SmartTask

SmartTask is task and project management with a built-in CRM. Agents create and update tasks and projects, manage assignees and due dates, and start flows from SmartTask webhooks.

1 trigger 11 actions OAuth available

SmartTask website Platform Documentation Capability data verified 2026-08-18

On SmartTask Event fires when a contact is created in the built-in CRM

The agent reads what has happened on that record with List Record Activities

Filter Users resolves which person in the organization should own the follow-up

List Projects confirms the onboarding project is still open rather than archived

Create Task files the follow-up at organization level and links it to that project

Add Comment posts the originating context onto the task so the owner is not guessing

The owner reviews what was filed, because this connection cannot rename it, move it or take it back

What This Integration Enables

SmartTask puts task management and a CRM in the same account, which is a real design decision rather than a bundling accident: the contact and the work you owe that contact are meant to sit in one place. The connector follows the same logic. Eleven actions cover the organization roster, projects, tasks, contacts, comments and the record activity feed, plus the webhook subscription that makes a SmartTask change start a flow somewhere else. Agents create tasks against the right organization, link them to projects, resolve owners from the roster, and read a record's history to understand what has already been said about it.

The narrowness is worth being honest about, because it changes how a flow should be built. SmartTask publishes create and read routes here, and almost nothing that revises. A task can be created, commented on and marked complete or incomplete. It cannot be renamed, reassigned, relinked or removed through this connection. That makes the write into SmartTask a commitment rather than a draft, and it is exactly the shape of operation FlowRunner's human-in-the-loop design exists for: the agent does the resolving and the assembling, and the person confirms the thing that cannot be walked back.

Without FlowRunner

CRM and work in one tool, two habits The contact gets created, the follow-up task does not, and nobody notices until the renewal

Ownership decided by whoever is looking Tasks land unassigned and stay that way, because assigning them is a separate deliberate act

Context lives in the source system The person picking up the task opens a second tool to find out why it exists

With FlowRunner

The record and the work arrive together A new contact produces the task that belongs to it, in the same organization, on the right project

Ownership resolved before the task exists The agent resolves the owner from the organization roster rather than leaving the field empty

Context travels with the task The comment carrying the source detail is posted at creation, not requested later

Use Case Scenarios

A new contact never arrives without its follow-up

A form submission from Typeform or a closed deal in HubSpot reaches the agent. It calls List Organizations to fix the scope, then Create Contact with Reuse Existing turned on so a re-run of the same import returns the record that already exists instead of a duplicate. Filter Users resolves the account owner by name. List Projects confirms the onboarding project is open. Create Task files the follow-up, and Add Comment attaches the source detail, so the person who opens the task can see where it came from without leaving SmartTask.
A stale queue that reports itself

On a schedule, the agent walks the organization's projects with List Projects, then reads the activity on the records that matter with List Record Activities. Anything that has been quiet past its expected turn is gathered into a digest and posted to Slack, with the owner resolved through Filter Users so each line names a person rather than a project. Nothing is changed in SmartTask by this flow. It reads, summarizes and hands the judgment call to the team, which is the right division of labor for a system where the corrective writes are not available anyway.
SmartTask as the event source for work that happens elsewhere

On SmartTask Event subscribes to task and custom field changes and starts a flow outside SmartTask entirely: a completed task closes the matching ticket in Zendesk, stamps the delivery date onto a row in Google Sheets, and posts a note to the channel the client watches. Set Task Status closes the loop back the other way when the external system is the one that finishes first. Because each event type needs different context to subscribe, the trigger checks for it before registering rather than letting SmartTask answer with a bare not-found.

Human-in-Loop Highlight

Create Task is the operation this page's gate exists for, and the reason is what the connector does not contain. There is no update-task action here, no delete, no move between organizations. Once the task exists, this connection can add a comment to it and flip its completion bit with Set Task Status, and that is the whole of the correction available. So a request that is ambiguous about which organization it belongs to, or which project it should hang off, stops before the write. The agent posts what it resolved: "Inbound request from Nordvale Group. I matched it to the Client Onboarding project in the Nordvale organization and resolved the owner to Priya Raman from the roster. The contact record already existed and was reused. File the task?" A person confirms or redirects. Everything before that point is reversible. The write is not, and that is where the gate belongs.

Agent processes routinely

Detects exception requiring judgment

Clear match Continues automatically

Ambiguous Routes to human via preferred channel

Human decides

Agent resumes with decision

Agent Capabilities

11 actions

Connection and Organization

Get Current User Returns the account the connection was made with. The cheapest check that a connection is live and acting as the person you expect.
List Organizations Returns the organizations the connected account belongs to. Every other operation is scoped to one, so this is the first call in almost any flow.
Filter Users Returns the people in an organization, narrowed by a search. This is how an agent turns a name into the identifier a task assignment needs. SmartTask serves this listing as a POST that only reads, which is its own convention rather than a mistake.

Projects

List Projects Returns an organization's projects, with the archived flag carried as a path segment. Used to confirm a project is still live before work is filed against it. Like the user listing, this is a POST that only reads.

Tasks

Create Task Creates a task in an organization. SmartTask files tasks at organization level and links them to projects through the Projects list, rather than creating them inside a project, so the organization is the required scope and the project link is the association.
Set Task Status Completes or reopens a task. SmartTask exposes this as a GET whose status is a bit in the path, one for complete and zero for incomplete. Unusual, deliberate, and handled here so a flow does not have to think about it.
Add Comment Adds a comment to a task, naming the record in the body. Used to attach the originating context at creation so the owner does not have to go looking for it.
List Record Activities Returns the activity on one record, which is where comments, status changes and edits are recorded. This is the read behind any flow that needs to know what has already happened before deciding what should happen next.

Contacts

Create Contact Creates a contact in an organization. Set Reuse Existing to have SmartTask return a matching record instead of creating a duplicate, which is what makes a re-run of an import safe.

Event Subscriptions

Subscribe To Event Registers a webhook by hand for a callback address this service does not manage. Reach for it only when the destination lives outside FlowRunner; the trigger handles its own subscription.
Unsubscribe From Event Removes a webhook registered with Subscribe To Event, using the identifier that call returned.

Triggers

1 triggers

Event Triggers

On SmartTask Event Fires when the chosen SmartTask event happens. Each event type needs different context to subscribe: Contact Created needs only the organization, every task event needs a project, every custom field event needs a custom field, and a task custom field update needs both. SmartTask answers a bare not-found when that context is missing, so this trigger checks first and names what is absent rather than failing silently.

Frequently Asked Questions

What can FlowRunner do with SmartTask?

FlowRunner agents can run Get Current User, List Organizations, and Create Task in SmartTask, plus 8 more actions.

Does connecting SmartTask to FlowRunner require OAuth?

Yes. SmartTask connects to FlowRunner with OAuth 2.0, so agents authenticate without handling raw credentials.

Can SmartTask trigger a FlowRunner workflow automatically?

Yes. SmartTask supports 1 trigger that can start a FlowRunner workflow automatically.

Start building with SmartTask

Free plan, no card required. Connect in minutes.

Start Building Free Talk to us