Notion to Clockify Sync Template

Notion to Clockify Sync Template automates the synchronization of clients, projects, and tasks between Notion and Clockify, ensuring that your data is always up-to-date. With 68 nodes, it efficiently handles data comparisons, updates, and archiving, reducing manual entry and errors. This workflow triggers daily or via webhook, streamlining project management and enhancing productivity by keeping your time tracking aligned with your project documentation.

7/8/2025
68 nodes
Complex
rkga6i6nvini12bxwebhookcomplexschedule triggerclockifycomparedatasetsstopanderrornoopnotionsticky noteautomationadvancedintegrationapicronlogicconditional
Categories:
Complex WorkflowWebhook TriggeredBusiness Process Automation
Integrations:
Schedule TriggerClockifyCompareDatasetsStopAndErrorNoOpNotionSticky Note

Target Audience

This workflow is designed for:
- Project Managers who need to synchronize client and project data between Notion and Clockify to maintain consistency across platforms.
- Freelancers and Agencies that manage multiple clients and projects, ensuring that their time tracking aligns with their project management tools.
- Team Leaders who want to automate the process of updating archived clients and projects, saving time and reducing manual errors.
- Data Analysts looking for an efficient way to compare datasets and maintain accurate records between Notion and Clockify.

Problem Solved

This workflow addresses the challenge of keeping client and project information synchronized between Notion and Clockify, which often operate as separate systems. By automating the synchronization process, it helps to:
- Eliminate manual data entry errors, ensuring that client and project statuses are accurately reflected in both systems.
- Save time by automating the retrieval and updating of data, allowing teams to focus on more critical tasks.
- Provide a clear overview of active and archived clients and projects, streamlining project management processes.

Workflow Steps

  • Trigger: The workflow is initiated either via a webhook or a scheduled trigger, allowing for both manual and automated syncs.
    2. Get Workspace ID: The workflow retrieves the first workspace ID from Clockify to ensure it operates within the correct context.
    3. Fetch Active Clients: It fetches active clients from both Notion and Clockify to compare and synchronize data.
    4. Compare Datasets: The workflow compares the retrieved datasets to identify any discrepancies or unmapped clients.
    5. Update or Create Clients: If a client exists in Notion but not in Clockify, it creates the client in Clockify. If a client is archived in Clockify, it updates the corresponding record in Notion.
    6. Fetch Active Projects: Similar steps are repeated for active projects, comparing Notion and Clockify data.
    7. Update or Create Projects: Projects are created or updated based on the comparison results.
    8. Fetch Active Tasks: Active tasks from Notion are retrieved and compared to tasks in Clockify.
    9. Update or Create Tasks: Tasks are updated or created in Clockify based on their status in Notion.
    10. Error Handling: The workflow includes error handling steps to manage any issues that arise during the synchronization process.

    • Customization Guide

    Users can customize this workflow by:
    - Adjusting Trigger Settings: Modify the webhook path or schedule trigger to suit the frequency of updates required.
    - Changing Database IDs: Update the database IDs for clients, projects, and tasks to point to the appropriate Notion databases.
    - Modifying Field Mappings: Alter the field mappings in the 'Map values' nodes to align with any changes in the structure of the Notion databases.
    - Adding Additional Conditions: Introduce new conditions in the 'If unmapped' nodes to cater to specific business logic or requirements.
    - Customizing Error Messages: Edit error messages in the 'Stop and Error' nodes to provide more context or specific instructions for users.