Zapier, Make and other automation tools

What you get

Automation tools such as Zapier, Make, n8n and Microsoft Power Automate connect apps that don’t talk to each other directly. You build a simple recipe: when this happens in one app, do that in another. Zapier calls a recipe a “Zap”, Make calls it a “scenario” and Power Automate calls it a “flow”.

Recipes with Taskshire work in two directions:

• When something happens in Taskshire, do something elsewhere. For example, add each new task to a spreadsheet. This uses Taskshire webhooks.
• When something happens elsewhere, do something in Taskshire. For example, turn a form answer into a task. This uses the Taskshire API and an API token.

Words you’ll see

• Webhook: Taskshire sends a short message to a web address the moment something happens. Your automation tool gives you that address.
• API: a way for other tools to ask Taskshire to do things, such as create a task.
• API token (or API key): a long password that lets a tool use the API as you. Anyone who has it can act as you, so keep it secret.

Who can set it up

• Webhooks: project admins.
• API tokens: anyone, for themselves. A tool using your token can only do what you can do in Taskshire.

Webhook and web request steps are paid features in some tools (for example, Zapier’s Webhooks by Zapier and Power Automate’s HTTP steps). Check your plan.

When something happens in Taskshire

Step 1: get an address from your automation tool

• Zapier: create a Zap. For the trigger, choose Webhooks by Zapier, then Catch Hook. Copy the webhook URL it gives you.
• Make: add a Webhooks module, choose Custom webhook, select Add, and copy the address.
• n8n: add a Webhook node, set HTTP Method to POST and copy the Production URL.
• Power Automate: start a flow with the trigger When an HTTP request is received. Save the flow to see its URL, then copy it.

Step 2: add it in Taskshire

1. Open your project and select Tools → Webhooks. (Or go to Tools → Integrations and select Webhooks under More ways to connect.)
2. Under Add a webhook, paste the address into Endpoint address.
3. Add a Description, such as “Zapier: new tasks to spreadsheet”.
4. Tick the Events you want (see the table below).
5. Select Add webhook.
6. Taskshire shows a Signing secret once. Copy it somewhere safe, then select I’ve saved it. Most no-code recipes don’t need it. Developers use it to check that messages really came from Taskshire.
7. Select Send test, so your automation tool sees an example. In Zapier, select Test trigger afterwards.

The events

Send test sends a webhook.test event.

What’s in each message

Your automation tool shows every field after a test. The useful ones are:

• event: what happened, such as task.created;
• project.name: the project’s name;
• data.task.attributes.reference and data.task.attributes.title: the task’s reference (like DQS-142) and title;
• data.task.links.web: a link to the task in Taskshire;
• data.to_stage.name and data.from_stage.name: for task.moved, where the task went and where it came from.

If your tool can’t be reached, Taskshire tries again several times over about an hour. After 20 failures in a row it switches the webhook off, and project admins get a notice. Turn it back on from the Webhooks page once it’s fixed. Delivery log shows what was sent and what happened.

Do something in Taskshire

Step 1: create an API token

1. Select your name at the top right, then Profile and preferences.
2. Scroll down to API tokens.
3. Give the token a Name, such as “Zapier”.
4. Under Access, choose Read and write to create tasks. Choose Read only if the tool only needs to look things up.
5. Under Expires after, choose how long it should last.
6. Select Create token.
7. Select Copy, and paste the token into your automation tool straight away. It’s only shown once. Then select I’ve saved it.

Step 2: find your project’s address

Tasks are created at this address:

https://YOUR-TASKSHIRE/api/v1/projects/PROJECT/tasks

• YOUR-TASKSHIRE is the address you use to open Taskshire. The API tokens section on your profile shows the full API address for your Taskshire.
• PROJECT is your project’s short name, from your browser’s address bar. For example, in https://app.example.com/games/dark-queen/board, it’s dark-queen.

Step 3: add a step that creates a task

In Zapier, add the action Webhooks by Zapier → POST and fill it in like this:

In Make, use HTTP → Make a request. In n8n, use an HTTP Request node. In Power Automate, use the HTTP action. In each one:

• set the method to POST and the URL as above;
• add the headers Authorization: Bearer YOUR-TOKEN and Accept: application/json;
• send a JSON body like this:

{
  "title": "Brief from Acme: spring campaign",
  "brief": "Paste the details here.",
  "due_at": "2026-11-01"
}

Only title is required (up to 255 characters). You can also send due_at (a date), and priority (low, medium, high or urgent). New tasks start in the project’s first stage, and are added as you.

Taskshire answers with the new task, including a link to it in data.links.web.

Example recipes

1. Turn a form or an email into a task

• When: someone answers your Google Form, Typeform or Microsoft Form. Or: a new email arrives in Gmail or Outlook with a certain label.
• Then: create a Taskshire task (see Step 3). Use the form’s main answer or the email subject as title, and the other answers or the email body as brief.

2. Add each new task to a spreadsheet

• When: Taskshire sends task.created (Zapier: Catch Hook).
• Then: add a row in Google Sheets or Excel, with columns for the reference (data.task.attributes.reference), the title (data.task.attributes.title) and the link (data.task.links.web).

3. When work is approved, post it somewhere else

• When: Taskshire sends task.moved.
• Only continue if: data.to_stage.name is the stage that comes after sign-off in your workflow, such as “Scheduled”. (Zapier: add a Filter step. Make: add a filter between modules.)
• Then: send an email to the client, add a card in Trello, post in another tool, or anything else your automation tool offers.

To act when work goes live instead, use task.published and skip the filter.

4. A daily digest by email

• When: every weekday at 08:30 (Zapier: Schedule by Zapier).
• Then: fetch tasks with a GET request (Zapier: Webhooks by Zapier → GET) to https://YOUR-TASKSHIRE/api/v1/projects/dark-queen/tasks?due_after=TODAY&due_before=FRIDAY, with your token in the Authorization header. Swap TODAY and FRIDAY for dates; your tool can fill them in for you.
• Then: send yourself an email listing each task’s title and link.

Troubleshooting

Nothing arrived in my automation tool

• On the Webhooks page, check the webhook says On and the right events are ticked.
• Select Delivery log. Each delivery shows whether it was Delivered and what your tool answered.
• In Zapier, a Zap only runs once it’s published (turned on).

It says “Turned off”

Your tool didn’t accept 20 messages in a row, so Taskshire switched the webhook off. Check the address is still right (for example, that the Zap or scenario still exists), then select Turn on.

Creating a task fails

• 401: the token is wrong, has expired or was revoked. Check the Authorization header says Bearer followed by the token.
• 403: the token is Read only, or you’re not allowed to add tasks in that project.
• 404: check the project’s short name in the address.
• 422: something in the body isn’t right. The answer says which field, for example a missing title.

I want to change where it goes

Delete the old webhook on the Webhooks page and add the new address. For a different project, change PROJECT in the address.