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Kroolo Zapier integrationAutomate Kroolo with Zapier.

The Kroolo Zapier integration gives you 5 triggers, 10 actions and 5 searches to move tasks, projects and chat messages between Kroolo and your other tools. Here is what each one does, what it costs, and where it trips people up.

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Overview

What the Kroolo Zapier integration actually does

Kroolo is an AI-assisted workspace for projects, tasks, docs and team chat. Zapier links it to your other apps without code: something happens in one tool, and Zapier does the follow-up in another. With Kroolo, that means reacting to new tasks, projects, comments and chat activity, and writing tasks, subtasks, comments and messages back.

Three results people usually build first. A task inbox that fills itself: an item lands in another app, and Create Task turns it into a Kroolo task with its description, so nobody retypes it. A team that hears about new work: New Task or New Project fires, and Send Chat Message to Channel posts a short line where the team already talks. Comments that leave Kroolo: New Comment picks up what was said on a task and hands it to another app.

What Zapier does not do here matters just as much. All five Kroolo triggers work by polling, so none of them reacts the instant something happens: Zapier checks on a timer that your plan sets. There is no trigger for a changed or completed task in the editor today, so a Zap cannot watch a status move. And the searches only look things up; they never create the missing item for you, because Kroolo exposes no find-or-create option.

Before picking Zapier, compare it with the Kroolo Make integration, and see our n8n vs Zapier page.

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 that 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 after it starts: the step that writes, sends or moves something in an app on your behalf.
Task
The unit Zapier bills you for: one action that your Zap completes successfully. Your plan's allowance is a count of these.
Polling vs instant
A polling trigger is checked on a timer for new items. An instant trigger is pushed by the app the moment the event happens.
Filter
A step that lets the Zap carry on only when what arrived meets a condition you set, and stops it quietly otherwise.
Search step
A step that looks up something already in an app, so the steps after it can reuse what it found, like a user or a task.
Cost

What a Kroolo Zap really costs

Kroolo is not a premium app, so it works on the free Zapier plan. The bill depends on actions, not on how often Zapier looks.

  • Free plan100 tasks a month, two-step Zaps only
  • Premium appNo, Kroolo works on the free plan
  • Kroolo triggers5, all polling
  • What costs a taskEach successful action, never the trigger

The trigger never costs a task, and neither do the checks Zapier runs to find new Kroolo items. Each action that succeeds counts as one task; an action that fails is not counted. A Zap with three actions uses three times what a one-action Zap uses. The free plan gives 100 tasks a month and unlimited Zaps, but only two-step Zaps: one trigger and one action. Add a filter, a search or a second action and the Zap becomes multi-step, which needs a paid plan.

Connect

Connect your Kroolo account to Zapier

  1. 01

    Open your connections

    Sign in to Zapier and open the Apps page of your account. A connection is your Kroolo account linked to Zapier once, then reused by every step that touches Kroolo. Click + Add connection.

  2. 02

    Pick Kroolo

    In the dialog, type Kroolo, select it in the results, then click Add connection. A new browser tab opens on Kroolo's side. You need an existing Kroolo account for this to work.

  3. 03

    Sign in and grant access

    Log in to Kroolo in that tab and allow Zapier to reach your account. If your Zaps will touch workspaces or projects you did not create, make sure your Kroolo user has read or write access to them first.

First Zap

Your first Kroolo Zap, step by step

GoalPost every new Kroolo task that passes your filter into a team channel.

  1. 01

    Create the Zap and pick the trigger

    Start a new Zap, choose Kroolo as the app and New Task as the event. Then select the Kroolo connection you created above.

  2. 02

    Set the workspace and project

    Pick the workspace, then the project to watch. Both are required. Run the test: Zapier pulls back the three most recent tasks so you can map from a real one.

  3. 03

    Add the filter

    Click the plus icon and add Filter. Set the field to look at, the rule and the value to compare with. A text rule only works on text, so pick the rule carefully.

  4. 04

    Add the channel message

    Add Kroolo again, choose Send Chat Message to Channel, pick the channel and write the message text, mapping details of the task into it. The message text is required.

  5. 05

    Test, then publish

    Test the action and check that the message really lands in Kroolo. Then click Publish. Remember the filter makes this a multi-step Zap, so it runs on a paid plan.

Triggers

Kroolo triggers on Zapier

5 events start a Zap when something happens in Kroolo. Zapier checks for them at the interval your plan allows.

1

New Comment

Polling trigger

In Zapier“Triggers when a New Comment is Added to a Task.”

Starts your Zap each time someone adds a comment to one specific Kroolo task, and hands the comment over to the next step. Good for keeping a discussion visible outside Kroolo.

How it fires
Zapier goes and looks at regular intervals, and how often depends on your plan: every 15 minutes on the free one.
When to use it
a task whose discussion must also be visible to people who work in another app.
Watch out
you must pick a workspace, a project and a single task, so this trigger follows one task at a time, not every comment in the workspace.
2

New Project

Polling trigger

In Zapier“Triggers when a New Project Is Created.”

Fires when a project is created in the Kroolo workspace you choose, which makes it the natural starting point for anything that should happen once per project, such as creating a matching entry in another tool.

How it fires
Zapier goes and looks at regular intervals, and how often depends on your plan: every 15 minutes on the free one.
When to use it
anything that should happen once per new project, such as creating a matching entry in another tool.
Watch out
it watches one workspace only, so a team spread over several workspaces needs one Zap per workspace.
3

New Reaction Added to Chat Message

Polling trigger

In Zapier“Trigger when a reaction”

Reacts when someone puts a reaction on a message in a Kroolo chat channel. It turns a simple click in chat into a signal that another app can act on.

How it fires
Zapier goes and looks at regular intervals, and how often depends on your plan: every 15 minutes on the free one.
When to use it
a team that uses a reaction in chat as a quick sign-off that another app should record.
Watch out
both the workspace and the channel are required, so pick the exact channel where the reactions happen.
4

New Message in Chat

Polling trigger

In Zapier“Trigger When a New Message is Sent in a Chat”

Picks up each new message posted in the Kroolo chat channel you select, with its text, so you can mirror a conversation or archive it somewhere searchable.

How it fires
Zapier goes and looks at regular intervals, and how often depends on your plan: every 15 minutes on the free one.
When to use it
copying a channel's messages to people who follow the work from another tool.
Watch out
if the same Zap also posts into that channel with Send Chat Message to Channel, it sets itself off again and again and burns through tasks.
5

New Task

Polling trigger

In Zapier“Triggers when there's a new task.”

Starts a Zap whenever a task is created in a chosen Kroolo project. It is the trigger most people reach for first, because new work is what other tools usually need to hear about.

How it fires
Zapier goes and looks at regular intervals, and how often depends on your plan: every 15 minutes on the free one.
When to use it
pushing every new task of a project into another tool your team already checks.
Watch out
it covers new tasks only. A task that is later edited or closed does not start the Zap again.
Actions

Kroolo actions on Zapier

Kroolo gives you 10 actions. For each one: what it does for you, when to reach for it, and what to watch out for.

1

Rename Task

Action

In Zapier“this will rename task”

Gives an existing task a new name, nothing else. It is the lightest way to flag a status in the title itself.

When to use it
showing a state in the task title once a step is done in another tool.
Watch out
the new name is required and replaces the old one entirely.
2

Create Custom Field

Action

In Zapier“Create a new custom field”

Creates a new custom field in Kroolo, the extra column you use to store information that tasks do not carry by default.

When to use it
rolling out the same extra field across projects without setting it up by hand each time.
Watch out
you must give both a field name and a field type, and running it twice creates two fields.
3

Create Subtask

Action

In Zapier“Create a subtask under an existing task.”

Hangs a subtask under a task that already exists, so a big piece of work gets broken down without anyone doing it by hand.

When to use it
an event elsewhere should add a fixed follow-up step under an existing task.
Watch out
it needs an existing parent task and asks for both a name and a description.
4

Create Task

Action

In Zapier“Create a new task in the workspace.”

Adds a fresh task to your Kroolo workspace from whatever arrived in the trigger.

When to use it
each new item arriving in another app should become a Kroolo task someone picks up.
Watch out
the name and the description are both required, so map something into the description even if your source has little to say.
5

Delete Task

Action

In Zapier“Delete a specified task.”

Removes a task you point it to. Use it sparingly: a Zap does not ask for confirmation.

When to use it
removing tasks whose source item was cancelled in another tool.
Watch out
pair it with a search step and a filter so the Zap deletes only the task you really mean.
6

New Checklist

Action

In Zapier“Add a checklist to a task.”

Attaches a checklist to a task, which is handy when the same series of checks applies to every new item.

When to use it
every new task of a given kind should carry the same list of checks.
Watch out
the checklist field is required, so plan which checklist the Zap should pick before you build.
7

Post a Task Comment

Action

In Zapier“Add a comment to an existing task.”

Writes a comment on an existing Kroolo task, so updates from another app show up right where the work is tracked.

When to use it
recording on a task an update that happened in another app.
Watch out
pairing it with the New Comment trigger on the same task creates a loop that eats tasks.
8

Send Direct Message

Action

In Zapier“Send a direct message to a user or yourself.”

Sends a private Kroolo message to one user, or to yourself, which works as a personal alert inside the tool you already have open.

When to use it
alerting one person inside Kroolo when an event they follow happens elsewhere.
Watch out
the message text is mandatory, and a Zap that messages a person on every event can get noisy fast.
9

Send Chat Message to Channel

Action

In Zapier“Post a message to a specific channel you choose.”

Posts a message into a Kroolo chat channel you choose, so news from another tool reaches the team where it already talks.

When to use it
telling the team in Kroolo chat that something happened in another tool.
Watch out
the message text is required; an empty mapped field stops the step.
10

Update Task

Action

In Zapier“Modify a task fields.”

Changes the fields of a task that already exists, when renaming is not enough and the description must follow too.

When to use it
keeping a Kroolo task in step with an item that changed in another app.
Watch out
name and description are both required, so map the current values back in if you only mean to change one.
Searches

Kroolo searches on Zapier

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

A search step looks up something that already exists in Kroolo and passes it to the next steps. In the editor, Kroolo's searches sit at the bottom of the Action event list, under SEARCH. Each one makes the Zap multi-step. Kroolo has no find-or-create option, so a search never creates what it misses.

1

Find Custom Fields

Search

In Zapier“View the Custom Fields available on tasks in a specific project.”

Lists the custom fields that tasks carry in a given project, so a later step knows which fields exist before writing to them.

When to use it
before a task update that should fill a project-specific field.
Watch out
it reads one project at a time.
2

Find Documents

Search

In Zapier“Find all documents from workspace”

Pulls the documents of your Kroolo workspace so the Zap can reference them further down.

When to use it
putting a link to a workspace document into a message the Zap sends.
Watch out
on a big workspace, set what happens when several documents come back.
3

Find Recent Task

Search

In Zapier“Find the most recent task”

Returns the latest task, which spares you a lookup when the step you need simply acts on the newest item.

When to use it
commenting on the task that another Zap has just created.
Watch out
"most recent" is not "the right one" when two tasks arrive close together.
4

Find User by Email

Search

In Zapier“Find an existing user by their email”

Matches an email address to an existing Kroolo user, which lets you address a person by the email your other app already holds.

When to use it
sending a direct message to the person whose email another app holds.
Watch out
the email is required, and a person not yet in Kroolo will not be found.
5

Find Tasks

Search

In Zapier“Finds a list of all tasks created in project”

Brings back the tasks created in a project, the starting point when the Zap has to pick one task among many.

When to use it
locating the task to update or delete from an item in another app.
Watch out
decide what the Zap does with several matches before you publish.

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 needed it. Switched on, the Zap carries on empty-handed.
  2. Create X if it doesn't exist yet?
    This box turns a search into a find-or-create. Kroolo offers none, so you will not see it on these searches.
  3. If multiple search results are found?
    Three ways out when several items match: keep the first one (the default), stop the Zap, or pass all of them on.
When it breaks

When a Kroolo Zap breaks

Zapier attaches no help article to Kroolo, so the traps below are the general ones that hit Kroolo Zaps most.

Most broken Kroolo Zaps come from expectations, not bugs: a trigger that is slower than expected, a history that never arrives, a loop between a trigger and an action on the same task or channel. If one of yours misbehaves, see our Zapier troubleshooting page.

  • Old tasks never show up

    A Zap only reacts to what happens after you switch it on. Existing tasks, projects and messages are not picked up; moving the backlog is a separate job.

  • The Zap keeps firing itself

    Posting into the channel a chat trigger watches, or commenting on the task a comment trigger follows, sets the Zap off again and again and burns tasks.

  • A bulk import gets held back

    When a trigger suddenly returns a huge batch, after an import or a migration, Zapier's flood protection can hold it back instead of running everything.

  • It feels slow

    Every Kroolo trigger is polling. On the free plan Zapier checks every 15 minutes, so a new task can wait that long before the Zap runs.
Need help

Need help automating Kroolo with Zapier?

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FAQ

Kroolo Zapier integration: FAQ

01Is the Kroolo Zapier integration free?
Yes, as far as Zapier goes. Kroolo is not a premium app, so it runs on the free Zapier plan. That plan gives 100 tasks a month and unlimited Zaps, but each Zap is limited to two steps: one trigger and one action. As soon as you add a filter, a search step or a second action, the Zap becomes multi-step and needs a paid plan. Your Kroolo subscription is a separate matter, and this page does not cover its pricing.
02How many Zapier tasks does a Kroolo Zap use?
One task per successful action, and nothing for the trigger. Zapier does not bill the checks it runs to find new Kroolo tasks or messages, however often they happen. So a Zap that creates one task uses one task each run, while a Zap that creates a task, posts a comment and sends a message uses three. An action that fails is not counted. A few apps take more than one task per action, so check the step if your count looks off.
03Does Kroolo trigger Zaps in real time?
No. All five Kroolo triggers are polling triggers: Zapier asks Kroolo for new items on a timer and keeps only what it has not seen. On the free plan that check runs every 15 minutes, on Professional every 2 minutes, and on Team or Enterprise every minute. Kroolo itself sets this behaviour, and it cannot be changed in the editor. On paid plans you can also run a check by hand from the editor when you are testing.
04What does it take to connect Kroolo to Zapier?
A Kroolo account, plus access to anything you want the Zap to touch that you did not create yourself. The connection is made once from the Apps page with + Add connection: you search Kroolo, sign in in the tab that opens, and grant Zapier access. Since nearly every step asks for a workspace, and the task triggers also for a project, your Kroolo user must belong to them or the dropdowns stay empty.
05Why can't a Kroolo Zap react when a task is completed?
Because no visible Kroolo trigger watches a task change. The editor offers New Task, New Project, New Comment, New Message in Chat and New Reaction Added to Chat Message, all about new items. So a Zap can tell you that a task was created, commented on or discussed in chat, but not that it was finished. New Task fires once, when the task appears in the project; editing or closing that task later does not start the Zap again. If following a status change matters to you, check what the Make and n8n versions of Kroolo offer before you build anything.
06What if the Kroolo operation you want is not on Zapier?
Then the integration cannot do it directly, and it is better to know before building. Check whether two operations together give the same result, such as Find Tasks followed by Update Task. If not, the same app on Make or n8n may expose other modules, so compare their lists. A search step can also fetch a value no earlier step carried, such as the Kroolo user behind an email with Find User by Email; it makes the Zap multi-step, so it needs a paid plan.
07Zapier, Make or n8n for Kroolo?
It depends on your criteria, not on a winner. Zapier is the quickest to start and Kroolo runs on its free plan, but it bills per successful action and the free plan stops at two steps. Make tends to suit visual, branching scenarios. n8n suits teams that want to self-host and control volume costs. Compare the operations each one exposes for Kroolo, then your expected monthly volume, then who will maintain the workflows.
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