9 Must-Have Make.com Scenarios to Transform Your Keap-Powered HR Department
In today’s fast-paced business environment, Human Resources departments face immense pressure to optimize efficiency, enhance candidate and employee experiences, and reduce administrative burdens. The challenge often lies in integrating disparate systems and automating complex workflows without massive custom development. This is where the powerful combination of Keap, a robust CRM and marketing automation platform, and Make.com (formerly Integromat), a versatile integration platform, becomes a game-changer. While Keap excels at managing contacts, communications, and sales pipelines, Make.com provides the bridge to connect Keap with virtually any other application, creating seamless, intelligent HR processes.
For HR and recruiting professionals, the prospect of automating repetitive tasks isn’t just about saving time; it’s about shifting focus from administrative drudgery to strategic initiatives. Imagine a world where onboarding sequences trigger automatically, interview schedules self-organize, and vital employee data flows effortlessly between systems. This isn’t a futuristic dream; it’s an achievable reality with Make.com and Keap. This article will delve into nine essential Make.com scenarios that can revolutionize your HR department, offering practical, actionable insights for greater productivity, improved employee satisfaction, and a truly streamlined operation. By leveraging these integrations, you can transform your HR department from a cost center into a strategic partner, fostering growth and efficiency across your entire organization.
1. Automated Candidate Onboarding Workflow from Offer Acceptance
The onboarding process is critical for new hire success and retention, yet it’s often a tangled web of manual tasks, paperwork, and fragmented communication. Make.com can dramatically streamline this. When a candidate accepts an offer (perhaps by signing a document via DocuSign or PandaDoc, which then triggers a webhook), Make.com can detect this event. It can then automatically update the candidate’s contact record in Keap, changing their status to “Hired.” Simultaneously, Make.com can initiate a multi-step onboarding sequence within Keap, sending welcome emails, sharing pre-boarding resources, and assigning automated tasks to the hiring manager and HR team. Beyond Keap, Make.com can create a new employee profile in your HRIS (e.g., BambooHR, Gusto), generate initial login credentials for internal systems (e.g., Slack, Google Workspace), and even trigger a notification to the IT department to prepare equipment. This holistic automation ensures a consistent, positive onboarding experience, reduces the chances of missed steps, and frees HR from tedious manual follow-ups, allowing them to focus on personalized support.
2. Streamlined Interview Scheduling & Confirmation
Coordinating interviews is notoriously time-consuming, involving multiple stakeholders, calendar checks, and constant back-and-forth communication. Make.com can completely automate this. When a candidate’s status in Keap changes to “Interview Scheduled” or they are added to a specific tag (e.g., “Interview Stage 1”), Make.com can trigger an action. This action can integrate with a scheduling tool like Calendly or Acuity Scheduling, generating a unique booking link for the candidate. This link is then automatically sent to the candidate via a Keap email or SMS. Once the candidate books a time, Make.com detects the booking, updates the Keap contact record with the interview date/time, and adds the event to the interviewer’s calendar (Google Calendar, Outlook Calendar). Furthermore, it can send automated reminders to both the candidate and the interviewer prior to the meeting, reducing no-shows. For post-interview follow-up, Make.com can trigger internal feedback forms for interviewers based on the scheduled event, ensuring timely collection of valuable insights directly linked to the candidate’s Keap record.
3. Automated Reference Checking Process
Collecting references is a vital, but often cumbersome, part of the hiring process. Make.com can transform this into a seamless, automated workflow. When a candidate reaches the “Reference Check” stage in Keap, Make.com can be configured to send an email or SMS to the candidate, prompting them to submit reference contact details via a form (e.g., Google Forms, Typeform, or a custom Keap form). Once the candidate submits the form, Make.com extracts the reference information. For each reference provided, it can then automatically send a personalized email to the referee with a link to a digital reference questionnaire (e.g., a survey built in Google Forms, SurveyMonkey, or even a specialized reference check tool). As references complete the questionnaire, Make.com captures the responses, organizes them, and can even summarize key findings. It can then attach the completed reference reports to the candidate’s Keap contact record or push the data into a dedicated HR system, ensuring all crucial information is centralized and easily accessible for hiring managers, significantly speeding up the vetting process.
4. Enhanced Employee Feedback Collection & Actioning
Regular employee feedback is essential for fostering a positive work environment and driving continuous improvement. Make.com empowers HR to automate and action this process. For instance, you can set up scenarios to send automated pulse surveys via Keap at specific intervals (e.g., monthly, quarterly, or triggered by lifecycle events like a “90-day review”). Make.com can integrate with survey platforms like SurveyMonkey or Typeform. When an employee completes a survey, Make.com captures the responses. If certain feedback thresholds are met (e.g., a low eNPS score, specific negative keywords), Make.com can trigger immediate alerts to relevant HR personnel via Slack, email, or a task in a project management tool like Asana or Trello. Furthermore, it can update the employee’s Keap record or a central HR dashboard with key metrics, helping HR proactively address concerns. This automation ensures feedback is systematically collected, analyzed, and most importantly, acted upon, demonstrating to employees that their voices are heard and valued.
5. Automated Training & Development Assignment
Ensuring employees have the right skills and development opportunities is crucial for growth and retention. Make.com can automate the assignment and tracking of training initiatives. Based on an employee’s role, department, performance review outcomes, or specific tags in Keap, Make.com can automatically enroll them in relevant online courses or learning modules. For example, if a Keap contact’s “Job Role” field is updated to “Sales Manager,” Make.com can trigger an enrollment in a “Leadership Training” course within your Learning Management System (LMS) like Thinkific or Teachable. It can then send a personalized email from Keap notifying the employee and their manager. Beyond initial enrollment, Make.com can track course completion (if your LMS supports webhooks) and update the employee’s Keap record. If a course isn’t completed by a deadline, Make.com can send automated reminders. This ensures that training assignments are timely, relevant, and consistently managed, fostering continuous professional development across the organization without manual oversight.
6. Seamless Applicant Tracking System (ATS) Integration
While Keap isn’t a full-fledged ATS, it can be powerfully extended by Make.com to integrate with dedicated ATS platforms or to manage early-stage applicant data. Imagine new job applications pouring in from various job boards (e.g., Indeed, LinkedIn, company careers page forms). Make.com can act as the central hub. It can capture these new applicant details from your ATS (e.g., Greenhouse, Workable) via webhooks or API calls. For each new applicant, Make.com can automatically create or update a contact record in Keap, populating fields like name, contact info, applied position, and current status. This allows HR to leverage Keap’s robust communication tools for initial candidate outreach, auto-responders, and personalized follow-ups based on the application stage. Furthermore, Keap’s segmentation capabilities allow HR to easily filter candidates based on roles, skills, or application status for targeted communications, ensuring no applicant falls through the cracks and improving the candidate experience from the very first touchpoint.
7. Performance Review Cycle Automation
Managing performance review cycles can be a logistical nightmare, especially in larger organizations. Make.com can automate key stages, ensuring timeliness and consistency. Keap can serve as the central repository for employee data. Make.com can be triggered to initiate a review cycle based on a specific date (e.g., quarterly, annually) or an employee’s hire date anniversary. It can then automatically send personalized emails from Keap to employees and managers, prompting them to complete self-assessments and manager reviews, linking to your performance management system (e.g., Culture Amp, custom forms). Make.com can monitor completion status and send automated reminders to those who haven’t submitted their reviews by a deadline. Once reviews are submitted, Make.com can pull the completed reviews and attach them to the employee’s Keap contact record or push key metrics into a central HR dashboard for analysis. This automation reduces manual tracking, ensures all reviews are completed on time, and centralizes performance data for easy access and analysis.
8. Automated HR Document Generation & Management
Generating standard HR documents like offer letters, employment contracts, and non-disclosure agreements is a frequent but time-consuming task. Make.com can automate this by pulling data directly from Keap. When a candidate’s status changes to “Offer Extended” in Keap, Make.com can be triggered. It can then take relevant data (e.g., candidate name, address, job title, salary, start date) from the Keap contact record and dynamically populate a document template in a tool like Google Docs, Microsoft Word (via integrations like Google Drive, OneDrive), or dedicated document generation software (e.g., PandaDoc, DocuSign Gen). Once generated, Make.com can automatically send the document for e-signature via platforms like DocuSign or Adobe Sign. Upon signature, Make.com can save the signed document to a cloud storage solution (e.g., Google Drive, Dropbox) and attach a link or the document itself to the Keap contact record. This ensures accuracy, speeds up the hiring process, and creates a seamless, paperless document management system for HR.
9. Payroll Data Sync & Updates
Ensuring accurate and up-to-date employee data flows from HR systems to payroll is critical but often manual and prone to errors. Make.com can bridge this gap by automating data synchronization between Keap and your payroll system. For instance, when a new employee’s status in Keap changes to “Active Employee,” or when an existing employee’s salary, role, or contact information is updated within Keap or your HRIS (which then syncs to Keap), Make.com can detect these changes. It can then automatically push this updated employee data (e.g., name, address, pay rate, hire date, tax information) to your payroll provider (e.g., Gusto, QuickBooks Payroll, ADP) via their API. Similarly, if an employee’s employment status changes to “Terminated” in Keap, Make.com can trigger the necessary steps in the payroll system to initiate final payments or remove them from active payroll. This automation drastically reduces manual data entry errors, ensures payroll accuracy, and frees up HR time, while maintaining data consistency across all critical HR and financial systems.
The synergy between Keap and Make.com offers an unparalleled opportunity for HR departments to move beyond manual processes and embrace true automation. By implementing these nine scenarios, HR and recruiting professionals can significantly boost efficiency, enhance candidate and employee experiences, ensure data accuracy, and free up valuable time to focus on strategic initiatives that truly impact the organization’s success. Embrace these integrations, and watch your HR department transform into a powerhouse of productivity and employee satisfaction.
If you would like to read more, we recommend this article: The Automated Recruiter’s Ultimate Guide to Supercharging Keap with Make.com
