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nTask Zapier integrationAutomate nTask with Zapier.

The nTask Zapier integration gives you 15 triggers, 6 actions and 0 searches. Ten triggers are instant, five are checked on a timer, and every action creates something new in nTask. Here is what each one does, what it costs and where it breaks.

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Overview

What the nTask Zapier integration does for you

It connects nTask, the task and project tool built for teams, to the rest of your apps. You build a Zap (the automation you set up on Zapier: one trigger, then one or more actions that run each time that event happens), and nTask can sit at the start, at the end, or both.

Three results teams usually want. Problems that never get lost: an incoming bug report or a client complaint becomes an nTask issue through Create Issue, and Create Risk does the same for anything that threatens a deadline. Work that announces itself: Create Task and Create Project's Task tell a channel or a sheet the moment new work lands. Meetings in sync: Create Meeting sends each new nTask meeting to a calendar or an inbox.

One choice matters more than the others. Two triggers react to a new task: Create Task, which is instant, and User Task, which Zapier checks on a timer. Pick the instant one unless you have a reason not to: on the free plan, that is the difference between now and the next check.

What Zapier does not do here: no action updates, moves or deletes anything, and there is no search step to find an existing task. Every action creates something new. Several triggers are also plain lists (projects, teams, workspaces, members) rather than events in your daily work.

Still weighing platforms? Make vs Zapier and n8n vs Zapier lay out the criteria side by side.

Vocabulary

Zapier vocabulary in one minute

Eight words you will meet in the editor. Each one comes back further down this page.

Zap
Your automation on Zapier. One trigger starts it, then one or more actions run every time that event happens.
Trigger
The event in an app that starts the Zap. Once the Zap is on, Zapier waits for that event and nothing else.
Action
What the Zap does after it starts: the step that writes, sends or creates something for you, here often in nTask.
Task
What Zapier bills. One Zapier task is one action that completed successfully, not to be mixed up with an nTask task.
Instant trigger
A trigger the app reports itself, the moment the event happens. Ten of the nTask triggers work this way.
Polling trigger
A trigger Zapier checks on a timer, keeping only what it has not seen before. Five nTask triggers work this way.
Filter
A step that lets the Zap continue only when the incoming item meets your condition. Otherwise the run stops there.
Multi-step Zap
Anything beyond one trigger plus one action. A filter or a second action makes one, and it needs a paid plan.
Cost

What it really costs you

nTask is not a premium app, so it runs on the free plan. Its triggers never cost a task, instant or not, and neither do Zapier's checks on the polling ones.

  • Trigger eventsFree, always
  • Free plan100 tasks a month
  • Free plan Zap sizeTwo steps
  • Instant triggers10 of 15

You pay for actions. Each one that succeeds counts as one task, and a failed one counts for nothing. The free plan gives you 100 tasks a month and Zaps of two steps: one trigger, one action. A filter or a second action makes the Zap multi-step, which needs a paid plan. The interval grid below only applies to the five polling triggers; the ten instant ones start the Zap straight away on every plan.

Connect

Connect your nTask account

  1. 01

    Open your Apps page

    In Zapier, go to Apps and click + Add connection. You need an nTask account first, plus access to any workspace or task you do not own but want a Zap to read or write.

  2. 02

    Pick nTask

    Type the app name in the dialog, select nTask from the results, then click Add connection. A new browser tab opens on the nTask side for the sign-in.

  3. 03

    Sign in and allow access

    Log in to nTask in that tab and grant Zapier access to the account. The connection now appears in your list, and every Zap that uses nTask can reuse it.

First Zap

Your first Zap: turn every new issue into a task and warn the team

GoalEach issue logged in nTask creates a follow-up task in the same workspace and posts a heads-up in Slack.

  1. 01

    Create the Zap

    Start a new Zap, choose nTask as the trigger app and Create Issue as the event. Pick your connection, then the Team and the Workspace to listen to.

  2. 02

    Test the trigger

    Run the test. Zapier brings back the three most recent issues from your account, so you map the next steps on a real one instead of an empty sample.

  3. 03

    Add Create Task

    Add nTask with Create Task. Map the issue title into Task Title, keeping it under 250 characters, and choose the same Team and Workspace.

  4. 04

    Add the Slack message

    Add Slack, pick the team channel, and put the issue title in the message. Two actions make this a multi-step Zap, so it needs a paid plan.

  5. 05

    Test, then publish

    Test each action once and check the new task in nTask. When it looks right, click Publish to switch the Zap on for the next issue.

Triggers

The 15 nTask triggers

15 events start a Zap when something happens in nTask, and 10 of them are instant: the app calls Zapier straight away, whatever your plan.

1

Create Issue

Instant trigger

In Zapier“Triggers when a new issue is created on nTask.”

Goes off whenever someone logs a new issue anywhere in the workspace you chose. It is the natural starting point for any Zap that routes problems to the people who fix them.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
open a ticket in your helpdesk or ping the on-call developer as soon as a bug is reported.
Watch out
Team and Workspace are both required, so one Zap covers one workspace.
2

Create Meeting

Instant trigger

In Zapier“Triggers when a new Meeting is created”

Reacts to every meeting scheduled in nTask for the selected team and workspace. Handy when your calendar lives in another tool and people keep missing nTask invitations.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
copy each new meeting into the shared calendar the whole office already checks.
Watch out
it covers meetings at workspace level; for meetings attached to one task, use Create Task's Meeting.
3

Create Project

Instant trigger

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

Starts a Zap the moment a project appears in nTask. Think of it as the kickoff signal: whatever has to exist alongside a new project can be set up from here.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
create the matching client folder or a reporting row the day the project opens.
Watch out
it differs from Get Projects, which Zapier checks on a timer; this one is the instant choice.
4

Create Project's Task

Instant trigger

In Zapier“Triggers when a task is created on project”

Narrower than the general task trigger: it only listens to tasks added inside one project. Useful when a single client or initiative deserves its own alerts.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
tell a client's account manager about every task added to that client's project, and nobody else.
Watch out
Project is required on top of Team and Workspace, so the project has to exist before you build the Zap.
5

Create Risk

Instant trigger

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

Fires as soon as a risk is recorded in nTask. Risks tend to be read by fewer people than tasks, which is exactly why pushing them somewhere visible helps.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
email the project sponsor each new risk so that escalation does not wait for the next meeting.
Watch out
like most nTask triggers, it needs a Team and a Workspace before it can be tested.
6

Create Task

Instant trigger

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

The broad task trigger: any new task in the chosen workspace starts the Zap. Of the two triggers that react to new tasks, this is the instant one.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
post every new task in a team channel so work is picked up without anyone opening nTask.
Watch out
pairing it with the Create Task action in the same workspace creates a loop, since each new task starts the Zap again.
7

Create Task's Issue

Instant trigger

In Zapier“Triggers when a new issue is created in task”

Watches a single task and reacts when an issue is raised on it. A good fit for a critical deliverable whose problems should reach the right person at once.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
alert the lead designer when a problem is flagged on the launch task they own.
Watch out
Task is required, so this Zap follows one task only; a workspace-wide view needs Create Issue.
8

Create Task's Meeting

Instant trigger

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

Picks up meetings planned on one specific task rather than across the workspace. It keeps the meeting tied to the work it is about.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
send the invite of every review session on a key deliverable to the external stakeholder who has no nTask account.
Watch out
you must pick the Task, along with its Team and Workspace, before the trigger can be tested.
9

Create Task's Risk

Instant trigger

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

Signals each new risk attached to a given task. Where Create Risk listens to the whole workspace, this one zooms in on a single piece of work.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
log every risk raised on a contract-bound task in the sheet your legal team reviews.
Watch out
Task is a required field, so a new task means a new Zap.
10

Get Projects

Polling trigger

In Zapier“Gets all the user projects.”

Reads the list of projects in a workspace and starts the Zap for each one Zapier has not seen before. It overlaps with Create Project, but works on a timer instead of instantly.

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
only if the instant Create Project trigger does not suit your setup.
Watch out
Workspace is required and picked from a dropdown, so the account must belong to it.
11

Teams

Polling trigger

In Zapier“Teams as;ldakdl;saksd;aldka”

Works from the list of teams your nTask account belongs to, starting the Zap when Zapier spots one it has not seen before. Zapier publishes no usable description for it, so test it before relying on it.

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
keep a reference sheet of your nTask teams up to date for an administrator who manages access.
12

Todo List Item

Instant trigger

In Zapier“Triggers when a new todo item is created on task”

Catches each new to-do item added to the checklist of a task. Small steps inside a task rarely get noticed, and this trigger brings them into view.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
mirror the checklist of an onboarding task into the new hire's personal to-do app.
Watch out
Task is required on top of Team and Workspace, and the Todo List Item action on that same task would loop.
13

User Task

Polling trigger

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

Also reacts to new tasks, like Create Task, but through regular checks instead of an instant signal. Use it only when the instant trigger does not fit your case.

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 fallback for a workspace where the instant task trigger does not behave as you expect.
Watch out
running it next to a Create Task Zap on the same workspace sends each task twice.
14

Workspaces

Polling trigger

In Zapier“Get all the workspaces.”

Lists the workspaces of a team and starts the Zap when a workspace Zapier has not seen before shows up. An administrative trigger more than a daily one.

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
let your operations lead know when a new workspace is opened, so access and billing can be reviewed.
Watch out
Team is required and chosen from a dropdown.
15

Workspace Member

Polling trigger

In Zapier“Get all the members of workspace.”

Reads the members of a workspace and fires for each person Zapier has not seen there before. In practice, a newcomer signal.

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
send a welcome message with the team's working rules when someone joins the workspace.
Watch out
members who were already there when you published the Zap are never picked up.
Actions

The 6 nTask actions

nTask gives you 6 actions. For each one: what it does for you, when to reach for it, and what to watch out for.

1

Create Issue

Action

In Zapier“Create a new issue in nTask”

Logs a problem in nTask as an issue. Issue Title, Team and Workspace are required, and the title stops at 250 characters.

When to use it
record each bug submitted through your website's report form, so nothing stays buried in an inbox.
Watch out
long error messages get cut, so map a short summary rather than the full text.
2

Create Meeting

Action

In Zapier“Create new meeting in nTask.”

Puts a meeting on the nTask side, with its title, Team and Workspace as required fields.

When to use it
create an nTask meeting when a prospect books a call through your scheduling page, so the project team sees it too.
Watch out
a Zap started by the Create Meeting trigger should never use this action on the same workspace.
3

Create Project

Action

In Zapier“Create new project in ntask”

Opens a new project in nTask, named as you choose and placed in the Team and Workspace you select from the dropdowns.

When to use it
spin up a project the day a contract is signed in your e-signature tool.
Watch out
Project Name is capped at 250 characters, and the Create Project trigger on the same workspace will see it.
4

Create Risk

Action

In Zapier“Create new risk in nTask.”

Records a risk in nTask, with a Risk Title of up to 250 characters, a Team and a Workspace.

When to use it
turn a late payment flagged in your accounting tool into a risk on the client's project.
Watch out
if the same workspace runs a Create Risk trigger Zap, each risk you create will start it.
5

Create Task

Action

In Zapier“Create a new user task.”

Adds a new task in nTask from whatever started the Zap: an email, a form, a CRM deal. Task Title, Team and Workspace are required.

When to use it
turn each support request into a task assigned to the right workspace.
Watch out
the title stops at 250 characters, so map a subject, not a whole email body.
6

Todo List Item

Action

In Zapier“Create new todo item in task.”

Appends a to-do item to the checklist of an existing task. You give it the item title, the Team, the Workspace and the Task, all required.

When to use it
add a follow-up step to a task each time a client replies with a new request.
Watch out
the target task must already exist and be visible to the connected account.
When it breaks

When it breaks

Zapier links no help article to nTask, so the traps below are the general limits applied to this app, plus the field limits listed for its operations.

Most of them leave no error message: the Zap goes quiet, runs twice, or never stops. If something still looks wrong after these checks, the Zapier troubleshooting guide covers the next steps.

  • Same trigger and action, endless loop

    A Zap started by Create Task that also creates tasks in that workspace sets itself off again and again, and burns through your task count fast.

  • Two task triggers, every task twice

    Create Task and User Task both react to new tasks. Run one Zap on each and every task gets processed twice, at twice the cost.

  • Titles cut at 250 characters

    Every create action caps its title at 250 characters. Map a subject line or a short summary, never a full message body.

  • Old items are never picked up

    A Zap only reacts to what happens after you switch it on. Tasks, issues and members that already existed stay out of reach.

  • A bulk import gets held back

    Import a large batch of tasks and a trigger suddenly returns a lot of items. Zapier's flood protection can hold them back.

  • Polling triggers never repeat

    Zapier remembers what it already saw on the five polling triggers, so a project or member already picked up will not start the Zap again.
Need help

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FAQ

nTask and Zapier: common questions

01Is the nTask Zapier integration free?
Yes, it works on the free plan, because nTask is not a premium app. The free plan includes 100 tasks a month and Zaps of two steps, one trigger and one action. That covers a simple Zap such as posting each new nTask task in a channel. As soon as you add a filter or a second action, for example creating a task and also warning the team, you need a paid plan. The ten instant triggers are just as fast on free as on paid plans.
02How many tasks does an nTask Zap use?
One per action that succeeds, and nothing for the trigger. Zapier never bills the trigger event, nor the checks it runs on the five polling triggers. A Zap that creates one nTask task per run uses one Zapier task; add a Slack message and it uses two. An action that fails is not counted. The real danger is a loop: a Zap that creates the very items its own trigger watches can drain 100 tasks very quickly.
03Is nTask to Zapier real time?
Mostly, yes. Ten of the fifteen nTask triggers are instant: nTask tells Zapier about the new task, issue, risk, meeting or project as soon as it is created, whatever your plan. The other five, Get Projects, Teams, User Task, Workspaces and Workspace Member, are polling triggers: Zapier checks every 15 minutes on Free, every 2 minutes on Professional, every minute on Team and Enterprise. For new tasks, prefer the instant Create Task trigger over User Task.
04What does it take to connect nTask to Zapier?
An nTask account, plus access to any team, workspace or task you do not own but want a Zap to touch. The connection takes three moves: open the Apps page in Zapier and click + Add connection, pick nTask, then sign in on the tab that opens and grant access. Afterwards, almost every operation asks for a Team and a Workspace, chosen from dropdowns, so the connected account must be a member of both.
05Why does a Zap get every nTask task twice?
Usually because two Zaps listen to new tasks: one on Create Task, the instant trigger, and one on User Task, the polling trigger. Both react to the same new task, so each task runs through two Zaps and costs twice. Keep a single trigger for new tasks, ideally the instant one. The other classic cause is a loop, when a Zap started by Create Task also creates tasks in the same workspace and keeps restarting itself.
06What if the operation you need is not available for nTask?
Then Zapier cannot do it with nTask today. The integration offers fifteen triggers and six actions, but no search and no way to update, close or delete anything: every action creates something new. Often a combination still covers the need, such as Create Task's Issue followed by Todo List Item on the same task. If it does not, check what another platform offers for nTask, or keep that step manual.
07Zapier, Make or n8n for nTask?
It depends on your criteria, not on a winner. Zapier is quick to set up for non-technical teams, and here ten of its nTask triggers are instant even on the free plan. Make and n8n have their own catalogs and their own billing logic, so check what each one offers for nTask, especially for updating existing items, which Zapier does not do. n8n also appeals to teams that want to host their own automations. Match each option to your process before choosing.
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