How to Integrate with Zapier
This guide explains how to connect Hellotracks with Zapier to automate job and member workflows using the Hellotracks app.
Step 1: In Zapier, create a new Zap.
Step 2: Select whether Hellotracks will be used as the Trigger or Action.
The Trigger starts the Zap, while the Action is what Zapier runs after the trigger occurs.
Step 3: Search for Hellotracks and select the Hellotracks app.
Step 4: Choose the Hellotracks trigger or action event you want to use.
Trigger events:
• Completed Job
• New Job
• Updated Job
Action events:
- Archive Job
- Create Job
- Delete Job
- Update Job
- Find Job
- Find Member
Step 5: Click Sign in, or click Change to select a different Hellotracks connection.
Step 6: Enter your Hellotracks API Key, then click Yes, Continue to Hellotracks. To learn how to obtain an API key, click here.
Step 7: In the Configure tab, enter the required fields for the selected Hellotracks trigger or action event. These fields will change depending on the event you selected.
See Operation Requirements and Field Notes below for supported operations and field formats.
Step 8: Click Continue.
Step 9: Click Test step to test the Zap.
Step 10: If the test is successful, click Publish to turn on the Zap.
Operation Requirements
- Create Job: Supports the following fields: External ID, Title, Address, Notes, Job Date, Assignee Username, Priority (0-10), Contact Name, Contact Phone, Contact Email, Window Start, Window End
- Update Job: Requires Job ID or External ID. Supports updates to the following fields: Title, Address, Notes, Job Date, Assignee Username, Priority (0-10), Contact Name, Contact Phone, Contact Email, Window Start, Window End
- Archive Job: Requires Job ID.
- Delete Job: Requires Job ID.
- Find Job: Requires External ID.
- Find Member: Requires Email, Username, Name, or UID
Field Notes
External ID: optional external dedupe key.Job Date:YYYY-MM-DD, for example2026-05-05.Assignee Username: Hellotracks username, often the member email or login name.Priority (0-10): optional integer from 0 to 10.Window StartandWindow End:HH:mm, for example09:00.