Two-way sync between your tasks and your CRM

Two-way sync means work flows both directions on its own: something happening in your CRM creates a task in 0nTask, and finishing that task sends an update back to the CRM. Neither one is the follower. Nobody copies anything by hand.

Part 1 — CRM creates a task

Goal: when a lead comes in, a task appears on your list automatically.

1. 1

   Get your API key from 0nTask

   Sign in to 0nTask, open Settings, and create an API key. It starts with 0nt_live_.

   Copy it now. It is stored scrambled, so it can never be shown to you again. If you lose it, delete it and make a new one.

2. 2

   Create a workflow in your CRM

   Go to Automation → Workflows → Create Workflow, and start from scratch.

   Pick the trigger that should produce a task. Common choices: Form Submitted, Contact Created, Opportunity Stage Changed, or Tag Added.

3. 3

   Add a Webhook action pointing at 0nTask

   Add an action and choose Webhook. Fill it in exactly like this:

   Method: POST

   URL: https://app.0ntask.com/api/v1/tasks

   Headers:

   Authorization: Bearer 0nt_live_YOUR_KEY

   Content-Type: application/json

   Then set the body to this. The {{...}} parts are your CRM’s own merge fields — pick them from its field picker rather than typing them.

   {
     "title": "Follow up with {{contact.first_name}} {{contact.last_name}}",
     "notes": "New lead from {{contact.source}} — {{contact.email}}",
     "priority": "high",
     "category": "Sales",
   
     "contact_id": "{{contact.id}}",
     "external_id": "{{contact.id}}-new-lead",
   
     "source": "crm",
     "skip_webhooks": true
   }

   Why those four extra lines matter — and why two of them are different.

   contact_id links the task to the person. Many tasks can share one contact, which is normal — three follow-ups for the same lead all carry the same contact_id.

   external_id must be unique to this one task. It is how 0nTask recognises a task it has already made, so a workflow that fires twice updates rather than duplicates. Give each workflow its own suffix — the example uses -new-lead. A second workflow would use -quote-followup, and so on.

   Do not put the contact id in external_id. If you do, the second task for that contact will overwrite the first, because 0nTask will think it is the same task.

   source records who created it, and skip_webhooks stops 0nTask echoing this change back to the CRM that just made it.

4. 4

   Save, publish, and test it

   Publish the workflow, then trigger it for real — submit the form, or add the tag to a test contact.

   Open 0nTask. The task should be there within a few seconds. If it is, this direction is done.

https://app.0ntask.com/api/v1/quick?key=0nt_live_YOUR_KEY&title=New+lead+{{contact.first_name}}

Part 2 — finishing a task updates the CRM

Goal: when you tick the task off, the contact record moves on by itself.

1. 5

   Create an inbound webhook workflow in your CRM

   Create a second workflow. This time choose the trigger called Inbound Webhook.

   The CRM will show you a webhook URL. Copy it — that is the address 0nTask will send to.

2. 6

   Register that URL in 0nTask

   In 0nTask, open Settings → Webhooks, paste the URL, and choose which events should send.

   For most people task.completed is the useful one. You can also send created, updated and deleted.

   Set a secret if you want to be able to prove a message really came from 0nTask. Optional but recommended.

3. 7

   Add the loop guard, then decide what happens

   In that second workflow, add an If/Else condition as the very first step:

   If source equals crm → stop.
   Otherwise → carry on.

   Then add what should actually happen: update a field, move the opportunity, send a confirmation, add a note.

   Match the right person using the contact_id that arrives in the message — it is the same contact id you sent in Part 1. (external_id identifies the task, not the person.)

4. 8

   Test the full circle

   Trigger Part 1 to create a task. Open 0nTask and complete it. Watch the contact in your CRM update on its own.

   That is two-way sync working.