Save new Timely projects to an Airtable base for planning
When a project is created in Timely, FlowMattic creates a record for it in your Airtable base, so planning views, capacity notes and linked records can be built around every new project.
Timely
Airtable2 steps Setup ~5 min Used on 1.7k sites Productivity Free to import
What this workflow does
Timely is where hours get tracked, but planning often happens somewhere more flexible. Airtable lets you add your own fields, link projects to clients or people, and view them as a board or calendar. The catch is that each new Timely project has to be typed into the base by hand. This workflow does that copy for you.
The Timely trigger fires when projects are created. FlowMattic captures the project's details for mapping. The Airtable step then creates a new record in your base, holding the Timely values you map, such as the project name and client if your test project shows them.
The record is created once, when the project is created. Later edits in Timely don't change it, and deleting the project there leaves the record in place. Task History keeps each run, with the values sent to Airtable.
Agency capacity planning
An agency creates projects in Timely for time tracking. Each one appears in an Airtable base where the studio manager assigns people and sets planned weeks.
Client project portfolio
A consultancy keeps one Airtable table of all engagements. New Timely projects are added as records and linked to the client by hand for reporting.
Board view of upcoming work
A small team uses an Airtable kanban to track project stages. Each new Timely project lands in the first column, ready to move along.
How this workflow runs
What happens at each step once the workflow is on, and what you need before you import it.
Timely Projects CreatedFires when a project is created in Timely. The new project's details are passed to the Airtable step.
- Airtable Create Record
Creates a new record in your Airtable base. Connect your Airtable account, map the Timely project values into the record, and check it in Airtable after a test.
What you need
- FlowMatticCore
- Timely AccountAccount
- Airtable AccountAccount
After importing, map your own data. To keep the template universal, not every step is pre-filled. Open each step in the builder and connect your accounts and fields (channels, lists, sheets, recipients) before you switch the workflow on.
Make it yours
Changes worth making after you import it.
- Add an Airtable field for the Timely project ID and map it, if your test project includes one, so each record can be matched to its project later.
- Set a default status in the Airtable field you use for stages, so every new Timely project starts in the right column of your board.
- Add a Filter after the trigger if only some Timely projects belong in the planning base, using a value such as the client from your test project.
Questions about this workflow
Do Timely project edits update the Airtable record?
No. This trigger only fires when projects are created. Timely also has a Projects Updated trigger in FlowMattic, but updating this Airtable record from it would need a step that finds the record first.
What if the Timely project is deleted?
The Airtable record stays. This workflow never removes records.
Can Timely hours go into Airtable too?
Not with this template. Timely has separate Hours triggers in FlowMattic that you could use in another workflow.
Are existing Timely projects copied to Airtable on import?
No. The trigger reacts to newly created Timely projects only, so anything set up earlier stays out of the base unless you add it by hand.
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Import this workflow into your WordPress site
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