For the purposes of this technical walkthrough, we are going to assume that you are not a regular user of the Applied platform. It's most likely that you have a technical background and have been drafted in by your organisation's Applied admin to assist with porting hired candidates from Applied into your HRIS.
If this does not describe you or your role, you will likely need to get assistance for the steps below.
Webhooks and Applied
For flexibility, rather than building out custom integrations with each and every HRIS, we opted to build a webhook feature that allows customers, using a tool like Zapier, to define and control what actions are taken when a 'hired' event happens in Applied.
For a more general understanding of the webhooks available in Applied, see here.
How does our hired webhook work?
Once candidates have gone through the process of being assessed and interviewed in the Applied product, they can either be rejected or hired. Each time a user decides to mark a candidate as hired (a hired event), our system generates a JSON object which can be sent out and used to trigger an action, such as creating a new employee entry in your HRIS (Human Resources Information System).
The work of setting up and configuring this connection between Applied and your HRIS can be divided into two parts: setting up a trigger and building an action.
The action will depend to a great extent on what you want to do with the information and is where the more technical knowledge is required. This guide will take you through the first part, setting up a trigger, in detail.
Set up a trigger
Step 1: Log in to Zapier & create a new Zap
You will need to be logged into a premium Zapier account and can begin by creating a new workflow (or Zap, as they are known in Zapier).
Under 'Connect this app...', select 'Webhooks by Zapier'.
Under 'with this one', select 'Code by Zapier',
and then refine your selection by declaring:
When this happens... : 'Catch a Hook'
Make sure you're selection is accurate and then hit 'Try it'.
Step 2: Configure the webhook in your Applied settings
You'll need to work with your organisation's Applied admin to complete this step. Kindly ask them to navigate to the 'Integrations' page in the company's Team Settings.
Having selected 'Try it' in the last step, you will land on the Zap editor. Here you'll be presented with the options you made in the first step and will be asked for more detailed configuration.
The first thing to do is to copy the webhook URL to your clipboard and share it with the Applied admin (or log in to Applied yourself if they've given you admin-level access for the purposes of completing this task).
In the 'Integrations' page, under the sub-heading 'Push hired candidates into your HRIS (webhooks)', they will find an input field into which they can paste this URL. This will tell our system where to direct the JSON message when a 'hired' event happens in our product.
Click 'Test & Save' and then navigate back to the Zap editor and hit 'Test trigger'. You should find after a couple of seconds (as in the screenshot below) that Zapier has received the test you sent from within Applied and you can get eyes on the payload and the properties we send.
Step 3: Build an action
Once you're satisfied that Zapier is catching the messages sent from Applied, hit 'Continue' and you're ready to begin building out the resultant action(s).
The steps you take from this point will be dependant on the system you want to connect to or action you wish to take, and is where you will need to use your technical know-how to join the dots.
(Note: this is because BambooHR have built authenticated actions in Zapier, where other HRISs have not)
If you run into difficulty with the steps above, please don't hesitate to reach out to firstname.lastname@example.org, and our team will endeavour to help you troubleshoot.