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actiTIME Zapier integrationAutomate actiTIME with Zapier.

The actiTIME Zapier integration gives you 8 triggers, 7 actions and 3 searches. Every trigger is instant, so a Zap (the automation you build on Zapier) reacts to customers, projects, tasks and logged hours without waiting, even on the free plan.

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Overview

What the actiTIME Zapier integration actually does

actiTIME tracks time and keeps the scope of work in order: customers, the projects under them, the tasks under those, and the hours people log. Connecting it to Zapier means two things. Changes in actiTIME can start a workflow somewhere else, and other events can write customers, projects, tasks, working time or leave time back into actiTIME, without anyone opening the app.

Three results show what it is good for.

A ready-made project for every signed client. When an account manager adds a customer, New Customer fires and Create Project opens the kickoff project under that customer, named the way your team names them. Nobody forgets to set it up before the first hour gets logged.

A standard checklist inside each new engagement. New Project can feed Create Task so that every project starts with the same opening tasks. Agencies that sell fixed packages get the same structure on day one, every time.

Timesheets that someone actually looks at. Updated Time-Track's Status (Ready for Approval) fires the moment a weekly timesheet is submitted, which is the signal a manager is waiting for.

Now for what it does not do. There is no delete action, so a Zap cannot remove a customer, a project or a task. There is no trigger on deleted items either. Searches match on the exact name only, so a typo or an extra space means nothing is found. And actiTIME has no polling trigger at all, so the plan interval grid never comes into play here.

If you are weighing the platform itself, the n8n vs Zapier and Make vs Zapier comparisons lay out the trade-offs, and the Zapier review covers the tool as a whole.

Vocabulary

Zapier in one minute

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

Zap
The automation itself: one trigger, then one or more actions that run each time the trigger event happens.
Trigger
The event that starts the Zap, such as a new actiTIME task. Once the Zap is on, Zapier waits for it.
Action
What the Zap does after it starts: the step that writes, sends or moves something for you.
Task
The unit Zapier bills. One task is one action your Zap completed successfully; your plan counts those.
Polling vs instant
A polling trigger is checked on a timer. An instant trigger is reported by the app the moment the event happens.
Filter
A step that lets the Zap continue only when the incoming data meets your condition, and stops it otherwise.
Search step
A step that looks up something that already exists, like a project by name, so later steps can use it.
Cost

What it really costs

actiTIME is not a premium app, so it works on the free plan. What you pay for is tasks, and only completed actions count.

  • TriggerFree, always
  • Each successful action1 task
  • Free plan100 tasks a month, 2-step Zaps
  • Premium appNo, works on Free

The trigger never costs a task, and neither does Zapier listening for new events. Every action that succeeds is counted on its own, so a Zap with three actions uses three times more than a Zap with one. An action that fails is not billed. The free plan gives you 100 tasks a month and unlimited Zaps, but each Zap is capped at two steps: one trigger, one action. Add a filter, a search step or a second action and it becomes a multi-step Zap, which needs a paid plan. Since all eight actiTIME triggers are instant, the interval grid below does not slow any of them down.

Connect

Connect your actiTIME account

  1. 01

    Open your apps

    In Zapier, go to the Apps page of your account. That is where every connection (your app account, linked once and reused by each step) lives. You need an actiTIME account to go further.

  2. 02

    Add actiTIME

    Click + Add connection, type actiTIME in the dialog, pick it from the results, then click Add connection. A new browser tab opens on the actiTIME side.

  3. 03

    Sign in and allow access

    Log in to actiTIME in that tab and grant Zapier access to the account. If a Zap must touch customers or projects you do not own, make sure your actiTIME user has read or write rights on them first.

First Zap

Your first actiTIME Zap

GoalEach new customer gets a kickoff project and an opening task, with zero manual setup.

  1. 01

    Create the Zap

    Start a new Zap and pick actiTIME as the app that starts it. Choose New Customer as the event and select your actiTIME connection.

  2. 02

    Test the trigger

    Run the test. Zapier brings back the three most recent customers of the account, so you map the next steps on a real record rather than on empty placeholders.

  3. 03

    Add the project

    Add actiTIME again with Create Project. Map the customer from the trigger into Customer and write a Project Name, for example the customer name followed by Kickoff.

  4. 04

    Add the first task

    Add Create Task, pick the project created one step earlier, and give the task a name. This third step makes it a multi-step Zap, so it needs a paid plan.

  5. 05

    Test, then publish

    Test each action once and check the result in actiTIME. When the customer, project and task look right, click Publish to switch the Zap on.

Triggers

The 8 actiTIME triggers

8 events start a Zap when something happens in actiTIME, and 8 of them are instant: the app calls Zapier straight away, whatever your plan.

1

New Customer

Instant trigger

In Zapier“Triggers when a new customer is created.”

Starts your Zap as soon as someone adds a customer in actiTIME, which makes it the natural entry point for anything that should follow a new client relationship.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
your sales team signs a client and you want the kickoff project, the welcome email or the CRM update to follow without a reminder.
Watch out
it reacts to customers created after the Zap is published, never to the ones already in your account.
2

New Project

Instant trigger

In Zapier“Triggers when a new project is created.”

Each project added in actiTIME, under any customer, kicks off the Zap. Think of it as the hook for anything that should exist the day a new engagement begins.

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 that sells fixed packages wants every project to open with the same set of tasks, or wants the project announced in a team channel.
Watch out
if the same Zap also runs Create Project, every project it creates fires the trigger again and loops.
3

New Task

Instant trigger

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

Fires on every fresh task, whichever project it sits in. This is the most frequent trigger of the app, so it is also the one that burns tasks fastest when the following steps are costly.

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 team lead wants each new task mirrored in a to-do tool, so people see what to log their hours against.
Watch out
pairing it with Create Task in the same account makes the Zap set itself off again and again.
4

New User

Instant trigger

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

Reacts when an administrator adds a person to the actiTIME account. Onboarding is where it shines, because a new hire usually needs the same handful of things set up elsewhere.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
HR wants every new colleague added to an onboarding checklist or greeted in the team chat the day the account appears.
Watch out
people who already had an account before the Zap went live are never picked up, so the backlog is a separate job.
5

Updated Leave Time

Instant trigger

In Zapier“Triggers when the user's leave time is changed.”

Goes off whenever leave time recorded for a user changes. It catches holidays, sick days and any other leave type, as soon as the record is edited.

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 payroll assistant wants each change of leave copied to a shared calendar or a spreadsheet that feeds the monthly payroll.
Watch out
a Zap that also runs Modify Leave Time on the same account will retrigger itself every time it writes.
6

Updated Task

Instant trigger

In Zapier“Triggers when an existing task is changed.”

Unlike New Task, this one waits for an existing task to be edited. New tasks stay out of it; only changes to tasks that were already there get through.

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 wants the client portal or the to-do tool kept in sync each time a task changes in actiTIME.
Watch out
busy projects edit tasks often, so add a filter to keep only the changes that matter and save tasks on your plan.
7

Updated Time-Track

Instant trigger

In Zapier“Triggers when the user's working time is changed.”

Watches the working hours people log. Each time a user adds or edits time on a task, the Zap receives the change.

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 consultancy wants every logged hour copied to a billing sheet, so invoices start from the real numbers.
Watch out
people edit timesheets many times a day, so this trigger can fire a lot; a filter or a cheap single action keeps the bill under control.
8

Updated Time-Track's Status (Ready for Approval)

Instant trigger

In Zapier“Triggers when the weekly time-track's status is changed to the 'Ready for Approval' status.”

Narrower than the previous one: it only fires when a weekly timesheet moves to Ready for Approval, the moment someone hands their week over for review.

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 manager wants a direct message the minute a timesheet is submitted, instead of checking the approval queue by hand.
Watch out
only that one status change counts; approvals and rejections later in the cycle do not fire it.
Actions

The 7 actiTIME actions

actiTIME gives you 7 actions. For each one: what it does for you, when to reach for it, and what to watch out for.

1

Create Customer

Action

In Zapier“Creates a new customer.”

Adds a customer to actiTIME from whatever happened upstream, so the client exists before anyone needs to log time for it.

When to use it
a deal is marked won in your CRM and the client should appear in actiTIME straight away.
Watch out
actiTIME refuses two customers with the same name, so a resent deal makes the step fail.
2

Create Project

Action

In Zapier“Creates a new project.”

Opens a project under a customer you pick or map from an earlier step. Customer and Project Name are both required.

When to use it
a signed quote should become a project, ready for hours, without an admin doing the setup.
Watch out
project names must be unique within a customer; the same name under another customer is fine.
3

Create Task

Action

In Zapier“Creates a new task.”

Puts a new task inside a chosen project. Pick a customer first and the project dropdown narrows to that customer's projects, or add a search step to find the project by name.

When to use it
a form request or a ticket should turn into a task people can log time on.
Watch out
a task name already used in that project makes the step fail.
4

Modify Leave Time (Increase Time)

Action

In Zapier“Modifies the leave time record by increasing the existing value by a specified value.”

Adds minutes on top of the leave already recorded for a user, a date and a leave type. The date can be the word today. A zero delta leaves the record untouched.

When to use it
an approved half-day request in another tool should add its minutes to the existing leave.
Watch out
the delta is in minutes; if the source gives hours, convert it with a Formatter step first.
5

Modify Leave Time

Action

In Zapier“Modifies the leave time record by replacing the existing value with a specified one.”

Overwrites the leave value for a user, a date and a leave type with the number you send. Whatever was there before is replaced, not increased.

When to use it
an HR tool is the reference and actiTIME should simply mirror its figure for the day.
Watch out
Time is expected in minutes, so a value in hours writes a far too small record.
6

Modify Time-Track (Increase Time)

Action

In Zapier“Modifies the time-track record by increasing the existing value by a specified value.”

Tops up the working time a user logged on a task for a given date by the number of minutes you pass. The task can come from a dropdown or from a search step.

When to use it
a call tracker or a timer elsewhere should add each session to the actiTIME timesheet.
Watch out
a delta of zero changes nothing, so check the mapped value is not empty.
7

Modify Time-Track

Action

In Zapier“Modifies the time-track record by replacing the existing value with a specified one (along with the time-track record comment).”

Sets the working time on a task for one user and one date to the exact number of minutes you send, and can carry the comment of the time-track record along with it.

When to use it
a separate time tool holds the final daily figure and actiTIME must match it.
Watch out
the old value is erased; use the Increase Time version if hours should add up.
Searches

The 3 actiTIME searches

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

Searches sit at the bottom of the Action event list, under SEARCH. All three match on the exact name, nothing approximate. Some action fields also offer + Add search step, which inserts the search just before the step and wires the result in for you.

1

Find Customer

SearchFind or create

In Zapier“Finds the customer by name.”

Looks up a customer by its name and hands it to the next steps. Only a customer whose name matches exactly is returned.

When to use it
an invoice arrives with a client name and the Zap needs the matching actiTIME customer before creating a project.
Watch out
the editor also lists Find or Create Customer; it is this same search with the create box ticked, not an extra operation.
2

Find Project

SearchFind or create

In Zapier“Finds project by name”

Retrieves a project by name, inside the customer you select or one found by an earlier search. The name has to match exactly.

When to use it
a task request names a project and the Zap must place the new task in the right one.
Watch out
Find or Create Project is the same search with creation switched on; it creates under the selected customer only.
3

Find Task

SearchFind or create

In Zapier“Finds the task by name.”

Finds a task by name within a chosen project, so time can be written against it. Exact match only, and the project is required.

When to use it
a timer in another tool reports a task name and Modify Time-Track needs the real task.
Watch out
Find or Create Task reuses this search; tick the create box and a missing task gets made.

The three settings every search exposes

  1. Successful if no search results are found?
    Left on its default, an empty search stops the Zap there and skips the steps that needed it. Switched on, the Zap continues with nothing in hand.
  2. Create X if it doesn't exist yet?
    Ticking it turns the search into its find-or-create version: the setting above disappears and the step asks for the fields needed to create the missing item.
  3. If multiple search results are found?
    Three options when several items match: keep the first, which is the default, stop the Zap, or pass all of them on at once.
When it breaks

When the actiTIME Zap breaks

Zapier links no help article to actiTIME, so no app-specific rate limit or error is documented. The traps below are the general ones, and they hit this app hard.

Most failures here are not outages. They come from how a Zap reads and writes the same account. For a broader method, the Zapier troubleshooting guide walks through diagnosing a stuck Zap.

  • No backfill of older records

    A Zap only reacts to what happens after you switch it on. Customers, tasks or timesheets that already existed are never picked up; moving them is a separate job.

  • The Zap that feeds itself

    New Task plus Create Task, or Updated Time-Track plus Modify Time-Track, on the same account: each write fires the trigger again and the task count drains fast.

  • Bulk imports get held back

    Import hundreds of tasks or users at once and the trigger suddenly returns a huge batch. Zapier's flood protection can hold it back instead of running everything.

  • Duplicate names refused

    actiTIME rejects a second customer with the same name, a project name reused under one customer, or a task name reused in one project. The action fails and is not billed.
Need help

Need help automating actiTIME with Zapier?

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FAQ

actiTIME and Zapier: common questions

01Is the actiTIME Zapier integration free?
Yes. actiTIME is not a premium app on Zapier, so it works on the free plan. That plan gives you 100 tasks a month and unlimited Zaps, but each Zap stays at two steps: one trigger and one action. As soon as you add a filter, a search step such as Find Project, or a second action, the Zap becomes multi-step and needs a paid plan. A simple Zap like New Customer to Create Project fits the free plan.
02How many tasks does an actiTIME Zap use?
One per action that completes. The trigger never costs anything, so a New Task event alone is free. A Zap that runs Create Project and then Create Task uses two tasks each time it fires. An action that fails, for example because actiTIME refuses a duplicate name, is not counted. The real risk is volume: Updated Time-Track can fire many times a day, and each run bills every action behind it.
03Do actiTIME triggers work in real time?
Yes, all eight of them. Each actiTIME trigger is instant: the app tells Zapier as soon as the event happens, and the Zap starts at once, 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 any of them. In the editor, an instant trigger shows a lightning bolt next to its name. Nothing waits for a timer.
04What does it take to connect actiTIME to Zapier?
An actiTIME account, plus read or write access on anything you do not own and want the Zap to touch. The connection runs from the Apps page in Zapier: click + Add connection, pick actiTIME, sign in in the tab that opens and grant access. The connection is then reused by every step that uses actiTIME. If customers or projects are missing from the dropdowns later, check the rights of that user first.
05Why does Find Task return nothing when the task exists?
Because actiTIME searches only match the exact name. A trailing space, a different capital letter or a shortened name means no result, and by default the Zap stops at that step. Find Task also needs the right project, since it only looks inside the project you select. Copy the name straight from actiTIME, or switch on Successful if no search results are found so the Zap carries on empty-handed. Test with a real name first.
06What if the actiTIME action you need isn't there?
Check the list first: 8 triggers, 7 actions and 3 searches are visible, with no delete action and no trigger on deleted items. If the step you need is not among them, Zapier cannot do it with this integration. The alternatives are to rethink the Zap around an existing operation, such as replacing a value with Modify Time-Track instead of deleting it, or to look at another automation platform. Test it before you rely on it.
07Zapier, Make or n8n for actiTIME?
It depends on the criterion, not on a winner. On Zapier, actiTIME works on the free plan with eight instant triggers, which suits a team that wants a quick setup and few steps. If your Zaps need many steps, filters and searches, the task-based billing and the paid plan requirement weigh more. Compare the price model, the number of steps per scenario and who will maintain the workflow before choosing.
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