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ClickTime <> Zapier

 

The ClickTime + Zapier integration provides an automated way to connect ClickTime with over 5,000+ third-party applications without requiring custom code. It supports both triggers (events in ClickTime that start a workflow in another app) and actions (events in other apps that create or update data inside ClickTime).

IMPORTANT: This integration is self-service but requires a ClickTime REST API Token. API access is available on Team Plans and above. An administrator must generate the API token from ClickTime to authorize the Zapier connection.

Need help finding your API key? Email support@clicktime.com.

 

 

Quick Start Checklist

  • ✅ You have a ClickTime Administrator account.
  • ✅ You have an active Zapier account (Free or Premium depending on task volume).
  • ✅ You have identified your trigger and action apps, field maps, and workflows.

 

How to Get Started

  1. Log into your ClickTime account, navigate to Company > Preferences, and generate a REST API Token.
  2. Log into your Zapier workspace and configure your environment:
    • Click Create Zap to start a new automated pipeline.
    • Select ClickTime as either your Trigger or Action application and authenticate using your generated REST API Token.
  3. Map the fields between your source app and destination app. Ensure critical fields like email, dates, and IDs match expectations.
  4. Run a test step in Zapier to validate successful data transit, then publish and enable your Zap.

 

What Flows Are Supported

Inbound to ClickTime (Actions — External System ⟶ ClickTime)

Configure other business apps to automatically push, update, or create record details in ClickTime. Common inbound automation flows include:

  • Employee Provisioning — Automatically create ClickTime users when they are added to an HRIS like BambooHR or Rippling.
  • Client & Project Setup — Automatically spin up clients and projects in ClickTime when a deal is closed won in Salesforce or HubSpot.
  • Time Logging — Push calendar events (Google Calendar/Outlook) or task closures (Jira/Asana) directly into ClickTime as draft time entries.
  • Trigger: Event occurs in your external third-party application.
  • Frequency: Instant (event-driven webhooks run immediately).
  • Validation: Mandatory parent fields (e.g., Client must exist before creating a Project) must be pre-configured.

 

Outbound from ClickTime (Triggers — ClickTime ⟶ External System)

Trigger action events in downstream systems when workflows change or entries are logged within ClickTime. Common outbound exports include:

  • Payroll & Invoicing — Send approved hours or timesheet structures to systems like QuickBooks, Xero, or ADP.
  • Manager Alerts & Notifications — Send Slack, MS Teams, or Email alerts when a timesheet is submitted or approved.
  • Data Warehousing & BI — Feed new time entries into relational databases or analytics platforms for real-time dashboarding.
  • Trigger: New Time Entry, New Project, or Timesheet Status Change in ClickTime.
  • Frequency: Polled by Zapier every 1 to 15 minutes depending on your Zapier tier.

 

Data Specs & Formats

Transport

  • Secure HTTPS JSON payloads over ClickTime's REST API.
  • Payload formatting is automatically handled by Zapier's developer integration interface.

Naming & Identifiers

  • Reference objects (Clients, Projects, Tasks, Users) must map using their exact GUIDs or uniquely configured custom keys.
  • Zapier uses standard variable tags to map matching fields dynamic-to-dynamic.

Payload Conventions

  • UTF-8 Unicode encoded strings.
  • Dates formatted to ISO-8601 standard standards (YYYY-MM-DD).
  • Booleans represented strictly as standard boolean values (true or false).

Common JSON Payload Structures

Inbound: User Creation Payload
{
  "employee_id": "12345",
  "first_name": "Avery",
  "last_name": "Nguyen",
  "email": "avery@example.com",
  "status": "Active",
  "start_date": "2024-01-08",
  "department": "Consulting"
}
Inbound: Project Creation Payload
{
  "project_code": "P-1001",
  "project_name": "Website Redesign",
  "client_name": "Acme Corp",
  "status": "Active",
  "start_date": "2024-02-01",
  "end_date": "2024-06-30"
}
Outbound: ClickTime Time Entry Payload
{
  "employee_email": "avery@example.com",
  "period_start": "2024-03-18",
  "period_end": "2024-03-24",
  "entry_date": "2024-03-19",
  "client": "Acme Corp",
  "project": "Website Redesign",
  "task": "Design",
  "hours": 6.0,
  "billable": true,
  "notes": "Homepage wireframes"
}

 

Requirements

  • ClickTime Plan: Premier or Enterprise subscription levels (or custom API Add-on).
  • Zapier Account: Free tier is supported for single-step Zaps; multi-step Zaps require a premium Zapier subscription.
  • Access Authorization: Admin privileges in both ClickTime and Zapier to complete initial token validation.

 

Known Limitations

  • Hierarchical Dependencies: You cannot create a Project for a Client that does not exist yet. Ensure dependent assets are synced first.
  • Rate Limits: API Token calls are subject to standard limits (typically 100 requests per minute).
  • Real-Time Delays: Zapier polling integrations can take 5 to 15 minutes to trigger depending on your current Zapier plan.

 

Troubleshooting & FAQs

👆 I triggered an action in my external system, but nothing updated in ClickTime.
  • Check your Zap's history panel within Zapier to see if there were validation errors or structural payload mismatches.
  • Verify that the user, project, or task fields provided contain exact, active records inside ClickTime.
  • Confirm that your REST API Token is still valid and has not been regenerated or expired.
👆 A trigger run failed because of an "Unauthorized (401)" error.
  • This indicates that your ClickTime REST API Token is invalid or the administrator account that generated the token has been deactivated.
  • Generate a fresh API token within ClickTime and update the connection details inside your Zapier account.

 

Feedback & Support

Have questions, need help setting up custom multi-step triggers, or want assistance with REST API settings? Email support@clicktime.com.

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