on an instant trigger shows a lightning bolt. So a progress entry logged in 5pm reaches your other tools as soon as it is saved.
04What does it take to connect 5pm to Zapier?
A 5pm account, plus read or write access to any project you do not own but want a Zap to touch. The connection is done once from the Apps page of Zapier with + Add connection, then you sign in to 5pm in the tab that opens and grant access. Every 5pm step of every Zap then reuses that connection. No rights on a project? Then none of your Zaps can write to it, whichever 5pm step you pick.
05Why does an Updated Task Zap run again and again?
Because it probably writes into the task it is watching. If a Zap triggered by Updated Task runs Update Task or Add Task Progress on that same task, the change counts as a new update, the trigger fires again, and the cycle repeats until you switch the Zap off. The same happens with New Task feeding Create Task. Each loop costs tasks. Break it with a filter on a paid plan, or by writing to a different task than the one that fired.
06What if the 5pm operation you need is not in the list?
Then it is not available through Zapier today. The 5pm integration offers six triggers, five actions and three searches; there is no delete operation and no trigger on a new project, for instance. Sometimes a combination closes the gap: a search like Find Task by Id followed by Update Task covers many edits that seem missing. Otherwise the job has to be done in 5pm itself or with another automation platform whose catalog does include it.
07Zapier, Make or n8n for 5pm?
It depends on criteria, not on a winner. First check that the operations you need exist in each catalog, since that settles most cases. Then look at how each platform bills a run: Zapier counts one task per successful action. Consider who will maintain the flows and how comfortable they are with a technical editor. Finally, weigh the plan limits that apply to multi-step flows. A team that only needs one trigger and one action on 5pm can start free on Zapier.
Same platform

Other docs you might need on this stack.

Browse all integrations