Most field service software forces your workflow to fit the tool. Hellotracks takes a different approach: its API and integration capabilities let you shape the platform around how your operation actually works. See the full Hellotracks integrations overview to understand every available connection point before deciding how to build your workflow around it. This matters most for operations that have specific requirements that don't fit a standard template - custom job creation triggers, automated data flows between systems, specialized reporting, or unique field reporting methods that standard form inputs don't support well.

For teams that process a high volume of jobs and have existing systems that need to stay in sync with field activity, a bi-directional connection between your CRM and Hellotracks removes the manual step entirely. Hellotracks job dispatching sits at the center of this - jobs created automatically from CRM triggers land directly in the dispatch queue, ready to assign. If you want to test how this fits your existing stack, start a free 30-day trial and the support team is available throughout your trial to help validate your integration setup.

What the Hellotracks API Covers

The Hellotracks REST API gives developers programmatic access to the core objects and actions in the platform. Via the API, you can create, update, retrieve, and delete jobs. You can manage member (user) records, including creating new users and updating their profiles. You can read location and tracking data for active members. You can retrieve job history, on-site time records, and form responses. The full API documentation is available through Settings - API & Integrations in your Hellotracks account once the API is enabled. For operations teams using integration platforms like Zapier or Make, many of these API actions can be configured without writing any code, using those platforms' visual automation builders.

Common Workflow Automations

The most common API-based workflow in Hellotracks is CRM-to-dispatch automation. A new service request is logged in a CRM - Salesforce, HubSpot, or similar. An automation triggers an API call to Hellotracks that creates the corresponding job, pre-populated with the client address, job type, and any relevant notes from the CRM record. The job appears immediately in the dispatch queue, ready to be assigned. The reverse flow is equally common. When a job is completed in Hellotracks - with the worker's check-out timestamp, form responses, and photos - a webhook fires and sends that completion data back to the CRM, updating the customer record without any manual data entry. This bi-directional flow means the CRM stays current with field activity, and Hellotracks stays current with new service requests, without any human step in between.

Webhooks for Real-Time Event Notification

Hellotracks supports webhooks for the following job events: job created, job updated, job completed, job archived, and job deleted. Each webhook sends a real-time HTTP notification to the URL you configure, containing the relevant job data. This can trigger downstream automations in any system that accepts webhook payloads - your CRM, a business intelligence tool, a notification system, or a custom application. To configure webhooks, go to Settings - API & Integrations - Show Webhooks and enter your endpoint URL for each event type you want to receive. Hellotracks alerts complement webhooks for teams that want in-platform notifications alongside external event triggers - so the office is informed whether they're watching the dashboard or not.

Job Groups for API-Driven Complex Workflows

Hellotracks now supports Job Groups - a feature that allows multiple related jobs to be grouped and managed together in the dispatch view. For API-based workflows, Job Groups are particularly useful when automating job creation for multi-step projects. When a new installation project is created in your CRM with three distinct visits - assessment, installation, and sign-off - your API automation can create all three jobs in Hellotracks and assign them to the same Job Group. The operations manager then sees the full project as a unit in the dispatch view, with visibility into progress across all three jobs at once. This is a meaningful capability for operations where work is organized at the project or client level, not just as a series of individual stops.

Voiz Reports: Voice-Based Reporting Linked to Jobs and Places

One of the most practical extensions for field teams that need to submit reports without typing is the Voiz Reports integration. Voiz Reports lets field workers complete report forms by speaking rather than typing. They record their update verbally from the job site, and the response is linked directly to the relevant job or place record in Hellotracks. This addresses a real friction point for workers in field conditions - construction sites, outdoor environments, situations where typing on a small screen while wearing gloves or moving between tasks is impractical. Voice input removes that barrier. For workflows where report completeness matters but data entry friction leads to incomplete submissions, Voiz Reports provides an alternative that increases compliance without requiring workers to change their behavior significantly.

From an API and workflow perspective, Voiz Reports operates as a linked integration - voice responses connect to existing job and place records, so the data is centralized in Hellotracks alongside all other job documentation, accessible via the standard reporting and API endpoints. Hellotracks forms and Voiz Reports work alongside each other - typed form submissions and voice-based reports both land in the same job record, giving operations managers a complete documentation trail regardless of how each worker submits their update.

Building a Custom Integration: Where to Start

If you're building a custom integration with the Hellotracks API, the recommended starting point is: enable the API in your Hellotracks account under Settings - API & Integrations. Review the API documentation to understand the available endpoints and authentication method. Start with the job creation endpoint - it's the most common entry point for integrations and the easiest to test. Configure a webhook for the job completed event so your downstream system receives completion notifications automatically. Expand from there based on your specific workflow requirements. The Hellotracks support team is available during your trial period to answer integration questions and help you validate your setup.

Who This Is For

API-based workflow customization is most valuable for operations that process a high volume of jobs, have existing systems that need to stay in sync with field activity, or have specific field reporting requirements that don't fit a standard form input. For teams that want a fully managed experience without any integration work, Hellotracks works effectively out of the box - the API is there for teams that want to go further. Start your free 30-day trial and explore the Hellotracks API documentation.

Frequently Asked Questions

1. What actions can be performed via the Hellotracks REST API?

Via the Hellotracks API you can create, update, retrieve, and delete jobs. You can manage member records including creating new users and updating their profiles. You can read location and tracking data for active members, and retrieve job history, on-site time records, and form responses. The full API documentation is available through Settings - API & Integrations in your Hellotracks account once the API is enabled.

2. Which webhook events does Hellotracks support?

Hellotracks supports webhooks for five job events: job created, job updated, job completed, job archived, and job deleted. Each webhook sends a real-time HTTP notification to the URL configured under Settings - API & Integrations - Show Webhooks, containing the relevant job data for that event.

3. How do Job Groups work for API-driven multi-step project workflows?

When automating job creation for a multi-step project via the API, all related jobs can be assigned to the same Job Group at the time of creation. The operations manager then sees the full project as a single unit in the dispatch view - with visibility into which visits have been completed, which are scheduled, and what is still outstanding - rather than tracking each job individually.

4. What is Voiz Reports and how does it connect to Hellotracks job records?

Voiz Reports is an integration that lets field workers complete reports by speaking rather than typing. Workers record their update verbally from the job site, and the response is linked directly to the relevant job or place record in Hellotracks. The voice responses are accessible via the standard reporting and API endpoints alongside all other job documentation.

5. Can the Hellotracks API be used without writing code?

Yes. For operations teams using integration platforms like Zapier or Make (formerly Integromat), many Hellotracks API actions can be configured without writing any code using those platforms' visual automation builders. These platforms support webhook triggers from Hellotracks and have native connectors for CRM tools like Salesforce and HubSpot.