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Maintenance Care Zapier integrationAutomate Maintenance Care with Zapier.

The Maintenance Care Zapier integration gives you 3 triggers, 0 actions and 0 searches. Zapier can watch your maintenance tasks as they are created, changed or delayed, then pass them to another tool. It cannot write anything back into Maintenance Care.

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Overview

What the Maintenance Care Zapier integration does for you

The Maintenance Care Zapier integration links your Maintenance Care account to Zapier so that a task event in Maintenance Care starts an automation in another app. It works in one direction only: Maintenance Care talks, the rest of your tools listen. It is not a premium app, so it runs on the free plan.

A late-task alert. Delayed Task fires when a task in a building runs past the delay you set, so the people who need to chase it hear about it outside Maintenance Care, in the tool they already watch.

A running log of new work. New Task hands every freshly created task to the next step, which is how you keep a copy in a shared sheet or a reporting tool without retyping anything.

A change feed. Updated Task picks up edits to existing tasks, so a status change can reach someone who never opens Maintenance Care.

What Zapier does not do here: it has no action and no search for this app. A Zap (an automation) cannot create a task, close one or look one up in Maintenance Care. If the flow you have in mind ends inside Maintenance Care, Zapier alone will not get you there. All three triggers are also checked on a timer, never pushed at once, which matters if speed is the point.

If you are still weighing tools, see our n8n vs Zapier and Make vs Zapier comparisons.

Vocabulary

Zapier words, in one minute

Eight words come back on this page. Here is each one in plain terms, 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 after it starts: the step that writes, sends or moves something for you in another app.
Task
The unit Zapier bills. One task is one action your Zap completes successfully, and your plan counts those.
Polling vs instant
A polling trigger is checked on a timer for new items. An instant trigger is reported by the app the moment it happens. Every trigger here polls.
Filter
A step that lets the Zap carry on only when what arrived meets a condition you set, and stops it quietly otherwise.
Connection
Your Maintenance Care account linked to Zapier once, then reused by every step and every Zap that needs it.
Multi-step Zap
Any Zap beyond one trigger and one action. A second action, a filter or a search makes it one, and it then needs a paid plan.
Cost

What it really costs

Watching Maintenance Care is free. Zapier only bills what happens after the trigger.

  • Premium appNo, works on the free plan
  • Free plan100 tasks a month, two-step Zaps
  • Trigger costNothing, only successful actions count

The trigger never costs a task, however often Zapier checks. Each action that succeeds counts as one task; one that fails does not. The free plan gives you 100 tasks a month and Zaps of two steps, so a Delayed Task alert plus one message fits. Add a filter and the Zap becomes multi-step, which needs a paid plan. The grid below is how often each plan checks a polling trigger, and all three Maintenance Care triggers poll.

Connect

Connect Maintenance Care to Zapier

  1. 01

    Open your connections

    In Zapier, go to the Apps page of your account and click + Add connection. You need a Maintenance Care account first; Zapier links an existing one, nothing more.

  2. 02

    Pick Maintenance Care

    Type Maintenance Care in the search box of the dialog, select it, then click Add connection. A new tab then opens on the Maintenance Care side, ready for you to sign in.

  3. 03

    Sign in and grant access

    Log in to Maintenance Care in that tab and allow Zapier to reach the account. Make sure that login can read the buildings and tasks you want to watch, including the ones you do not own.

First Zap

Your first Zap: chase late tasks in your team chat

GoalWhen a task in a chosen building is delayed, post a message so someone picks it up.

  1. 01

    Create the Zap

    Start a new Zap and pick Maintenance Care as the app that starts it, with Delayed Task as the event. Choose the connection you added earlier.

  2. 02

    Set the trigger

    Pick the Building to watch, then fill in Delay Length, in days. Both are required, and the delay is what decides which tasks count as late.

  3. 03

    Test the trigger

    Run the test. Zapier brings back the three most recent items from your account, so you map the next steps on a real task instead of a guess.

  4. 04

    Add a filter if needed

    Add a filter from the plus icon and set it in three boxes: the field, the rule, the value. Remember the filter turns this into a multi-step Zap, which needs a paid plan.

  5. 05

    Add the message and publish

    Add your chat tool as the action, map the task details into the message, test it once, then click Publish to switch the Zap on.

Triggers

Maintenance Care triggers

3 events start a Zap when something happens in Maintenance Care. Zapier checks for them at the interval your plan allows.

1

Delayed Task

Polling trigger

In Zapier“Triggers when a task is delayed.”

Starts your Zap when a task in the building you picked goes past the delay you set, so lateness becomes something your other tools can react to.

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
you want overdue work flagged to someone who does not live in Maintenance Care all day.
Watch out
Delay Length is required and counted in days, so a value meant as hours will make the Zap wait far longer than you expect.
2

New Task

Polling trigger

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

Each time a task is created in the chosen building, this hands it to the next step of the Zap with its details ready to map.

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
you keep a copy of incoming work somewhere else, such as a shared sheet, and are tired of copying it by hand.
Watch out
Building is a required field, so the trigger cannot be set up until you pick one.
3

Updated Task

Polling trigger

In Zapier“Triggers when a task is updated.”

Fires when an existing task in your building changes, which turns edits inside Maintenance Care into events the rest of your setup can see.

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 requester or a manager should hear about a change to a task without logging in to check.
Watch out
keeping only some changes means adding a filter after the trigger, and that makes the Zap multi-step, so a paid plan.
When it breaks

When it breaks

Zapier lists no help article and no app-specific limit for Maintenance Care. What can go wrong comes from how Zapier itself works.

  • Old tasks are never picked up

    A Zap only reacts to what happens after you switch it on. Tasks already delayed, created or edited before that stay where they are; moving the backlog is a separate job.

  • A bulk change can be held back

    If a trigger suddenly returns a huge batch, after an import or a migration, Zapier's flood protection can hold those runs back instead of firing them all.

  • The same item will not fire twice

    On a polling trigger Zapier keeps track of what it has already seen, so a task it has passed on once does not start the Zap a second time.

  • A filter needs a paid plan

    The free plan builds two-step Zaps only. Adding a filter after any Maintenance Care trigger makes the Zap multi-step, and it will not run on the free plan.
Need help

Need help automating Maintenance Care with Zapier?

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FAQ

Maintenance Care Zapier integration: questions people ask

01Is the Maintenance Care Zapier integration free?
Yes, it works on the free plan, because Maintenance Care is not a premium app on Zapier. The free plan gives you 100 tasks a month and lets you build Zaps of two steps: one trigger and one action. That is enough for a single alert, for example a delayed task that becomes a message elsewhere. As soon as you add a filter or a second action, the Zap is multi-step and needs a paid plan. You also need your own Maintenance Care account, since Zapier links an existing one.
02How many tasks does a Maintenance Care Zap use?
The trigger itself uses none. Zapier can check Maintenance Care for new, updated or delayed tasks as often as your plan allows, and those checks are free. What counts is each action that completes successfully further down the Zap: one per action, per run. A Zap with one action costs one task each time a Maintenance Care task comes through; a Zap with three actions costs three. An action that fails is not counted against your plan.
03Does Maintenance Care reach Zapier in real time?
No. All three Maintenance Care triggers are polling triggers: Zapier asks Maintenance Care for its latest items on a timer and keeps only what it has not seen. On the free plan that check happens every 15 minutes, on Professional every 2 minutes, and on Team or Enterprise every minute. On paid plans you can also run a check by hand from the editor. None of these triggers is instant, and that cannot be changed from the Zapier side.
04What does it take to connect Maintenance Care to Zapier?
A Maintenance Care account, and a login that can read the buildings and tasks you want to watch, including those you do not own. In Zapier you open the Apps page, click + Add connection, pick Maintenance Care, sign in on the tab that opens and grant access. The connection is then reused by every Zap you build with Maintenance Care, so you only do it once. Before you build, check that login's rights on the buildings you want.
05Why does a Delayed Task Zap fire later than expected?
Usually because of the Delay Length field. It is required and it is counted in days, so the trigger only treats a task as delayed once it has run past that number of days. A value entered with hours in mind will hold the Zap back far longer than intended. On top of that, Delayed Task is a polling trigger, so Zapier only notices the late task at its next check, which is every 15 minutes on the free plan.
06What if the Maintenance Care operation you need is missing?
Then Zapier cannot do it today. The Maintenance Care app on Zapier offers three triggers and nothing else: no action to create or edit a task, no search to find one. A flow that has to write into Maintenance Care cannot be built with this integration alone. What Zapier can do is carry Maintenance Care events out to other tools, so it helps to check whether the step you want could happen on the receiving side instead.
07Zapier, Make or n8n for Maintenance Care?
Decide on criteria rather than on a ranking. First, check which platform actually offers a ready-made Maintenance Care connection with the events you need; on Zapier that is three task triggers. Second, look at how each one bills: Zapier counts tasks, meaning successful actions, and the trigger is free. Third, think about speed: here every trigger polls, so the check interval of your plan sets how fast things move. Weigh those three against the tools your team already uses.
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