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Busy at work: How JobAdder + Zapier help recruiters automate their hiring

Finding a way to make life easier is on everyone’s mind. Figuring out a quicker and more efficient method of finishing set tasks and duties is something many of us struggle to grasp and discover. How can you make your life more convenient when you’re busy at work and at home?

Easier methods of getting your job done and utilising time-saving tools are excellent to have, whether it’s jumping the queue by ordering ahead of time or catching the express to save yourself an extra 20-minute commute. By being efficient without having to put in extra effort or time is extremely useful in your everyday work life. Recruiters are busy at work, but with Zapier, it won’t be as difficult.

What is Zapier?

Zapier is an integration platform and tool that lets you connect your favourite web apps to each other, and move information between them automatically, saving you hours of manual data entry. Fundamentally, it’s easy automation for busy people, so you can focus on your most important work.

You can connect to any of Zapier’s 1,500+ integrated apps together to make your own automation. Integrated applications include Xero, QuickBooks, Slack, Hubspot, Office 365, Gmail, Google Docs, Google Calendar, Trello, LinkedIn and hundreds more.

According to Zapier’s Partner Manager Sophia Sithole, “a recent survey of Zapier customers found that 83% of people use three or more apps at work every day.” Companies that are looking to become more data-driven can be supported by Zapier, where it “eliminates manual, repetitive and time-consuming tasks, like moving data between these apps. For example, recruiters can use Zapier to automate the candidate selection process — freeing up time for strategic work, like analysing and connecting with candidates,” Sophia added.

Here’s a quick video on what Zapier is.

When comparing the competitors of automation it’s a toss between IFTTT and Zapier. Which one comes on top? Both have earned their spot for being excellent forms of automation software. But which should you be using to save that extra bit of time to be focusing on more important tasks?

Here are the basics:

Automation should be about simplifying the process, and with Zapier it may be harder to master, but you can do a lot more with it, in comparison to IFTTT.

Zapier is more customisable then IFTTT and gives you access to all 1500+ integrated apps. IFTTT limits itself to two steps, whereas Zapier supports multi-step zaps. A downside is that Zapier isn’t free, but does have a free plan that offers you five zaps and two-step zaps. All paid plans offer free trials with the most expensive targeted towards teams and companies.

Overall, Zapier allows greater customisation and specialisation with automating your processes, whilst IFTTT is easier to work with and break into. In short, you could see it as a business user vs. casual user.

What’s more, Zapier is quick and easy to set up once you know the basics. You don’t need to be a developer to work Zapier; anyone can make a Zap!

Here’s a short video of how Zapier and IFTTT compare.

What is a Zap?

A Zap is a blueprint for a workflow you want to do over and over automatically. A Zap is a specific link between two services you’ve connected on Zapier, it essentially performs an automated workflow between your apps for you.

For example, you may have a Zap that saves your Gmail attachments to Dropbox, and then another Zap that saves emails that you star in Gmail to a text file. Zaps are created and consist of at least two parts: a Trigger and one or more Actions. The Zap is then tested, and finally, the Zap is turned on.

A Trigger is an event that starts a Zap. For example, if you want to automate sending a text message each time you receive an email, the “new email in inbox” is the Trigger.

An Action is an event a Zap performs. For example, if you want to send an SMS each time you receive an email, “send text message” is the Action.
How does Zapier work?

With Zapier, your integrations are set up via Zaps which perform your automation for you. This automation is achieved by mixing a Trigger with Actions that are available on your selected apps.

For example, you could make a Zap that would automatically save responses from a Typeform document to a new row on a Google Sheet for you.

The great thing about Zapier is that you’re not limited to one action. If you choose to try Zapier whether it’s on a free trial or on any paid plan, you can add as many actions as you like. This means that you could automatically save responses from your Typeform entry to your Google Sheet, and then automatically send an email to the candidate and so on.

When you’re setting up your Zap, you can pick what data you want to send from one app to the other – flexibility at its finest.

Once your Zap is set up, Zapier does the hard work for you. Zapier will regularly check your Trigger apps for new data, or sometimes you could send new data to them, and then Zapier will automatically run your actions. Goodbye to moving data manually, Zapier does it all for you.

With Zapier, you no longer have to waste your time doing repetitive tasks. Zapier is there doing those tasks in the background for you, so you can do more important work, like speaking to candidates.

Zapier for recruiting

Automate your recruitment workflow through Zapier’s pre-built zaps, which can ease the flow of your time-consuming recruitment tasks. These apps can help with your Calendar Scheduling, Call Tracking, Contacts, CRM, Emailing, Management tools, Human Resource tools, quite frankly, Zapier can do a lot.

In the words of our API Support Specialist Nathan O’Brien, “what do you want it to do?” There are endless opportunities to use these apps in recruitment. Iain MacGibbon, Managing Director at New Zealand firm Farrow Jamieson has pointed out a couple of ways Zapier has improved their recruitment workflow. He discovered that when setting the Zap for New Placements, “notifications are sent to accounts and to myself, with details on the placement and a link so accounts can view the placement in JobAdder, and then create the invoice with the integrated app of Xero.”

Ian also set up an instance of a New Job alert using a Zap. “If certain fields have not been completed in JobAdder when a new job is created, then the consultant receives an email congratulating them on the new job and asks them to fill in the blank fields. If they fill in the fields they don’t get the email – so a reward for good work!”

Furthermore, Jimmy Bosmans, Managing Partner at Gorilla Jobs commented on how “Zapier has allowed us to deeply integrate our Hubspot with our JobAdder account. Our deal stages, candidates, contacts and sources are in sync in both systems, which allows us for advanced reporting out of a marketing perspective. Further on we are now automating our invoicing process between JobAdder and Xero – saving us valuable time.”

Most popular Zapier recruitment workflows

Here are three videos that will show you how Zapier automates workflows and creates Zaps through JobAdder.

Recruitment Zaps

Apart from the above-mentioned examples of Slack, Xero and Google Calendar, what other automated zaps could you set up?

Here are five key examples of how you could automate your recruitment workflow.

       

1.HubSpot CRM

HubSpot CRM automatically logs emails with your candidates and helps teams navigate and chart opportunities by tracking email conversations, contacts, companies, placements, and tasks.

Use Zapier to add new HubSpot CRM contacts to your email platform, invite candidates to interviews, back up your candidates in an online spreadsheet, or find other creative ways to streamline your pipeline management.

 

       

2. Buffer

Buffer manages your social media marketing together with Buffer’s tools to schedule posts, analyse performance, and publish to a half-dozen social networks from one app.

Reach your candidates and automate your Twitter, Facebook, LinkedIn, Instagram, and Pinterest posts. Schedule posts in advance and create optimised posting schedules, then view engagement and activity analytics.

       

3. Hunter

An easy tool to find and verify professional email addresses. Locate and count how many email addresses you have for a domain or a company, and check if a given email address is deliverable and has been found on the Internet.

If you lost a candidate’s information, you can always automate Hunter to search and find their email and information. Hunter also generates the most likely email address from a domain name or a company name, a first name and a last name.

       

4. Trello

A team collaboration tool that lets you organise anything and everything to keep your candidates and projects on task. List your jobs and ideas on cards and organise these cards into lists and boards.

Share entire boards with your team and assign specific cards to teammates. A perfect time saver, instead of sending out emails. Everyone can add comments directly to a card, meaning that communication stays connected to that task. Trello even lets you tag people to make sure they get a notification.

       

5. Zoom

Unified through cloud video conferencing, Zoom provides simple online meetings, group messaging, and a software-based conference room solution into one easy-to-use platform.

Automate and create meetings with candidates, and automate your emails through Zoom to inform candidates on time, date and any further information that regards the meeting.

The future is Zapier

According to Sophia, “while Zapier’s main focus will always be to deliver an automation solution for small businesses and individuals,” future developments and solutions for Zapier are in the pipeline as “many of our mid-market customers have reached out to us wanting an all-company solution. We’re working on something to suit their unique needs, which we’ll launch later this year.”

She added that the time, money and resources that could be saved by partnering with Zapier are significant. “Traditionally, partnerships are a long-tail process and typically done on a one-to-one basis. We take the traditional model and flip it on its head,” she explained. 

Zapier not only allows you to tap into their API and access their 1500+ apps, but they’re “adding new apps to the directory on a daily basis, so you’re always covered and growing if you’re integrated with Zapier,” Sophia said.

Keeping data safe and secure is a top priority for Zapier, which is why they take many steps to ensure private information and account credentials are safe, including encryption and requiring two-factor authentication.

Zapier won’t sell personal information to a third party, as primarily, they use personal data to run Zapier. They may use personal data to provide their users with predictions about other services they might be interested in on the platform.

With a 7-day availability, Zapier’s Support typically replies within a day. They don’t currently offer phone support but can help their users via email. With help documents and guides available to access via their site, Zapier users can learn everything there is to know about Zapier and more. Time to get Zapping!

 

Bianca Compagnoni

Bianca Compagnoni

Communications graduate Bianca Compagnoni is the newly appointed Content Writer at JobAdder, writing all things recruitment. She greets her teammates every day with a snort and has just started her journey on becoming a writer and recruitment software connoisseur. When she's not writing content for JobAdder, Bianca is listening to South American music, eating food whenever she can, dreaming of her next travel adventure and playing with her poodle.