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Mosaic Zapier integrationAutomate Mosaic with Zapier.

The Mosaic Zapier integration gives you 7 triggers and 53 actions, with 0 searches. Four of those triggers fire instantly, three are checked on a timer. Here is what each one does, what it costs in tasks, and where a Zap on Mosaic tends to trip.

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Overview

What the Mosaic Zapier integration actually does

The integration links Mosaic, the tool that plans and tracks time across projects, to Zapier. You build a Zap (an automation with one starting event and one or more steps after it): something happens in Mosaic or elsewhere, and Zapier writes, updates or deletes records in Mosaic for you, without anyone copying data by hand.

Three results you can build. A staffing alert: a new task created in Mosaic (New Task) sends a message to the right people with Create Notification. A clean member list: someone added in another tool becomes a Mosaic member through Create Employee, then gets a role with Create Member Role. A time log that leaves Mosaic: every submitted time entry (New Time Entry) is copied to a spreadsheet or reporting tool the moment it arrives.

Now the limits. The Mosaic app on Zapier has no search step, so a Zap cannot look up an existing project, phase or member by its name. Many actions ask for an ID (Project ID, Member Id, Phase ID), and that ID has to come from an earlier step: the trigger itself, or another tool that already stores it. Three triggers (Get Rate Groups, Get Time Entries, Get Work Plans) are checked on a timer rather than pushed by Mosaic.

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

Vocabulary

Zapier vocabulary, in one minute

Seven words come back all through this page. Here they are in plain English.

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 once it has started: the step that creates, updates or deletes something for you in an app.
Task
The unit Zapier bills. One task is one action that your Zap completes successfully; your plan counts those.
Polling vs instant
A polling trigger is checked on a timer and Zapier keeps what is new. An instant trigger is pushed by the app the moment the event happens.
Filter
A step that lets the Zap continue only when the incoming data meets a condition you set, and stops it otherwise.
Multi-step Zap
Any Zap beyond one trigger and one action. A second action or a filter makes it one, and it then needs a paid plan.
Cost

What a Mosaic Zap really costs

Mosaic is not a premium app on Zapier (an app reserved for paid plans), so it works on the free plan. The bill is counted in tasks.

  • Premium appNo, available on the free plan
  • Free plan100 tasks a month, unlimited two-step Zaps
  • TriggerNever costs a task
  • Failed actionNot counted

The trigger never costs a task, and neither do the checks Zapier runs on a polling trigger. Each action that succeeds counts as one task, so a Zap with three actions uses three times what a one-action Zap uses. An action that fails is not counted. The free plan gives you 100 tasks a month and unlimited Zaps, but each Zap stops at two steps: one trigger, one action. Adding a filter or a second action turns it into a multi-step Zap, which needs a paid plan. The interval grid below only applies to the three polling triggers; the four instant Mosaic triggers start the Zap right away on any plan.

Connect

Connect Mosaic to Zapier in three steps

  1. 01

    Open your Apps page

    In Zapier, go to the Apps page of your account and click + Add connection. A connection is your Mosaic account linked once, then reused by every step that talks to Mosaic.

  2. 02

    Pick Mosaic

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

  3. 03

    Sign in and grant access

    Log in to Mosaic in that tab and allow Zapier to access the account. You need an account on Mosaic, plus read or write access on anything you do not own yourself and want the Zap to touch.

First Zap

Your first Mosaic Zap: warn the team about new tasks

GoalWhen a task is created in Mosaic, check that it matches a condition you choose, then send a Mosaic notification to the members who need to know.

  1. 01

    Create the Zap and set the trigger

    Start a new Zap, choose Mosaic as the app and New Task as the trigger event. Then pick the Mosaic connection you added earlier.

  2. 02

    Test the trigger

    Run the test: Zapier brings back the three most recent tasks of the connected account. Pick a real one, so the mapping in the next steps uses actual data.

  3. 03

    Add a filter

    Add a Filter step from the plus icon and fill its three boxes: the field to look at, the rule, the value to compare. A filter makes this a multi-step Zap, so it needs a paid plan.

  4. 04

    Add the notification

    Add Mosaic with Create Notification. Write the Message and set the Member Ids who should receive it, mapping task details from the trigger where useful.

  5. 05

    Test, then publish

    Run each step once and read what came back before going on. When the output looks right, publish the Zap to switch it on.

Triggers

Mosaic triggers on Zapier

7 events start a Zap when something happens in Mosaic, and 4 of them are instant: the app calls Zapier straight away, whatever your plan.

1

Create Cost Rate

Instant trigger

In Zapier“Triggers when a new Cost Rate is created.”

Starts your Zap whenever someone adds a new cost rate in Mosaic. The new rate becomes data you can pass to a spreadsheet or another tool that keeps track of your rates.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
every rate change should be copied somewhere outside Mosaic without anyone exporting it.
Watch out
the Zap only sees rates created after it is published, so existing rates stay where they are.
2

Get Rate Groups

Polling trigger

In Zapier“Fetches all rate groups in team”

Fetches the rate groups of your Mosaic team, and each check keeps only the groups Zapier has not seen before. That gives you a Zap that reacts when a new rate group shows up in the team.

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 reference list of rate groups in another tool and want it to follow Mosaic.
Watch out
a group already in Mosaic before the Zap goes live will not start it.
3

Get Time Entries

Polling trigger

In Zapier“Gets a list of time entries on specific member, project, phase, work category, or date range”

Pulls time entries and can narrow them to one member, project, phase, work category or date range. Zapier compares each batch with what it already has, so only entries it has not met yet go through.

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 the hours of a single project, not the whole company, flowing into a report.
Watch out
setting Billable to true keeps only billable entries, and Created By Integrations narrows to entries made through integrations; check at test that the result is what you expect.
4

Get Work Plans

Polling trigger

In Zapier“Gets a list of all work plans, can specify projects, phases and/or work categories”

Lists the work plans of your team, optionally narrowed to projects, phases or work categories. Each check hands the Zap only the plans Zapier had not seen at the previous check.

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
planned workload has to appear in a capacity view kept outside Mosaic.
Watch out
the All option turns off pagination and ignores limit and offset, so check at test how much comes back before you publish.
5

New Check In

Instant trigger

In Zapier“Triggers when a new check in is created.”

Fires each time a check in is created in Mosaic. The check in lands in the Zap ready to be copied, announced or logged elsewhere; the test shows which details come with it.

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 running log of check ins should live in a shared document, without anyone opening Mosaic.
Watch out
the Zap sees only check ins created after it is published.
6

New Task

Instant trigger

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

Reacts to every task added in Mosaic. This is the natural entry point for anything that should happen when work is planned: a notification, a copy in another tracker, a line in a shared list.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
people outside Mosaic need to hear about new tasks on a given project.
Watch out
it covers creation only; the trigger list has no event for a task being changed or closed.
7

New Time Entry

Instant trigger

In Zapier“Triggers when a time entry is submitted.”

Fires when a time entry is submitted in Mosaic. The submitted hours become the starting point of a Zap, which can push them into billing, a spreadsheet or a weekly summary.

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 billing tool must receive hours as soon as people submit them, not after a manual export.
Watch out
it reacts to submission; for a filtered pull by project or date, Get Time Entries fits better.
Actions

Mosaic actions on Zapier

Mosaic gives you 53 actions. For each one: what it does for you, when to reach for it, and what to watch out for.

1

Batch Delete Project Scopes

Action

In Zapier“Deletes a Project Scope in batch from the system”

Removes project scopes in one go, from the required Scope Ids.

When to use it
a scope revision drops several items at once and Mosaic should be cleaned in a single step.
Watch out
the step works on a batch, so a wrong list removes several scopes; check the list the Zap sends at test.
2

Create Check In

Action

In Zapier“Creates a Check In”

Records a check in for a member on a project. Portfolio, Project, Employee, Title and Date are all required.

When to use it
a check in recorded in another tool should also appear in Mosaic.
Watch out
with five required fields, check at test that the source sends a value for each one.
3

Create Cost Rate

Action

In Zapier“Creates a cost rate in the system”

Adds a cost rate for a member. It needs the Member Id, the Active Rate Type, a Description and the Actual Hourly Rate.

When to use it
hourly costs are agreed in a spreadsheet and Mosaic should reflect them.
Watch out
a Zap that writes where its own trigger watches can set itself off again, so check what your trigger watches.
4

Create Department

Action

In Zapier“Creates a department in the system”

Creates a department in Mosaic from a single required field, its Name.

When to use it
your organisation chart lives in another tool and new departments should appear in Mosaic as well.
Watch out
the app has no search step, so the Zap cannot check first whether the department already exists.
5

Create Employee

Action

In Zapier“Creates a member on Mosaic”

Adds a new member to Mosaic. The only required field is the member's Email.

When to use it
a person added to a spreadsheet or another tool should get a Mosaic seat without anyone retyping the address.
Watch out
the role is a separate step, Create Member Role, which makes the Zap multi-step.
6

Create Entity Rate

Action

In Zapier“Creates an Entity Rate in the system”

Attaches a rate to an entity. Entity Id, Entity Type, Rate Group Id and Team Id are required; Start Date, Is Cost Rate and Override Unassigned Member Rates are optional.

When to use it
rate cards decided in a pricing sheet need to land on the matching Mosaic entity.
Watch out
four IDs are required, so plan where each one comes from before building.
7

Create Holiday

Action

In Zapier“Creates a holiday in the system”

Puts a holiday in the Mosaic calendar, with a required Start Date and End Date and an optional All Day box.

When to use it
holidays are kept in a shared calendar and should appear in Mosaic too.
Watch out
check at test how Mosaic reads the dates you pass in.
8

Create Invoice

Action

In Zapier“Creates an Invoice in the system”

Opens an invoice in Mosaic for a given project and phase. Invoice Type, Phase Id and Project Id are required.

When to use it
a milestone signed off in another tool should start the invoice in Mosaic.
Watch out
the phase and the project must already exist, and their IDs must reach this step from earlier ones.
9

Create Member Project Rate

Action

In Zapier“Creates a member project rate in the system”

Sets a rate for one member on one project. Member Id and Project Id are required, with an optional Is cost rate box.

When to use it
a member joins a project at a rate recorded in another system.
Watch out
check at test which field of the form carries the rate value.
10

Create Member Project Roles

Action

In Zapier“Creates a Member Project Role”

Gives a member a role on a project, from the Member Id, Project Id and Role Id. An option lets the role override phase member positions.

When to use it
staffing decided in a planning sheet has to set roles on Mosaic projects.
Watch out
check at test what the Override Phase Member Positions option does in your account before you tick it.
11

Create Member Role

Action

In Zapier“Creates a Member Roles in the system”

Assigns a role to a member at team level, from the required Member Id and Role Id, with an option to override member positions.

When to use it
right after Create Employee, so a new member arrives with a role already set.
Watch out
chaining it behind another action makes the Zap multi-step, so a paid plan.
12

Create Notification

Action

In Zapier“Creates a Notification in the system”

Sends a notification inside Mosaic to the members you name. You write the Message and list the Member Ids, both required.

When to use it
people should be alerted in Mosaic itself when something happens in another tool.
Watch out
members are given by ID, so that ID has to come from an earlier step or be typed in.
13

Create Office

Action

In Zapier“Creates an Office in the system”

Adds an office to your Mosaic setup. The page of the app lists no remarkable field for it, so read the form in the editor.

When to use it
a new site opened in your company directory should exist as an office in Mosaic.
Watch out
run the test and check which fields Mosaic actually asks for.
14

Create Phase

Action

In Zapier“Creates a phase under a project”

Adds a phase under a project. Name and Project ID are required; Billable, Is Main and Is Budget (Phase) are optional switches.

When to use it
a project template in another tool lists its phases, and Mosaic should get them too.
Watch out
Is Budget defaults to false, which gives a milestone; set it to true for a real phase.
15

Create Portfolio

Action

In Zapier“Creates a portfolio, can be personal or private”

Creates a portfolio from a required Portfolio Name and a required Is Private switch; Is Personal is optional.

When to use it
a new record in another tool needs its own Mosaic portfolio to hold projects.
Watch out
Is Private is mandatory, so decide the visibility before the first run.
16

Create Project

Action

In Zapier“Creates a project, including project name, project number, start and end date, budget information, etc.”

Creates a Mosaic project with a Title and a Portfolio ID, both required, plus an optional Billable switch. The form also covers number, dates and budget.

When to use it
a new row in another tool should open the project in Mosaic.
Watch out
the portfolio must exist first; Create Portfolio can come one step earlier.
17

Update Project Membership

Action

In Zapier“Updates a Project Membership in the system”

Changes a member's membership on a project, from the required Project Id and Member Id.

When to use it
staffing moves are decided in another tool and Mosaic memberships must follow.
Watch out
the key reads create, the label reads Update; pick it by its label in the editor.
18

Create Pto

Action

In Zapier“Creates a Pto in the system”

Adds a PTO entry to Mosaic. Name is required; Is Accrued and Is Custom are optional switches.

When to use it
a leave request approved in another tool should show up in Mosaic planning.
Watch out
check at test which other fields Mosaic asks for.
19

Create Standard Rate

Action

In Zapier“Creates a Standard Rate in the system”

Adds a standard rate to your Mosaic team. The one required field is Rate.

When to use it
your price list changes in a spreadsheet and the new standard rate should exist in Mosaic as well.
Watch out
check the value Mosaic receives at test before publishing.
20

Create Standard Role

Action

In Zapier“Creates a Standard Role in the system”

Creates a standard role from its Name, the only required field.

When to use it
a new job title approved elsewhere should be available as a role when staffing projects.
Watch out
run it once at test and check the role appears in Mosaic before publishing.
21

Create Standard Work Category

Action

In Zapier“Creates a standard work category under a team”

Under a team, this action adds a standard work category. Title is required; Archived, Billable and Require Title are optional switches.

When to use it
the categories people log time against are decided outside Mosaic and must match.
Watch out
Require Title forces an extra description on every time entry in that category.
22

Create Time Entry

Action

In Zapier“Creates a Time Entry”

Logs hours in Mosaic. Portfolio, Project, Phase, Employee, Work Category, Title, Date and Hours are all required.

When to use it
time is captured in another tracker and Mosaic has to hold the same hours.
Watch out
Date must be in DD/MM/YYYY.
23

Create Work Plan

Action

In Zapier“Creates a work plan under a team”

Puts a work plan under a team. The app page gives no remarkable field for it, so the form in the editor is your reference.

When to use it
planned workload set in a resourcing sheet should become a Mosaic work plan.
Watch out
check at test which fields the form asks for before mapping anything.
24

Delete Cost Rate

Action

In Zapier“Deletes a Cost Rate from the system”

Removes a cost rate from Mosaic, given its Cost Rate Id, the only required field.

When to use it
a cost rate removed from another tool should no longer sit in Mosaic.
Watch out
keep the ID from the step that created the rate, and check it at test.
25

Delete Department

Action

In Zapier“Deletes a Department from the system”

Removes a department, given its Department Id.

When to use it
a department closed in your directory should disappear from Mosaic.
Watch out
add a filter in front so only the departments you mean are removed; that needs a paid plan.
26

Delete Entity Rate

Action

In Zapier“Deletes an Entity Rate from the system”

Removes an entity rate, given its Entity Rate Id.

When to use it
an outdated rate card should be taken off an entity once the new one is in place.
Watch out
check at test that the Entity Rate Id points to the rate you mean.
27

Delete Member Project Rate

Action

In Zapier“Deletes a Member Project Rate from the system”

Removes a member project rate, from its Member Project Rate Id.

When to use it
a member leaves a project and their specific rate on it should go.
Watch out
the ID is not the Member Id nor the Project Id; map the right one.
28

Delete Phase

Action

In Zapier“Deletes a phase, if there is time spent on the phase it will be archived. This call responds Asynchronously.”

Deletes a phase from a project, with Phase ID and Project ID required. If time was spent on it, Mosaic archives the phase instead.

When to use it
a cancelled phase in your plan should leave Mosaic.
Watch out
Force Destroy deletes the logged time too, and Recursive removes all sub-phases; Mosaic handles this deletion asynchronously, so check the result in Mosaic.
29

Delete Project

Action

In Zapier“Deletes a project, if there is time spent on the project it will be archived”

Deletes a project by its Mosaic Project ID. A project with time already spent on it is archived rather than deleted.

When to use it
a project cancelled in another tool should leave Mosaic.
Watch out
Force Destroy wipes the project and any time entered on it; leave it off unless that is the goal.
30

Delete Standard Rate

Action

In Zapier“Deletes a Standard Rate from the system”

Removes a standard rate, given its Rate Id.

When to use it
a rate dropped from your price list should stop being offered in Mosaic.
Watch out
check at test that the Rate Id points to the rate you mean.
31

Delete Standard Role

Action

In Zapier“Deletes a Standard from the system”

Takes a standard role out of Mosaic, given its Standard Role Id.

When to use it
a role retired in another tool should leave the Mosaic role list.
Watch out
check at test that the Standard Role Id points to the role you mean.
32

Delete Task

Action

In Zapier“Deletes a Task for a Project”

Removes a task from a project, given its Task ID.

When to use it
a request cancelled in your ticket tool should take its Mosaic task with it.
Watch out
keep the Task ID from the step that created the task, or the Zap has nothing to point at.
33

Delete Time Entries

Action

In Zapier“Deletes one or multiple time entries”

Deletes one or several time entries at once. Time Entry IDs is required, typed as IDs separated by commas.

When to use it
a batch of duplicate entries flagged in a review should be cleaned out.
Watch out
one wrong ID in the list deletes the wrong entry; check the list the Zap sends at test.
34

Delete Work Plan

Action

In Zapier“Deletes a specific work plan”

Deletes a specific work plan. The app page lists no remarkable field, so read the form in the editor.

When to use it
a planned assignment cancelled in your resourcing sheet should leave Mosaic.
Watch out
check at test which identifier the form asks for.
35

Create Task

Action

In Zapier“Creates a Task for a Project”

Creates a task for a project. Portfolio, Project and Task Description are required.

When to use it
a request from a form or a ticket queue should become a task in the right Mosaic project.
Watch out
a Zap that writes where its own trigger watches can restart itself, so check what your trigger watches.
36

Update Entity Rate

Action

In Zapier“Updates an Entity Rate in the system”

Edits an existing entity rate, found by its required Entity Rate Id, with the Is Cost Rate and Override Unassigned Member Rates switches.

When to use it
a renegotiated rate card has to replace the one already set on an entity.
Watch out
without a search step, the Entity Rate Id must come from the trigger or another tool.
37

Update Cost Rate

Action

In Zapier“Updates a Cost Rate in the system”

Rewrites a cost rate. Cost Rate Id, Active Rate Type, Description and Actual Hourly Rate are required.

When to use it
a cost change recorded elsewhere changes a member's Actual Hourly Rate.
Watch out
all four fields are required even if only the hourly rate changes, so map them all.
38

Update Department

Action

In Zapier“Updates a Department in the system”

Edits a department identified by its Department Id, the only required field.

When to use it
a department renamed in your directory should carry the new name in Mosaic.
Watch out
keep a table of department IDs somewhere the Zap can read, since there is no lookup.
39

Update Employee

Action

In Zapier“Updates a member's first name, last name and email”

Updates a member's first name, last name and email, using the Member ID as the key.

When to use it
someone changes their name or address in another tool and Mosaic should match.
Watch out
the Member ID must reach the step; an email alone cannot identify the member.
40

Update Invoice

Action

In Zapier“Updates an Invoice in the system”

Edits an invoice, from its required Invoice Id and Project Id.

When to use it
a change agreed in your accounting tool should be reflected on the Mosaic invoice.
Watch out
both IDs are required, so store them when the invoice is first created.
41

Update Member Project Rate

Action

In Zapier“Updates a Member Project Rate in the system”

Changes a member project rate, found by its Member Project Rate Id.

When to use it
a member's rate on one project changes in another system.
Watch out
that ID is specific to the member and project pair; keep it from the step that created it.
42

Update Member Project Roles

Action

In Zapier“Updates a Member Project Role in the system”

Edits a role a member holds on a project, keyed on the Member Project Role Id, with the Override Phase Member Positions option.

When to use it
a member's role on a running project changes in another tool.
Watch out
check at test what the Override Phase Member Positions option does before you tick it.
43

Update Member Role

Action

In Zapier“Updates a Member Roles in the system”

Edits a team-level role assignment, from the Member Role Id, with an optional override of member positions.

When to use it
a role change recorded in another tool should reach the member in Mosaic.
Watch out
the Member Role Id is not the Member Id; mapping the wrong one is easy.
44

Update Office

Action

In Zapier“Updates an Office in the system”

Edits an office, identified by the required Office Id.

When to use it
an office that moves or changes name in your directory should be updated in Mosaic.
Watch out
check at test which other fields the form exposes before mapping anything.
45

Update Phase

Action

In Zapier“Updates a phase in a project”

Edits a phase in a project. Phase ID, Name and Project ID are required; Billable, Is Main and Is Budget (Phase) are optional.

When to use it
a phase renamed or made billable in your planning file should follow in Mosaic.
Watch out
Name is required even if you only change a switch, so map the current name.
46

Update Portfolio

Action

In Zapier“Updates a portfolio, including name, private or not, archived or not”

Changes a portfolio's name, privacy or archive state. Portfolio ID, Portfolio Name and Is Private are required; Archive and Unarchive are optional.

When to use it
a portfolio closed in another tool should be archived in Mosaic.
Watch out
Is Private is required on every update; check at test the value the Zap sends.
47

Update Project

Action

In Zapier“Updates a project, including project name, project number, start and end date, budget information, etc.”

Edits a project by its Project ID. Two options apply billing type, rate group or rate multiplier to every phase underneath.

When to use it
a project's dates or budget change in another tool.
Watch out
Add Billing Type and Rate Group to Phases is on by default and touches all phases.
48

Update Pto

Action

In Zapier“Updates a Pto in the system”

Edits a PTO entry, from the required PTO Id, with the optional Is Accrued switch.

When to use it
a leave policy changed elsewhere should be reflected on the matching Mosaic PTO.
Watch out
the PTO Id must be known to the Zap; keep it from the creation step.
49

Update Standard Rate

Action

In Zapier“Updates a Standard Rate in the system”

Picks a standard rate by its Rate Id and rewrites it in your Mosaic team.

When to use it
a price list update has to replace the rate already in Mosaic.
Watch out
Rate Id is required and no step can look it up for you, so keep it from the step that created the rate.
50

Update Standard Role

Action

In Zapier“Updates a Standard Role in the system”

Updates the standard role that matches the Standard Role Id you pass.

When to use it
a role renamed in another tool should keep its Mosaic role in line.
Watch out
check at test that the Standard Role Id points to the role you mean.
51

Update Standard Work Category

Action

In Zapier“Updates a standard work category under a team”

Works on a standard work category found by its Standard Work Category ID, and can switch Archived, Billable and Require Title.

When to use it
a category is retired in your reporting and should be archived in Mosaic.
Watch out
turning on Require Title changes what people must type on every time entry.
52

Update Time Entry

Action

In Zapier“Updates one or more time entries, including members, hours, date, project, phase, etc.”

Edits one or more time entries. Time Entry ID, Description and Standard Work Category ID are required; Billable is optional.

When to use it
a correction recorded elsewhere should fix the hours in Mosaic.
Watch out
Description is required, so map the existing one if you do not want to change it.
53

Update Work Plan

Action

In Zapier“Updates a specific work plan”

Edits a work plan, from the required Work Plan ID.

When to use it
a shift in resourcing decided in a planning sheet should move the Mosaic plan.
Watch out
the Work Plan ID has to reach this step from an earlier one; check at test which fields the form exposes.
When it breaks

When a Mosaic Zap breaks

Zapier attaches no help article to Mosaic, so the cases below are the general Zapier limits that apply to it.

Four general cases are worth knowing before you publish. For anything else, see our Zapier troubleshooting guide.

  • Old records are not picked up

    A Zap only reacts to what happens after you switch it on. Tasks, time entries or rates that existed before stay out; moving that backlog is a separate job.

  • A Zap that restarts itself

    A Zap that writes into the very place its own trigger watches can set itself off again and again, and burn through your task count.

  • A big import gets held back

    When a trigger suddenly returns a huge batch, for example after a bulk import, Zapier's flood protection can hold those items back.

  • The same item never runs twice

    On a polling trigger, Zapier remembers what it has already seen, so the same item does not start the Zap a second time.
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FAQ

Mosaic Zapier integration: questions people ask

01Is the Mosaic Zapier integration free?
Yes, you can start on the free plan, because Mosaic is not a premium app on Zapier. That plan gives you 100 tasks a month and as many Zaps as you like, each limited to two steps: one trigger and one action. As soon as you add a filter or a second action, the Zap becomes multi-step and you need a paid plan. Polling triggers are checked every 15 minutes on the free plan.
02How many tasks does a Mosaic Zap use?
One task per action that succeeds, nothing for the trigger. A Zap that turns each new Mosaic task into a notification uses one task per run. Add a second Mosaic action and every run costs two. Checks on polling triggers such as Get Time Entries are free, however often they happen. An action that fails is not counted against your monthly plan, so only the runs that go through show up on your task count.
03Does Mosaic trigger Zaps in real time?
Four of the seven triggers do: Create Cost Rate, New Check In, New Task and New Time Entry are pushed by Mosaic, so the Zap starts right away on any plan. The other three, Get Rate Groups, Get Time Entries and Get Work Plans, are polling triggers. Zapier checks them at an interval that depends on your plan: 15 minutes on Free, 2 on Professional, 1 on Team and Enterprise.
04What does it take to connect Mosaic to Zapier?
An account on Mosaic, plus read or write access on anything you do not own yourself and want the Zap to touch. The connection is made once from the Apps page of Zapier: click + Add connection, search Mosaic, click Add connection, then sign in to Mosaic in the tab that opens and grant Zapier access to the account. After that, every Mosaic step of every Zap reuses the same connection, so there is nothing to set up twice.
05What does Create Time Entry need in a Zap?
Eight required fields, and one format to respect. Create Time Entry expects the Date field as DD/MM/YYYY, so a date written another way by the source tool has to be reshaped before it reaches the step. The action also requires Portfolio, Project, Phase, Employee, Work Category, Title and Hours, which means the portfolio, project, phase, member and work category must already exist in Mosaic. Check at test what each field receives before you publish. A run that does not go through is not counted as a task.
06What if the Mosaic operation is not on the list?
Then the Zapier app cannot do it today. The Mosaic page on Zapier shows the current list of triggers and actions, so check there before building. Keep in mind that the app has no search step, so looking up an existing record by name is not possible. In that case, store the IDs you need in another tool and pass them along, or compare what Make or n8n offer for Mosaic.
07Zapier, Make or n8n for Mosaic?
Decide on criteria, not on a ranking. On Zapier you get 60 ready operations for Mosaic, and four instant triggers, which matter most if you are on the free plan. The cost unit is the successful action, so Zaps with several actions grow with volume. Check that the other tool offers a Mosaic app with the operation you want, then compare who will maintain the workflow and how each tool bills a run.
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