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Zapier + Procore: Slack Notifications for Any Project
Zapier's Procore triggers lock you to one project. Here's how to build a custom Zapier trigger against the Procore API so Slack alerts work across all projects.
TABLE OF CONTENTS
Zapier's built-in Procore triggers often force you to pick a single Procore project during setup. That makes it hard to build Slack alerts that automatically work for new projects, because every new project would require a new Zap. The workaround is to build a lightweight custom trigger in a private Zapier app that authenticates to Procore with OAuth, pulls recent events across projects, and then routes Slack messages to the right person based on assignee or project role.
Why Zapier asks you to select a Procore project
Most Procore triggers in Zapier are designed around project-scoped endpoints. When the integration needs a
project_id to query tasks, RFIs, submittals, or change events, Zapier can only proceed if you choose one project up front.That design is fine for companies with one or two long-running jobs. It breaks down when new projects spin up often, because you end up maintaining a separate Zap per project.
The goal: one Zap that works for every new project
The workflow we're building:
- A task or RFI changes in Procore.
- Zapier triggers without you picking a project during setup.
- Zapier looks at the payload to find the right person.
- Usually the task assignee.
- Sometimes a specific role on the project, such as the project architect.
- Zapier sends a direct message in Slack (or posts to the right channel).
Option A (recommended): Build a private custom Zapier trigger against the Procore API
This is the approach that avoids the static project picklist limitation.
Step 1: Create a private Zapier app (for your team only)
- In Zapier, go to the developer platform and create a new app.
- Keep it private. You do not need to publish this app for it to be useful.
Step 2: Create OAuth credentials in Procore
In the Procore Developer Portal:
- Create a new application.
- Go to OAuth credentials.
- Copy the Client ID and Client Secret.
- Add the Zapier redirect URI into the Procore app’s Redirect URIs list (Zapier shows this to you when you configure OAuth in your Zapier app).
Step 3: Add OAuth v2 authentication in your Zapier app
In the Zapier Platform settings for the app:
- Choose OAuth v2 as the authentication method.
- Configure the authorization and token exchange endpoints.
- Test the auth flow by connecting a Procore account.
Step 4: Implement your “Task Updated” (or similar) trigger without project selection
You have two common patterns:
- Polling trigger: your trigger periodically requests recent changes from Procore’s API.
- Instant trigger (REST Hooks): your trigger subscribes to webhook events and fires immediately.
If you can use webhooks, Procore supports creating and managing webhook configurations at the company or project level.
Step 5: Route the Slack notification to the right person
In your Zap:
- Trigger: your custom Procore trigger (no project selection).
- Action: map the assignee email (or project architect email, if available) to “Find User by Email” in Slack.
- Action: send a direct message to that Slack user.
If there are multiple assignees, use the assignees array and loop through it so each person gets the same message.
Option B: Use Webhooks by Zapier to poll Procore endpoints
If you do not want to build a Zapier app, you can sometimes use Webhooks by Zapier “Retrieve Poll” to call a Procore endpoint on a schedule and look for new or updated records.
This works, but it is usually less reliable than a purpose-built trigger because:
- You need your own deduplication logic.
- You might be limited by polling frequency.
Checklist: what you need before you start
- Procore developer account access
- Procore OAuth Client ID and Client Secret
- The Zapier redirect URI added to your Procore app
- Slack user emails that match assignee or project role emails
- A clear decision on whether you are notifying:
- The task assignee
- The project architect
- Both
Common gotchas
- Architect vs assignee fields: Procore payloads can include multiple related people fields. Confirm which field is the “project architect” before you build routing logic.
- Multiple assignees: send a message to each assignee, not just the first.
- Project-scoped endpoints: if an endpoint requires
project_id, you will need either a company-level webhook or a strategy to iterate projects.
When you should hire help
If you need this to be reliable across dozens of projects and multiple Procore objects (tasks, RFIs, bids, etc.), building a small custom trigger is usually the fastest long-term solution.
Building a reliable Zapier + Procore integration across dozens of active projects usually takes a few hours to get right — OAuth setup, deduplication logic, and Slack routing all have gotchas. If you'd rather skip the trial-and-error, book a ZoomFlow session — one of our consultants will build it with you live and you'll own the working Zap when the call ends.
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