Zapier Integration Setup

zapier header


Hubstaff now integrates with Zapier to improve productivity by automating the way you work. Zapier is an integration hub that allows different products to talk to each other and automate actions across both platforms.

This is a beta feature.

A sample calendar entry created by a Zapier Zap in Google Calendar when a new project is created in Hubstaff.

There are two ways you can use our Zapier integration: Export triggers are actions from Hubstaff that trigger an event in another app. Import triggers are actions from another app that triggers an event in Hubstaff.


Table of contents


Export Triggers

Slack

Get Slack alerts when employees are late, miss, or abandon a shift

This feature works with Hubstaff Schedules and is available on Premium plans and up.

Step 1

On your Zapier homepage, click on Make a Zap/Create Zap.

Step 2

On the Choose App & Event field, type in Hubstaff then choose Hubstaff from the available options below.

Step 3

Choose a trigger event, then hit Continue.

For attendance notifications, select one of the following options:

  1. On-time Shift
  2. Early Shift
  3. Late Shift
  4. Abandoned Shift
  5. Missed Shift

Step 4

Select the Hubstaff account you wish to use.

Step 5

Select the Hubstaff organization.

Step 6

Select the Slack app, then choose an Action Event. On the Action Event drop-down, you can choose to send a direct message to a Slack user, or send a message to the entire Slack channel.

Step 7

Choose your Slack account.

Step 8

Fill in only the required fields, or fill out the entire form field depending on how you’d like the trigger to work. Click the Continue button when finished.

Required fields:

  1. Username – the Slack user who will receive the notification.
  2. Message text – the message that will be sent to the selected user.

 

Step 9

Click Test and Continue and then Turn on Zap to finish the setup.

Step 10

An attendance notification will be posted on Slack depending on your settings.


Send Slack messages when to-dos and tasks are completed

Step 1

On your Zapier homepage, click on Make a Zap/Create Zap.

Step 2

On the Choose App & Event field, type in Hubstaff then choose Hubstaff from the available options below.

Step 3

From the Trigger Event drop-down, choose Task Completed, then hit Continue.

Step 4

Select your Hubstaff account.

Step 5

Choose your Hubstaff organization.

Step 6

Test your trigger, then hit Continue when done.

Step 7

Choose the Slack app and either choose the Send Direct Message option or the Send Channel Message option.

Step 8

Choose your Slack account.

 

Step 9

Fill in only the required fields, or fill out the entire form field depending on how you’d like the trigger to work. Click the Continue button when finished.

Required fields:

  1. Username – the Slack user who will receive the notification.
  2. Message text – the message that will be sent to the selected user.

Step 10

A notification will be sent to Slack when a to-do or task is marked completed.


Send Slack messages when the timer is started or stopped

Step 1

On your Zapier homepage, click on Make a Zap/Create Zap.

Step 2

On the Choose App & Event field, type in Hubstaff then choose Hubstaff from the available options below.

Step 3

On the Choose Trigger Event section, select either Started Timer or Stopped Timer.

Step 4

Choose your Hubstaff account.

Step 5

Select the Hubstaff organization associated with this action.

Step 6

On the Who triggers the event section, select either Me or All members.

  1. Me – action is triggered when you start/stop the timer.
  2. All members – action is triggered when any user in your organization starts tracking time.

Step 7

Test the trigger, then hit Continue.

Step 8

Choose the Slack app, then an Action Event. This can be a direct message to a Slack user or a message for an entire Slack Channel.

Step 9

Choose your Slack account.

Step 10

Fill in only the required fields, or fill out the entire form field depending on how you’d like the trigger to work. Click the Continue button when finished.

Required fields:

  1. Username – the Slack user who will receive the notification.
  2. Message text – the message that will be sent to the selected user.

Step 11

A notification will be sent to Slack based on your settings.


Set the Slack status when the timer is started

Step 1

On your Zapier homepage, click on Make a Zap/Create Zap.

Step 2

On the Choose App & Event field, type in Hubstaff then choose Hubstaff from the available options below.

Step 3

On the Choose Trigger Event section, select either Started Timer or Stopped Timer.

Step 4

Choose your Hubstaff account.

Step 5

Select the Hubstaff organization associated with this action.

Step 6

On the Who triggers the event section, select either Me or All members.

  1. Me – action is triggered when you start/stop the timer.
  2. All members – action is triggered when any user in your organization starts tracking time.

Step 7

Test the trigger, then hit Continue.

Step 8

Choose the Slack app, then an Action Event. This can be a direct message to a Slack user or a message for an entire Slack Channel.

 

Step 10

Choose your Slack account.

Step 10

Enter the Slack Status Text. This will appear as the user’s status in Slack once they begin/end tracking time. Optional: set a Slack Emoji and an Expiration Time. Hit Continue once you’re done with the settings.

Slack statuses have a 100 character limit. Please make sure the custom status message meets this limit, otherwise the status will encounter an error and will not be posted.

 

Step 11

Click Test and Continue or Skip Test if you don’t wish to test your zap, then turn on the Zap.

Step 12

Once a user starts or stops tracking time depending on your settings, the Slack status will change.


Google Calendar

Create events in Google Calendar for Hubstaff shifts

This feature works with Hubstaff Schedules and is available on Premium plans and up.

Step 1

On your Zapier homepage, click on Make a Zap/Create Zap.

Step 2

On the Choose App & Event field, type in Hubstaff then choose Hubstaff from the available options below.

Step 3

Choose the schedule triggers. Below are the available triggers:

  1. New Schedule – triggers the action when a new shift schedule is set.
  2. Schedule Updated – triggers the action when a schedule is updated.
  3. Schedule Deleted – triggers the action when a schedule is removed.

Step 4

Choose your Hubstaff account.

Step 5

Choose your Hubstaff organization.

Step 6

Choose Google Calendar from the Apps, then choose an Action Event:

  1. Quick Add Event – adds a basic calendar event when triggered.
  2. Create Detailed Event – adds a detailed calendar event when triggered.
  3. Update Event – updates an existing event when triggered.
  4. Add Attendees to Event – add people to an event when triggered.
  5. Delete Event – delete an event when triggered.
  6. Create Calendar – adds a new calendar in Google Calendar.

Step 7

Choose your Google Calendar account.

Step 8

Configure your event. You may see different options here depending on the Action Event you chose in Step 6. Hit Continue when you’re done.

Step 9

Click Test and Continue or Skip Test if you don’t wish to test the Zap. Turn the Zap on to finish the setup.

Step 10

A calendar event will be created in Google Calendar once the action event is triggered.


Todoist

Create a to-do in Todoist when one is created in Hubstaff

Step 1

On your Zapier homepage, click on Make a Zap/Create Zap.

Step 2

On the Choose App & Event field, type in Hubstaff then choose Hubstaff from the available options below.

Step 3

On the Choose Trigger Event field, select New To-Do.

Step 4

Choose your Hubstaff account.

Step 5

Choose your Hubstaff organization then test your trigger and hit Continue.

Step 6

Under Choose App, select Todoist. Then under Choose Action Event, select Create Task. Hit Continue.

Step 7

If you aren’t already logged in to Todoist, you’ll be asked to sign in to your account.

Once you’re signed in, choose the Todoist account you wish to use then click Continue.

Step 8

On the Customize Task section, choose how your Todoist task action will be triggered.

Required fields:

  1. Project – the Todoist project where the task will be created.
  2. Task Title – format the task title.

Optional Fields:

  1. Note – adds a note on the task.
  2. Assigned to – adds an assignee to the task.
  3. Due Date (Human formatted) – supports human-readable dates like “today” etc.
  4. Due Date (Raw formatted) – supports machine-readable dates.
  5. Priority – assigns the task priority.
  6. Labels – assign a label to the task.

Step 9

Choose either Test & Continue to test your Zap or Skip Test. Turn on the Zap to finish.

Step 10

A new task will be added to Todoist when a new to-do is added to Hubstaff.


To-dos assigned/unassigned

Hubstaff’s Zapier integration allows you to create outbound triggers for when a to-do is assigned or unassigned in Hubstaff. To get started, follow the steps below:

Step 1

On your Zapier homepage, click on Make a Zap/Create Zap.

 

Step 2

Under the Trigger section, choose Hubstaff from the App Event field.

zapier add trigger

Step 3

Select either To-Do User Assigned or To-do User Unassigned then click Continue.

zapier trigger event assigned

Step 4

Choose your Hubstaff account from the drop-down list then hit Continue. If you’re not already logged into your Hubstaff account, you’ll be taken to a pop-up window to authenticate.

zapier choose account

Step 5

Select your Hubstaff organization, then hit Continue.

zapier set up trigger

Step 6

Click on Test trigger, then click Continue.

Your trigger setup is now complete. You can now create an Action trigger on available platforms.


Import triggers

Add to-dos to Hubstaff from new rows in Google Sheets

Step 1

On your Zapier homepage, click on Make a Zap/Create Zap.

Step 2

On the Choose App & Event field, type in Google Sheets then choose Google Sheets from the available options. Hit Continue once you’re done.

On the Choose Trigger Event section, you can choose any of the following options:

  1. New Spreadsheet Row – adds a task in Hubstaff when a new row is added to an existing Google Sheet spreadsheet.
  2. New or Updated Spreadsheet Row – adds a task in Hubstaff when a new row is added or updated in an existing Google Sheet spreadsheet.
  3. New Spreadsheet – adds a task in Hubstaff when a new spreadsheet is to Google Sheets
  4. New Worksheet – adds a task in Hubstaff when a new worksheet is added to an existing Google Sheets spreadsheet.
  5. New Spreadsheet Row (Team Drive) – adds a task in Hubstaff when a new row is added to an existing Google Sheet spreadsheet on your team drive in Google.
  6. New or Updated Spreadsheet Row (Team Drive) – adds a task in Hubstaff when a new row is added or updated in an existing Google Sheet spreadsheet on your team drive in Google.

 

Step 3

You’ll be asked to sign in to your Google Sheets account if you aren’t already logged in.

Step 4

Allow Zapier to access your Google Sheets account.

Step 5

Choose your Google Sheets account, then hit Continue.

Step 6

Depending on your settings in the Trigger Event section, you might see different settings here. Select the Spreadsheet then the Worksheet name, then hit Continue.

Step 7

Test your trigger.

Step 8

Choose the Hubstaff app, then under Choose Action Event, select Create To-Do. Hit Continue.

Step 9

Choose your Hubstaff account.

Step 10

Add a Summary (task title), select your Hubstaff organization, a Hubstaff project, and an assignee then hit Continue.

Step 11

Click Test & Continue to test your integration or Skip Test to skip testing your Zap.

Step 12

Once the trigger conditions are met, a new to-do will be added to the specific project in Hubstaff.


Add new QuickBooks Online customers to Hubstaff as clients

The Clients feature is available on Premium plans and up.

Step 1

On your Zapier homepage, click on Make a Zap/Create Zap.

Step 2

On the Choose App field, add Quickbooks Online, then on the Trigger Event field, select New Customer. Hit Continue.

Step 3

Sign in to your Quickbooks Online account.

Allow Zapier to access your Quickbooks Online account.

Step 4

Hit Continue once you’ve successfully logged in (New users will be asked to create a Quickbooks Online company).

Step 5

Test your trigger, then hit Continue.

Step 6

On the Choose App dropdown, select Hubstaff, then on the Action Event dropdown, select Create Client.

Step 7

Choose your Hubstaff account.

Step 8

Customize your client. Fill in the required fields and/or the optional fields then hit Continue.

Step 9

Click Test and Continue or Skip Test.

Step 10

Turn on the Zap.

Step 11

A new client will be added to Hubstaff when a new customer is added to Quickbooks Online.


Add new GitHub issues to Hubstaff as new to-dos

Step 1

On your Zapier homepage, click on Make a Zap/Create Zap.

Step 2

On the Choose App field, choose GitHub. On the Trigger Event field, choose New Issue, then hit Continue.

Step 3

Sign in to your GitHub account.

Authorize Zapier access to your GitHub account.

Step 4

Choose your GitHub account then click Continue.

Step 5

On the Customize Issue section, fill in the following:

  1. Issue Type
  2. Organization
  3. Repo
  4. Label

Hit Continue.

Step 6

Test your trigger then hit Continue.

Step 7

Choose the Hubstaff app, then select Create To-Do. Hit Continue.

Step 8

Choose your Hubstaff account.

Step 9

Customize your To-do then hit Continue.

Step 10

Click Test & Continue to test your new Zap, or click Skip Test.

Step 11

A new Hubstaff to-do will be added each time you add a new issue in GitHub.

 


Add new GitLab issues to Hubstaff as new to-dos

Step 1

On your Zapier homepage, click on Make a Zap/Create Zap.

Step 2

On the Choose App & Event field, choose GitLab then on the Trigger Event field, choose New Issue Event then hit Continue.

Step 3

Before you continue, please make sure a Zapier application is set up in your GitLab account:
https://zapier.com/help/doc/how-get-started-gitlab-zapier

Sign in to your GitLab account from the Zap page.

After signing in, you’ll be asked to provide your GitLab hostname, application ID, and secret.

If you are not hosting your own GitLab instance, you can skip the GitLab Hostname.

Get your Application ID, and App Secret from your GitLab Settings page (Settings > Applications > Zapier).

 

Step 4

Authorize Zapier to access your GitLab account.

Step 5

Customize your GitLab issue then hit Continue.

Step 6

Test your trigger then hit Continue.

Step 7

On the App field, select Hubstaff, then on the Action Event, select Create To-Do. Hit Continue.

Step 8

Choose your Hubstaff account.

Step 9

Customize your To-do then hit Continue.

Step 10

Click Test and Continue or Skip Test.

Step 11

Turn on your new Zap.

Step 12

A new to-do will be created in Hubstaff each time you add a new issue in the specified GitLab project.

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