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Build a Task Stack With Zapier and Make

Vladislav
3 min read
Productivity
Learn how to connect your favorite tools into a custom task system using Zapier, Make, and contextual tools like TaskSite.
A person at a desk assembles puzzle pieces labeled with productivity apps like Calendar and Gmail, symbolizing a modular no-code task system built using Zapier and Make.

Build Your Own Task Stack With Zapier & Make

Why One App Isn’t Enough Anymore

Modern productivity doesn’t run on a single tool. It runs on systems—connected workflows tailored to how you work, across different apps and platforms.
Whether you're juggling a CRM, calendar, notes app, and browser tabs, the real value comes when your tools talk to each other.
That’s where Zapier and Make (formerly Integromat) come in: no-code platforms that let you connect the dots and build a task stack that works for you.
But where do you start? How do you go from a patchwork of apps to a streamlined task machine?

What Is a Task Stack?

A task stack is your personalized system of tools that manage:
  • Task capture
  • Context and project grouping
  • Priority and deadlines
  • Notifications
  • Completion and tracking
Think of it as a modular, automated version of a to-do list—built from components you already use.

Why Automate With Zapier or Make?

Most productivity apps don’t play well together natively. Zapier and Make let you:
  • Pass tasks between apps
  • Trigger actions based on behavior
  • Remove manual copy-paste workflows
  • Maintain consistency across tools
And they do it all with no code. You don’t need to be technical—just systematic.

Popular Building Blocks

Let’s break down some tools you can connect:
  • Google Sheets / Airtable – Task database or backlog
  • Notion – Project planning
  • Trello / ClickUp / Todoist – Action boards
  • Slack / Telegram / Email – Notification layer
  • Calendars – Time-based triggers
  • TaskSite – Lightweight browser tasks, per domain
Each serves a different layer of the stack. Automations make them act as a cohesive whole.

5 Automations to Start With

1. Calendar → Task Trigger

Create a new task in your tracker when a calendar event is added with a specific label.
Example: Add ā€œwrite blog postā€ when ā€œContent Sprintā€ is booked.

2. Form → Task

Turn a submitted Typeform or Google Form into a Trello card or Notion item.

3. Email → To-Do

Turn starred Gmail emails into actionable tasks with one click.

4. Daily Digest → Slack

Send a morning summary of all tasks due today across tools to your Slack or Telegram.

5. TaskSite Context → Tracker Sync

Automatically add starred TaskSite tasks to your central task board (e.g., ClickUp or Airtable), keeping your in-browser context aligned with your broader project system.

Why TaskSite Is a Natural Layer in Your Task Stack

TaskSite isn’t meant to replace your task manager—it sits where your work happens: in the browser.
With automation:
  • Starred tasks can be sent to your planning tools
  • Domain-specific to-dos can trigger reminders
  • You can build a hybrid system that captures both big-picture planning and real-time microtasks
It's a great way to bridge the gap between structured platforms and daily web-based workflows.

Tips for Designing Your Stack

  • Start small: automate one habit, not your whole system
  • Track what you manually repeat—that’s your automation target
  • Keep human control at key points (reviews, edits)
  • Use folders/tags to organize automation logic
  • Always test each automation before trusting it fully

Final Thoughts

You don’t need an all-in-one app to manage your work you need a system that reflects how you actually operate.
By connecting your favorite tools through platforms like Zapier and Make, you can eliminate repetitive tasks, reduce friction, and create a workflow that adapts to your habits not the other way around.
Start small, automate what makes sense, and gradually evolve your task stack into a system that supports clarity, flow, and focus without constant manual effort.
Author's recommendation

Speaking of productivity tools, I personally use TaskSite to stay organized while browsing. It lets me add tasks directly to websites I visit, so I never lose track of what I need to do on each site.

Chrome Web StoreTry TaskSite (free Chrome extension)