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Monitask Zapier integrationAutomate Monitask with Zapier.

The Monitask Zapier integration gives you 2 triggers, 5 actions and 4 searches. Both triggers are instant, so new projects and tasks leave Monitask right away, and the actions let other apps create projects, tasks, users and time entries in it.

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Overview

What the Monitask Zapier integration actually does

Monitask measures the time spent on each assignment: employees and freelancers start the clock themselves when they get to work. With Zapier, Monitask can tell other apps when a project or a task is created, and other apps can fill Monitask with projects, tasks, users and time entries, so nobody sets them up twice.

Three results come up most. First, a team chat message for every new task: New Task Created starts the Zap and the second step posts it, so people see new work without opening Monitask. Second, a Monitask project for every project opened in your project tool: a trigger in that tool, then Create Project with the name mapped across. Third, a Monitask account for every new team member: a form or a sheet starts the Zap, Create User adds the person by email, and a second action, Add User to Task, can put someone on a task, which takes a paid plan; check at the test which values that step expects.

Now what Zapier does not do here. The two triggers only cover creation: nothing starts a Zap when a time entry is logged, a task changes or a project closes. On the action side, everything creates or assigns; there is no step to edit or delete a project, a task or an entry. The searches find projects, tasks and users, not time entries.

There is no n8n or Make page for Monitask on this site. To compare the platforms in general, see our n8n vs Zapier guide, or open our Zapier review.

Vocabulary

Zapier vocabulary in one minute

The words you will meet in the editor, in plain English. The rest of the page uses them without defining them again.

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, such as a new Monitask 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, like creating a project.
Task (Zapier)
The unit Zapier bills: one action your Zap completes successfully. Not to be confused with a Monitask task.
Instant vs polling trigger
An instant trigger is reported by the app the moment it happens. A polling trigger is checked by Zapier on a timer.
Filter
A step that lets the Zap go on only when what arrived meets the condition you set, and stops it otherwise.
Search step
A step that looks up something already in an app, such as a project by name, so later steps can use what it found.
Connection
Your Monitask account linked to Zapier once, then reused by every step and every Zap that uses the app.
Cost

What a Monitask Zap really costs

Monitask is not a premium app, so it works from the free plan. The trigger never costs a task, and only actions that succeed are counted. Searches are where the free plan stops.

  • New Project Created, New Task Created0 task, instant
  • Each successful action1 task
  • Free plan100 tasks a month, two-step Zaps only
  • Premium appNo

The free plan gives you 100 tasks a month and unlimited Zaps of two steps: one trigger, one action. Any Zap beyond that (a second action, a filter or a search step) is a multi-step Zap and needs a paid plan. That matters here, because Create Time Entry and Add User to Task ask for a user ID, which a search step can fetch for you. A failed action is not counted. The grid below is Zapier's polling interval by plan: it does not apply to the two Monitask triggers, which are instant, only to a polling trigger from another app that feeds Monitask.

Connect

Connect Monitask to Zapier in 3 steps

  1. 01

    Open your Apps page

    In your Zapier account, go to Apps and click + Add connection. What you need first: an account on the app, plus read or write access on anything you do not own yourself and want the Zap to touch.

  2. 02

    Find Monitask

    Type Monitask in the search box of the dialog, select it, then click Add connection. A new browser tab then opens on the Monitask sign-in screen for the next step.

  3. 03

    Sign in and grant access

    Sign in to Monitask in that tab and grant Zapier access to the account. The connection is saved once, and every Monitask step in every Zap reuses it from then on.

First Zap

Your first Monitask Zap

GoalPost only some of the new Monitask tasks into a team chat channel, based on a condition you set.

  1. 01

    Build: set the trigger

    Create a Zap, pick Monitask as the app and New Task Created as the event, then choose your connection. The editor shows a lightning bolt, the sign of an instant trigger.

  2. 02

    Test the trigger

    Run the test. Zapier brings back the three most recent items of the connected account, so you pick a real task and map the next steps on it.

  3. 03

    Add a filter (paid plan)

    Click the plus icon and add Filter. Fill in the field to look at, the rule and the value. Use a text rule on text. A filter makes the Zap multi-step, so this step needs a paid plan.

  4. 04

    Add the chat message

    Add your team chat as the action, pick the channel and map the task text into the message. Check at the test which fields the trigger really sends.

  5. 05

    Test, then publish

    Test the action and read what came back. When the message looks right, click Publish. The next task created in Monitask starts the Zap.

Triggers

The Monitask triggers

2 events start a Zap when something happens in Monitask, and 2 of them are instant: the app calls Zapier straight away, whatever your plan.

1

New Project Created

Instant trigger

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

Starts your Zap whenever someone creates a project in Monitask. The Zap can then copy that project into the tools around it, so a new piece of work shows up everywhere it should without anyone repeating the setup.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
when Monitask is where projects are opened first and the other apps (a shared spreadsheet, a chat channel, a planning tool) need to hear about it.
Watch out
only creation starts the Zap. A project renamed or closed later does not, so the copy in the other app will not follow those changes.
2

New Task Created

Instant trigger

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

Fires each time a task is added in Monitask and hands it to the next step. It is the trigger to pick when people need to know about new assignments before they open the time tracker.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
when a new task should be announced in a channel, logged in a sheet or turned into a reminder for whoever handles it.
Watch out
only a new task starts the Zap; editing a task later does not.
Actions

The Monitask actions

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

1

Create Project

Action

In Zapier“Create a new Project”

Opens a new project in Monitask from whatever started the Zap. Only the Project Name is required, which makes this the easiest action to start with.

When to use it
when projects begin in another tool and you want the matching Monitask project ready before anyone starts the clock.
2

Create Task

Action

In Zapier“Creates a new task”

Adds a task inside a Monitask project. It requires the Task Text, which is what people see, and the Task Project it belongs to.

When to use it
when work items are created elsewhere and should become trackable Monitask tasks.
Watch out
if your other app only knows the project by name, put Find Project by Name before this step and check at the test what it passes on.
3

Create Time Entry

Action

In Zapier“Create a Time Entry”

Writes a block of tracked time into Monitask. Four fields are required: UserId, Project, StartedAt and EndedAt.

When to use it
when the start and end of a piece of work are recorded in another app and should land in Monitask as time.
Watch out
the trigger has to carry both a start and an end, and the user ID can come from Find User by Username.
4

Create User

Action

In Zapier“Create a user by email”

Adds a person to your Monitask account using an email address, the only required field, the User Email.

When to use it
when a new member joins the team through a form or a sheet and should get a Monitask account without anyone setting it up by hand.
5

Add User to Task

Action

In Zapier“Add User to Task”

Puts a person on a Monitask task. The step requires a User Id and a Note, so plan what the note should say before you map it.

When to use it
when work decided elsewhere should be handed to someone in Monitask; check at the test which values the step expects.
Watch out
to supply the User Id from a name or an email, run Find User by Username first.
Searches

The Monitask searches

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

A search step looks for something already in Monitask and passes it to the next steps. In the editor, searches sit at the bottom of the Action event list, under SEARCH. Any search makes the Zap multi-step, so it needs a paid plan. Three settings decide what happens when the result is not a clean single match.

1

Find Project by Id

Search

In Zapier“Finds a exists Project By Id.”

Looks up an existing Monitask project from its Project Id, the one required field, and hands its details to the following steps.

When to use it
when an earlier step already carries the project ID, for instance a value stored in another app when the project was created.
2

Find Project by Name

SearchFind or create

In Zapier“Find project by full name.”

Finds a project from its full name, entered in the required Name field. This is the search that feeds Create Task and Create Time Entry.

When to use it
when your other app knows the project by name only.
Watch out
the editor also lists Find or create Project. It is the same search with Create X if it doesn't exist yet? ticked, not a separate operation.
3

Find Task by Name

Search

In Zapier“Find task by full task name.”

Retrieves a Monitask task from its full name, typed or mapped into the required Task name field.

When to use it
before Add User to Task, when you know which task to staff but not its internal reference.
Watch out
it looks for the full task name, so check at the test what a shortened name returns.
4

Find User by Username

Search

In Zapier“Find user by full name (first name last name), username or email.”

Identifies a person in Monitask from a full name (first and last), a username or an email, all accepted in the required User name or email field.

When to use it
whenever an action needs a user ID, as Create Time Entry and Add User to Task do.

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 there and the steps that depend on it are skipped. Switched on, the Zap carries on without a result.
  2. Create X if it doesn't exist yet?
    Ticking it turns the search into a find-or-create: 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 choices when several items match: keep the first one, which is the default, stop the Zap, or pass all of them on at once.
When it breaks

When a Monitask Zap breaks

Zapier lists no help article and no rate limit specific to Monitask. The cases below come from the general rules every Zap follows, plus how searches behave.

Four of them are worth knowing before you publish. For anything else, our Zapier troubleshooting page is the next stop.

  • Existing projects are not picked up

    A Zap only reacts to what happens after it is switched on. Projects and tasks created before are not sent; moving that backlog is a separate job.

  • A Zap that sets itself off

    As a general precaution: a Zap that writes into the very place its own trigger watches can start itself again and again and burn through your tasks.

  • A search that finds nothing

    With the default setting, a search that comes back empty stops the Zap there, and the actions that depended on it are skipped.

  • A sudden wave held back

    If a trigger suddenly returns a huge batch, after a bulk import or a migration, Zapier's flood protection can hold it back.
Need help

Need help automating Monitask with Zapier?

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FAQ

Monitask Zapier integration: common questions

01Is the Monitask Zapier integration free?
Yes. Monitask is not a premium app, so it runs on the free plan. That plan gives you 100 tasks a month and an unlimited number of Zaps, each limited to two steps: one trigger and one action. Posting each New Task Created to a chat channel fits that. Anything that needs a search, such as Create Time Entry with a looked-up user, makes the Zap multi-step and needs a paid plan.
02How many Zapier tasks does a Monitask Zap use?
One per action that completes successfully. New Project Created and New Task Created never cost a task, whatever the volume. A Zap with two actions, say Create User then Add User to Task, uses two tasks per run when both succeed. An action that fails is not counted against your plan. A few apps and actions take more than one task, so check the other apps of your Zap. Keep in mind that Zapier tasks and Monitask tasks are different things.
03Do Monitask triggers work in real time?
Yes. Both Monitask triggers are instant: the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan. The polling grid of Zapier plans does not apply to them. It only matters if your Zap starts from another app whose trigger is a polling one, for instance to create Monitask projects; then the interval depends on your plan: 15 minutes on Free, 2 on Professional, 1 on Team and Enterprise.
04What does connecting a Monitask account require?
An account on the app, plus read or write access on anything you do not own yourself and want the Zap to touch. The connection starts from the Apps page of your Zapier account with + Add connection; you then sign in to Monitask in the tab that opens and grant access. Every Monitask step in every Zap reuses that connection, so you only do it once per account. Projects or people owned by someone else count too: the Zap can only touch them if your account has read or write access.
05What does Create Time Entry need to work?
Check the four required fields: UserId, Project, StartedAt and EndedAt. The step asks for the user's ID, not a name or an email. Put Find User by Username before the action to fetch it, and Find Project by Name for the project. Then make sure the trigger carries both a start and an end. Test each step once and read what comes back before you publish. A search makes the Zap multi-step, so this setup needs a paid plan.
06What if the Monitask operation you want is missing?
Then this integration does not offer it today. The Monitask page on Zapier shows the current list: two triggers for new projects and new tasks, five actions that create or assign, and four searches. Editing or deleting a project, a task or a time entry is not on it, and no trigger reacts to logged time. Check that page before you build a Zap around a step that is not listed.
07Zapier, Make or n8n for Monitask?
Compare them on the steps you need and on how they bill. On Zapier, Monitask covers creation well: two instant triggers, five actions and four searches. A simple two-step Zap runs on the free plan, but anything with a search needs a paid one. If you need to edit or delete Monitask records, check first whether Make or n8n has a Monitask connector with that step, since this page cannot confirm it.
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