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openHandwerk Zapier integrationAutomate openHandwerk with Zapier.

The openHandwerk Zapier integration gives you 4 triggers, 3 actions and 0 searches for the software trades businesses use to run jobs: new customers, projects and appointments can start an automation, and other apps can book or move appointments in return.

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Overview

What the openHandwerk Zapier integration does for a trades business

It connects openHandwerk, the invoicing and project software built for craftspeople, with its customer file and calendar, to Zapier, a tool that runs automations between apps without code. Something new appears in openHandwerk, Zapier spots it on its next check and passes it on; or another app supplies data and Zapier writes it into openHandwerk.

Three results a workshop usually sets up first. Leads that do not get lost: a contact form on your website becomes a customer through Create Customer, so the office does not retype it. A calendar that books itself: New Project picks up each new job and Create Appointment puts the first site visit in the diary. A team that stays informed: New Appointment sends each booking to the chat or the shared calendar your fitters actually check.

Now the limits. There is no search step, so a Zap cannot look up an existing customer or appointment by itself; the item has to come from an earlier step. There is no action for projects, and none that deletes anything. All 4 triggers work by checking at intervals, none is instant.

If you are weighing Zapier against other tools for this kind of workshop workflow, the Make vs Zapier and n8n vs Zapier pages are a fair starting point.

One detail specific to this app: appointments live in categories. Create Appointment cannot run without one, which is why New Calendar Category exists as a trigger of its own.

Vocabulary

Zapier vocabulary in one minute

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

Zap
The automation you build in Zapier: one trigger, then one or more actions that run every time the trigger event happens.
Trigger
The event in an app that starts the Zap, like a new customer. Once the Zap is on, Zapier waits for exactly that.
Action
What the Zap does once it has started: the step that writes, sends or books something on your behalf.
Task
The unit Zapier bills: one action your Zap completed successfully. The number on your plan counts those.
Polling trigger
A trigger Zapier checks on a timer. It asks the app for its latest items and keeps only the ones it has not seen yet.
Instant trigger
A trigger the app reports itself the moment the event happens, so nothing waits for a check. openHandwerk has none.
Filter
A step that lets the Zap continue only when what arrived meets your condition, and stops it there otherwise.
Cost

What it really costs in tasks

Watching openHandwerk is free. The trigger never costs a task, and neither do the checks Zapier runs to find new items. Only an action that succeeds is billed, and a failed one is not counted.

  • Trigger checksFree, never counted
  • Each successful action1 task
  • Free plan100 tasks per month, two-step Zaps
  • Paid plan needed?No for the app, yes for multi-step Zaps

One successful action is one task, so a Zap with three actions uses three times what a one-action Zap uses. The free plan gives you 100 tasks a month and checks every 15 minutes, but it stops at two steps: one trigger, one action. Add a filter or a second action and the Zap becomes multi-step, which needs a paid plan. openHandwerk itself is not reserved to paid plans, so a simple Zap runs on the free one.

Connect

Connect openHandwerk to Zapier in 3 steps

  1. 01

    Open the Apps page

    In your Zapier account, go to Apps and click + Add connection. A connection is your openHandwerk account linked once, then reused by every Zap step that touches it.

  2. 02

    Pick openHandwerk

    Type openHandwerk in the dialog, select it and click Add connection. Zapier opens a separate tab where you will sign in to your workshop account. Keep it open.

  3. 03

    Sign in and grant access

    Sign in to openHandwerk in that tab and let Zapier access the account. Use a login that can read and write the customers and appointments your Zaps will touch, including colleagues' ones.

First Zap

Your first Zap: book a first visit for selected new customers

GoalWhen a customer is added in openHandwerk and meets your condition, a first appointment lands in the calendar.

  1. 01

    Pick the trigger

    Create a Zap, choose openHandwerk as the app that starts it and New Customer as the event. Zapier will then check your customer file for new entries.

  2. 02

    Test the trigger

    Run the test. Zapier brings back the three most recent customers from your account, so you map the next steps on a real customer rather than an empty sample.

  3. 03

    Add the filter

    From the plus icon, add Filter, then set the field to look at, the rule and the value. Use a text rule for text and a number rule for numbers, or it never passes.

  4. 04

    Book the appointment

    Add Create Appointment, give it a title, a start and an end date in the format the fields ask for, and a Category. With the filter, this Zap needs a paid plan.

  5. 05

    Test, then publish

    Run each step once and open the openHandwerk calendar to check the booking. When it looks right, click Publish to switch the Zap on.

Triggers

The 4 openHandwerk triggers

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

1

New Calendar Category

Polling trigger

In Zapier“Triggers when a new calendar category is created.”

Reacts when someone adds a calendar category in openHandwerk. Categories are how a workshop sorts its bookings, site visits apart from repairs for example, and they matter here because Create Appointment requires 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
a shared calendar or a planning sheet outside openHandwerk should keep the same list of categories.
Watch out
it only sees categories created after the Zap is on, not the ones you already use.
2

New Appointment

Polling trigger

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

Starts your Zap with each appointment created in openHandwerk, whoever booked it. It is the trigger that keeps everyone outside the office aware of what is in the diary.

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
your fitters read a team chat or a personal calendar and should see each new booking there.
Watch out
a Zap that answers a new appointment by creating an appointment starts itself again and again.
3

New Customer

Polling trigger

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

Picks up each customer added to the openHandwerk customer file. For a trades business, that is often the moment a quote, a welcome email or a mailing list entry should follow.

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 new customer should get a welcome email or land in the newsletter tool without the office copying the details.
Watch out
customers created by a Zap with Create Customer also come through here, so avoid pairing the two.
4

New Project

Polling trigger

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

Fires on each new project, the job itself in openHandwerk, a kitchen to fit or a roof to repair. It is the natural starting point for anything that should happen once work is confirmed.

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 new job should book a first site visit, open a folder in your file storage or alert the foreman.
Watch out
there is no action for projects, so the Zap can react to them but not change them.
Actions

The 3 openHandwerk actions

openHandwerk gives you 3 actions. For each one: what it does for you, when to reach for it, and what to watch out for.

1

Create Appointment

Action

In Zapier“Creates a new appointment”

Books an appointment in the openHandwerk calendar, with a title, a start and an end, and an all-day option.

When to use it
a booking made on your website or a new project should appear in the workshop diary.
Watch out
title, start date, end date and Category are all required, and the dates must follow the ISO format the fields ask for.
2

Create Customer

Action

In Zapier“Creates a Customer”

Adds a customer to openHandwerk from what an earlier step carried, a web form, an email or a booking tool.

When to use it
enquiries arrive outside openHandwerk and should become customer records without retyping.
Watch out
the Type of customer is required, so decide which type the Zap assigns before you test.
3

Update Appointment

Action

In Zapier“Update an extising appointment”

Changes an appointment that already exists in openHandwerk, for example to switch it to all day.

When to use it
a change agreed with the customer in another tool should be reflected in the workshop calendar.
Watch out
the app has no search step, so the appointment to change has to come from an earlier step, such as New Appointment.
When it breaks

When an openHandwerk Zap breaks

Zapier attaches no help article to openHandwerk, so the failures you will meet are the ones every Zap shares.

Each is easy to avoid once you know it, and most come from how polling triggers behave. If a Zap still misbehaves, the Zapier troubleshooting page takes over from here.

  • Existing customers are never picked up

    A Zap only reacts to what happens after you switch it on. Customers and projects already in openHandwerk stay out of it, and moving them is a separate job.

  • A calendar that fills itself endlessly

    A Zap triggered by New Appointment that runs Create Appointment sets itself off again and again, and burns through your tasks.

  • An import that seems ignored

    After importing a customer list, the trigger can return a huge batch at once, and Zapier's flood protection may hold it back.

  • Why a customer never fires twice

    Zapier remembers what it has already seen on a polling trigger, so the same openHandwerk customer will not start the Zap a second time.
Need help

Need help automating openHandwerk with Zapier?

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FAQ

openHandwerk Zapier integration: FAQ

01Is the openHandwerk Zapier integration free?
Yes, it runs on the free plan, because Zapier does not reserve openHandwerk to paid plans. The free plan gives you 100 tasks a month, as many Zaps as you like and a check for new items every 15 minutes. The limit is the size of the Zap: one trigger and one action, nothing more. A filter or a second action turns it into a multi-step Zap, and that needs a paid plan.
02How many tasks does an openHandwerk Zap use?
One task per action that succeeds. The trigger never costs a task, and the checks Zapier runs to find new customers, projects or appointments are free however often they happen. An action that fails is not counted either. So a Zap that books a site visit for each new project uses one task per project, and adding a second action after it doubles that. On the free plan, keep it to that single action.
03Do openHandwerk triggers fire in real time?
No. All 4 triggers are polling triggers: Zapier asks openHandwerk for new items at a fixed interval and keeps only what it has not seen yet. The interval depends on your plan: 15 minutes on Free, 2 minutes on Professional and 1 minute on Team or Enterprise. On paid plans you can also change how often a trigger checks, and run a check by hand from the editor while you build.
04What does it take to connect openHandwerk to Zapier?
An openHandwerk account with access to the customers and appointments your Zaps will read or write, including those colleagues manage. You add the connection once from the Apps page, sign in to openHandwerk in the tab that opens and grant Zapier access. Before building, check that your calendar categories and customer types are set up, since Create Appointment and Create Customer each require one. Every Zap then reuses the same connection.
05Why does Create Appointment fail in openHandwerk?
Usually because a required box is empty or badly formatted. The action needs an appointment title, a start date, an end date and a Category, and the two dates must follow the ISO format the fields describe. A date typed as plain text from a form often breaks that rule. Check also that the Category you map exists in openHandwerk, since the step cannot create one itself. Test the step with a real appointment first.
06What if the openHandwerk operation you need is not listed?
Then Zapier does not offer it for this app today. The visible list is 4 triggers on calendar categories, appointments, customers and projects, plus three actions: Create Customer, Create Appointment and Update Appointment. There is no search, no action on projects and no way to delete. You can still pass anything the triggers bring back to another app that handles the rest. For changes to existing appointments, Update Appointment works with what an earlier step provides.
07Zapier, Make or n8n for openHandwerk?
Decide on what the workflow needs. If it fits in one trigger and one action, Zapier runs it on the free plan with this app. If it needs a filter or several actions, Zapier asks for a paid plan. If it has to look up an existing customer or change a project, this Zapier app has no operation for that, so check what each tool offers for openHandwerk on that point first.
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