helloHQ Integration

Connect your project management in awork with your business processes in helloHQ (CRM, quotes, invoicing, and controlling) and keep both systems in sync throughout your entire project lifecycle.

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Key Benefits and Use Cases

Use the helloHQ integration when you want to reduce duplicate data entry while improving data quality across your projects:

• Keep projects in sync across both tools by transferring project data from helloHQ to awork
• Use a shared project structure by synchronizing phases (lists) and tasks bidirectionally
• Support resource and capacity planning through synchronized assignments and (optionally) absences
• Transfer time entries for invoicing and controlling by syncing times tracked in awork back to helloHQ

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Setting Up the helloHQ Integration

The helloHQ × awork integration is activated by helloHQ Support.

Request Activation from helloHQ Support

1. Send an email to: support@hellohq.io
2. Please include the following information:
3. Your synchronization settings
4. Information about your workspaces (including your awork API key)
5. The setup confirmations listed below

Synchronization Settings

• Should tasks and time entries be synchronized? Yes / No
• Should synchronization only run from awork to helloHQ? Yes / No
• Should absences be synchronized? Yes / No
  If yes: From which date should absences be synchronized?

Workspace Information

• URL of your helloHQ workspace
• URL of your awork workspace
• awork API key

Additional Information

• Was the old version of the helloHQ integration already in use? Yes / No
• Should the helloHQ project number be displayed in the awork project name? Yes / No

Confirm Required Prerequisites

• Same email addresses: All team members use the same email address in both systems.
• Task type mapping: Task types in helloHQ correspond to activities in awork.
• Status value mapping: Status values match between both systems.
• Project templates in both systems: All project templates in helloHQ are also set up as project templates in awork.

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What Data Does the helloHQ Integration Sync?

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What Data Is Not Synchronized?

The following data is not transferred:

• CRM and lead data
• Quote content
• Customer data
• Project status
• Invoicing and billing data
• Controlling data
• Task checklists
• Changes to task order after initial synchronization
• Time entries recorded in helloHQ

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How helloHQ and awork Work Together

1. Quote and Project Creation (helloHQ)

Leads, quotes, and project creation happen in helloHQ.

When a project is created in helloHQ (directly or from a quote), it can be synchronized to awork immediately.

The following information is automatically transferred:

• Project name
• Customer
• Start date
• End date

2. Project Planning (helloHQ → awork)

After synchronization:

• helloHQ phases become task lists in awork
• helloHQ tasks become awork tasks

From this point on, changes in both systems are automatically synchronized.

Project templates in helloHQ should also exist as project templates in awork.

3. Project Implementation and Time Tracking (awork)

Daily project work takes place in awork, including:

• Tasks and subtasks
• Assignments
• Capacity planning
• Time tracking

Capacity planning takes into account:

• Resource assignments from helloHQ
• Absences from helloHQ (if enabled)

4. Transferring Time (awork → helloHQ)

Time tracked in awork is automatically transferred to helloHQ and assigned to the corresponding project and task.

This time can then be used for:

• Invoicing
• Project controlling
• Profitability analysis

5. Invoicing and Controlling (helloHQ)

All invoicing-related processes are handled exclusively in helloHQ:

• Billing rates
• Invoicing
• Project controlling
• Profitability analysis

Synchronized time entries are automatically assigned to the appropriate billing rates.

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Synchronization Details and Rules

Task Synchronization

The following properties are synchronized between awork and helloHQ:

• Name
• Description
• Assignments (Staffing)
• Start date
• End date
• Target value
• Task type
• Task status

Task Type and Status Value Mapping

For synchronization to work correctly:

• Task types in helloHQ must correspond to activities in awork.
• Status values within task types must match task statuses in awork.

One-way Synchronization (awork → helloHQ)

If you prefer, task synchronization can run exclusively from awork to helloHQ.

This makes sense particularly when:

• Complex project structures are maintained in helloHQ
• Other integrations (such as Jira) are used

Time Synchronization

• No back-synchronization: Time entries recorded in helloHQ are not transferred to awork.
• Changes and deletions: Edited or deleted time entries are synchronized between both systems.
• Default task for time without assignment: Time entries recorded in awork without task assignment are assigned to the administration task in helloHQ.
• Synchronization of billable flag: If the helloHQ setting "Automatically accept reporting" is disabled, the billable flag from awork is also synchronized.

Absence Synchronization

Absence synchronization is optional and can be disabled.

• Leading system: helloHQ is the leading system.
• Synchronization direction: Absences are transferred exclusively from helloHQ to awork.
• Supported absences: Only full-day absences are synchronized.
• Overwriting changes: Absences created or edited in awork are overwritten by data from helloHQ.
• The following absence types are not synchronized: Home office and personal absences, as these don't affect capacity planning.

Synchronization Start Date

When setting up, you must define a start date. Only absences that begin on or after this date will be synchronized.

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Troubleshooting and Best Practices

• Time entries are not syncing: Check whether the person exists in both systems and uses the same email address in both systems.
• Tasks are not syncing correctly: Check whether task types correspond to activities in awork and whether status values match between both systems.
• Absences look wrong in awork: Remember: helloHQ is the leading system and overwrites changes to absences in awork.
• Working with checklists: Task checklists are not synchronized.
• Changes to task order: Changes to the order of tasks after initial synchronization are not transferred.

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Additional Resources

You'll find a detailed step-by-step setup guide in the helloHQ Integration Guide in the helloHQ Help Center.

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FAQ

Which system is leading for absences?

helloHQ is the leading system. Absences are synchronized exclusively from helloHQ to awork. Changes in awork are overwritten by helloHQ.

Why aren't my time entries syncing to helloHQ?

Time entries are only synchronized when the person exists in both systems and uses the same email address in both systems.

Are time entries recorded in helloHQ transferred to awork?

No. Time entries recorded in helloHQ are not synchronized to awork.

Are task checklists synchronized?

No. Task checklists are not synchronized.

Can the integration synchronize in only one direction?

Yes. Task synchronization can run exclusively from awork to helloHQ if you prefer.