Notion to Clockify Sync Template

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.

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.

1. 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.