The Zapier checklist integration that starts work from any app.
A form is submitted, a row is added or a deal closes, and the right checklist starts in CheckFlow. When a task is done or a file arrives, Zapier passes it on. No code, and no developer needed.
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CheckFlow’s Zapier app links your checklists to thousands of other apps without code. It has three triggers (New Checklist, Task Completed and File Uploaded), a search (Find Checklist, which can create the checklist when none is found) and two actions (Create Checklist and Share Checklist). Teams use it to start checklists from forms, spreadsheets and CRMs, and to send finished work on to other tools.
Your other apps start the work, and hear when it is done.
The right checklist, started for you
A form entry, a new row or a won deal creates the checklist from the right template, with its name set from the data.
Results that travel on
A completed task or an uploaded file can update a spreadsheet, post to a Slack channel or save to cloud storage.
Built by the people who run the process
An Administrator creates one API key. After that, anyone with a Zapier account can build and change the Zaps.
What it can do
Three triggers, a search and two actions
A Zap starts with a trigger and ends with one or more actions. CheckFlow can be either end. As a trigger, it starts a Zap when a checklist is created from a template you choose, when a task is completed, or when a file is uploaded to a task. As an action, it creates a checklist from a template or creates a shared link for one, so someone outside your team can complete it.
The search, Find Checklist, looks up a checklist that already exists, so a later step can act on it. Zapier’s Find or Create version makes the checklist if none is found, which stops a second form entry starting a duplicate.
- New Checklist: triggers when a checklist is created from the template you pick
- Task Completed: triggers when a task is completed
- File Uploaded: triggers when a file is uploaded within a task
- Create Checklist and Share Checklist: the two actions
Setup
Connect CheckFlow to Zapier in five steps
- 01
Create an API key
An Administrator opens the API & Integrations tab of Team Management, clicks Create API key, names it Zapier and chooses who it acts as. Zaps can then do what that member can do, and no more.
- 02
Start a Zap
In Zapier, make a new Zap and choose CheckFlow as the trigger or action app, then the event you want, such as New Checklist or Create Checklist.
- 03
Connect your account
The first time, Zapier asks for the API key. Paste it in. Every later Zap can reuse the same connection.
- 04
Pick the template and test
Choose the template the trigger watches or the action starts. For sample data, Zapier needs at least one checklist already started from that template, so run one first.
- 05
Map the fields and turn it on
Pass values between steps, for example the Checklist ID from New Checklist into Share Checklist, send a test, name the Zap and switch it on.
Each Zap that listens for a CheckFlow event appears on the Webhooks tab of Team Management, labelled Zapier, with its delivery history. Zapier keeps it in step with the Zap, so the only change you can make there is to delete it.
Use cases
Five Zaps teams build first
Each one pairs a real CheckFlow template with apps Zapier already supports. Zapier has ready-made versions of several of them on its CheckFlow page.
Form entry to client onboarding
When a client fills in your intake form in Cognito Forms, WPForms or Squarespace, create a Client Onboarding checklist named after them.
Client onboarding templateNew spreadsheet row to new starter
When HR adds a row to the new starters sheet in Google Sheets, start the Employee Onboarding checklist with the person’s name.
Employee onboarding templateCompleted approval to a Slack channel
When a task is completed in an invoice approval, post the checklist name and who completed it to the finance channel in Slack.
Invoice approval templateNew checklist to a shared link by email
When a SaaS customer onboarding checklist starts, create its shared link and email it to the customer from Gmail, as in the docs’ worked example.
SaaS onboarding templateUploaded documents to cloud storage
When a contractor uploads a signed agreement or certificate, save a copy to Google Drive or Dropbox in the right folder.
Contractor onboarding template
For a Slack message to each person rather than a channel, you don’t need Zapier: the Slack app sends CheckFlow’s own notifications.
Worked example
Post completed approvals to a Slack channel
Choose CheckFlow’s Task Completed trigger and connect your account. Zapier fetches a recently completed task as sample data: the task name, the checklist and template it belongs to, who completed it and when, and the values in its fields.
Add Slack’s Send Channel Message action, pick the finance channel and build the message from those values, such as “Invoice Review INV-2041: approved by Sarah Chen”. Add a filter step if only one task, or only one answer, should post. Zapier has a ready-made version of this Zap on its CheckFlow page.
- Use a Filter step to post only when the decision field says Approved
- Field values arrive as they were entered in the task
- The same trigger can update a CRM record or a spreadsheet row instead
Good to know
What the Zapier app doesn’t do
- 01
It doesn’t complete tasks or fill in fields
Zapier can start and share checklists but not work inside them. To complete tasks or answer fields from another system, use the REST API, or ask an AI assistant through the MCP server.
- 02
It sees what its key’s member can see
The API key acts as one member, or as the workspace. A Zap is refused where that member would be, so give Zapier a key whose member can reach the templates it needs.
- 03
Zapier’s plan sets the limits
How many Zaps you can run, how many steps each has and how often they run depend on your Zapier plan, not on CheckFlow.
- 04
Delete in both places
Deleting a Zapier webhook on the Webhooks tab stops that Zap receiving events. Turn the Zap off in Zapier too.
- 05
Your own systems may need webhooks
If the app you want isn’t on Zapier, or you would rather not pay per task, send events straight to your system with webhooks.
The Zapier app is included in the Business plan at $10 per user per month, or $9 billed annually, and in the free trial. You also need a Zapier account.
Ask an assistant what your Zaps are doing.
The webhooks behind your Zaps are visible to an AI assistant connected through the MCP server, with the permissions of the key it holds.
Check on Zaps in plain language
Claude, ChatGPT, Gemini, Grok, Copilot or any other AI assistant can list the webhooks your Zaps created, read their recent deliveries and tell you which are failing.
AI in CheckFlowDraft the template your Zap starts
Describe the process and the free AI checklist generator drafts the template, ready for your Create Checklist step.
Try the AI generatorOutgrown Zapier?
REST API v3 and signed webhooks do everything the Zapier app does, and more, for systems you build yourself.
Developer overview
Are any of our Zapier webhooks failing?
source: "zapier" isActive: "true"
Four Zapier webhooks are active. The Task Completed one for Invoice Approval has failed three events in a row. That usually means the Zap is off or broken in Zapier, so check it there first. After ten failures in a row, CheckFlow switches it off.
Templates that teams start from Zapier.
Each one can be created by a Zap the moment a form, row or record arrives.
Related integrations
Zapier questions
Does CheckFlow integrate with Zapier?
Yes. The CheckFlow app on Zapier has three triggers (New Checklist, Task Completed and File Uploaded), a search (Find Checklist, with a Find or Create version) and two actions (Create Checklist and Share Checklist). Pair them with any of the thousands of apps on Zapier, such as Google Sheets, Gmail, Slack or Salesforce.
How do I connect CheckFlow to Zapier?
An Administrator creates an API key on the API & Integrations tab of Team Management, names it Zapier and chooses who it acts as. In Zapier, choose the CheckFlow app in a Zap and paste the key when asked. The connection is reused by every Zap after that.
Can a form submission start a checklist?
Yes. Use the form app’s new entry trigger, such as Cognito Forms, WPForms, Unbounce or Squarespace Forms, then CheckFlow’s Create Checklist action with the template you want. Zapier lists ready-made Zaps for several form apps. Use Find or Create Checklist if the same entry might arrive twice.
Can Zapier complete tasks or fill in fields in CheckFlow?
No. The Zapier app starts and shares checklists, finds them, and triggers on new checklists, completed tasks and uploaded files. To complete tasks or answer fields from another system, use REST API v3 or an AI assistant connected through the MCP server.
Why can’t Zapier find sample data for my trigger?
Zapier tests a trigger with something that has already happened. For New Checklist, start at least one checklist from the template you picked. For Task Completed or File Uploaded, complete a task or upload a file first, then test the trigger again.
Where can I see the Zaps connected to CheckFlow?
Every Zap that listens for a CheckFlow event appears on the Webhooks tab of Team Management, labelled Zapier, with its recent deliveries. You can delete one there, which stops that Zap receiving events, but changes are made in Zapier.
Do I need a paid plan to use Zapier with CheckFlow?
On the CheckFlow side, the Zapier app is included in the Business plan at $10 per user per month, or $9 billed annually, and in the free trial. Zapier’s own plan decides how many Zaps, steps and runs you get.
Start your first Zap today.
Start a free trial, create an API key and connect CheckFlow to the apps you already use.
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