Zapier connects ExactHire to thousands of other apps without code. You build a Zap: when something happens in one app (the trigger), Zapier does something in another (the action). For example, you can post to a team chat when an application reaches Interview, add applicants to ExactHire from a form tool, or keep a spreadsheet of new jobs.
Setting it up has two parts:
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Install Zapier for your organization. An administrator does this once in ExactHire. It allows connections; it does not connect anything by itself.
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Connect your Zapier account. Each person who wants Zaps connects their own account, inside Zapier. Their Zaps then act as them, with their ExactHire permissions.
Before you start
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You need a Zapier account. Your Zapier plan decides how many Zaps you can run and how many steps each can have.
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Installing Zapier needs the Manage Integrations permission in ExactHire. Administrators have it by default, and it can be added to other roles.
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Connecting needs no special permission. Once Zapier is installed, anyone can connect their own Zapier account, and Zapier is offered only what that person can already do in ExactHire.
Part 1: Install Zapier (administrator, once)
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Go to Settings, then Integrations, and open the Zapier card.
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Click Install. The message "Zapier installed." appears and the status changes to Active.
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The setup panel shows Finish setting up in Zapier, with your organization's ExactHire web address in a box with a copy button. Zapier asks for that address in Part 2.
Installing is the on/off switch for your whole organization. Uninstalling stops every person's Zaps from reaching ExactHire straight away.
Part 2: Connect your Zapier account (each person)
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Sign in to Zapier, or create an account.
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Create a Zap and choose ExactHire as the app for a trigger or an action.
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When Zapier asks you to connect an ExactHire account, enter your ExactHire web address. This is the address in your browser when you are signed in to ExactHire, for example
yourcompany.admin.exacthire.com. An administrator can copy it from the Zapier setup panel in Part 1. Paste the whole address; typing only the first part, before the first dot, also works. -
An ExactHire window opens. Sign in if you are not already, review what Zapier is asking for, and click Allow access.
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You are returned to Zapier with your account connected.
The ExactHire window uses whoever is signed in to ExactHire in that browser, so connect while signed in as yourself. To refresh a connection, use Reconnect on your existing connection in Zapier rather than adding a new one: a second connection for the same person replaces the first, and Zaps still using the first stop working.
Anything you cannot do in ExactHire is listed as Not included on the ExactHire screen. That is expected: Zapier can never do more than the person who connected it.
What Zapier can do with ExactHire
|
Type |
Available |
|---|---|
|
Triggers (start a Zap) |
New Application; Application Stage Changed; Application Archived; Application Unarchived; Application Disqualified; Application Reinstated; Application Note Added; Job Created (includes drafts); Job Status Changed |
|
Actions (Zapier does it in ExactHire) |
Add Application (adds an applicant to a job, and can send the thank-you email); Send Thank-You Email; Add Note to Application; Change Application Stage; Archive Application; Unarchive Application; Copy Application to Another Job |
|
Searches |
Find Application; Find Job |
What to expect
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Zaps act as the person who connected. A note added by a Zap appears under that person's name, and the activity history records the change as theirs.
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Zaps see only what that person can see. Location and other access restrictions apply, and a trigger does not fire for a record the person cannot see.
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Note triggers skip private notes. Application Note Added does not fire for private notes, and it does not include the note's text.
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No contact details in triggers. Trigger data includes the application, its stage, the applicant's name, the job and a link to the record in ExactHire, but not the applicant's email address or phone number.
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Triggers can take a few minutes. ExactHire sends activity to Zapier about every 5 minutes, so a Zap can start up to about 5 minutes after the change, plus Zapier's own processing time.
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Per-minute limits. Each connection can make up to 60 application changes and send up to 30 applicant emails per minute. These protect against a Zap running in a loop.
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Avoiding duplicate applications. The Add Application action accepts a unique ID from the trigger, such as a form submission's ID. If Zapier retries the same step, ExactHire recognizes the ID and does not add the applicant twice.
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Thank-you emails follow your organization's own setting for applicants added by hand.
Disconnecting
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Everyone at once: an administrator uninstalls Zapier in Settings, Integrations. All Zaps stop reaching ExactHire straight away.
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One person: an administrator opens the Zapier card, then Connections, and clicks Disconnect next to that person.
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Deleting the connection inside Zapier does not disconnect it in ExactHire. Disconnect it in ExactHire as well.
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A connection also stops working if the person is deactivated or leaves the organization.
After you reconnect, turn each Zap off and on. Reconnecting in Zapier keeps your Zaps but does not restart their triggers. Until you turn a Zap off and on again, it stays quiet even though the connection looks healthy. If your permissions change after you connect, reconnect so the connection matches what you can now do.
Troubleshooting
|
What you see |
Likely cause |
What to do |
|---|---|---|
|
No Zapier card under Settings, Integrations |
Integrations are not turned on for your organization |
Contact ExactHire Support |
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No Integrations option under Settings |
You do not have the Manage Integrations permission |
Ask an administrator to install Zapier, or to add the permission to your role |
|
After signing in, Zapier shows the connection was refused |
Zapier is not installed for your organization |
An administrator installs Zapier (Part 1), then connect again |
|
The ExactHire window does not load, or shows the wrong company |
The web address entered in Zapier is wrong |
Copy the address from the Zapier setup panel and connect again |
|
Some permissions are listed as Not included |
You do not have those permissions in ExactHire |
Expected. If you need them, have an administrator change your role, then reconnect |
|
A Zap stopped working |
Zapier was uninstalled, or the connection was disconnected, or the person was deactivated, left, or lost permissions |
Check the Zapier card's status and Connections, and reconnect if needed. Then turn each Zap off and on |
|
A trigger did not fire for one application |
The connected person cannot see that application, or it changed less than about 5 minutes ago |
Check the person's access to the application, and wait a few minutes |
|
An action fails with a limit message |
The per-minute limit was reached |
Usually a Zap running in a loop; check the Zap. If the volume is genuine, contact ExactHire Support |
Developers building their own integration can find endpoint details in the ExactHire Integration API Reference.