Syncing HRIS and ATS Data: A Make.com Filtering and Mapping Blueprint

In the evolving landscape of modern talent acquisition and human resources, the efficiency of data flow between systems is not just a convenience—it’s a strategic imperative. Organizations often grapple with the siloed nature of their Human Resources Information Systems (HRIS) and Applicant Tracking Systems (ATS). While both are critical for managing the employee lifecycle, their disconnected data streams can lead to inefficiencies, duplicate efforts, and a fragmented view of talent, impacting everything from onboarding to strategic workforce planning.

The Challenge of Disconnected Systems

The journey of a candidate, from initial application in the ATS to becoming an employee managed within the HRIS, is fraught with potential data transfer pitfalls. Manual data entry, a common stop-gap measure, is notorious for introducing errors, consuming valuable HR time, and delaying critical processes like payroll setup or benefits enrollment. Furthermore, the absence of real-time synchronization means that the HRIS might lack the most current candidate status, or the ATS might not reflect vital employee data post-hire, creating a disjointed experience for both HR professionals and new hires.

Beyond Simple Syncing: The Need for Intelligence

Simply “moving” data from one system to another isn’t enough. A successful integration must be intelligent, capable of handling nuances, exceptions, and variations in data structure. A raw, unfiltered transfer can lead to a deluge of irrelevant information in the receiving system, or worse, overwrite critical data. This is where the concepts of filtering and mapping become indispensable, transforming a mere data pipe into a sophisticated data processing channel.

Make.com as the Integration Backbone

Enter Make.com (formerly Integromat), a powerful visual integration platform that empowers organizations to automate complex workflows between virtually any cloud application. For HRIS and ATS integration, Make.com provides a flexible and robust environment to design sophisticated data blueprints that go far beyond simple push-pull operations. Its intuitive drag-and-drop interface allows users to construct intricate scenarios that can listen for events in one system, process the data, and then transfer it to another, all while applying crucial transformation logic.

Filtering: Refining the Data Stream

Filtering in a Make.com scenario acts as a gatekeeper, allowing only the most relevant data to proceed. In the context of HRIS and ATS synchronization, this is crucial for preventing the transfer of unnecessary or premature information. For example, you might only want to transfer candidate data from the ATS to the HRIS once their status changes to “Offer Accepted” or “Hired.” Before this point, the data is typically irrelevant to the HRIS. Make.com’s filter modules allow you to set specific conditions based on any data field—whether it’s an application status, a specific department, or a hiring manager’s approval. This ensures that your HRIS remains clean and uncluttered, receiving only actionable data for new hires, not every applicant who enters the ATS.

Mapping: Translating Data for Different Languages

Even when data is filtered, a significant challenge remains: different systems often use different terminologies or data structures for the same information. An ATS might refer to a candidate’s unique identifier as “ApplicantID,” while the HRIS might call it “EmployeeNumber” or “PersonnelCode.” Similarly, a “Job Title” field in the ATS might need to be mapped to “Position” in the HRIS, or a “Date of Birth” format might differ (MM/DD/YYYY vs. YYYY-MM-DD). Make.com’s mapping capabilities address this directly. Within a scenario, you can visually connect fields from the source system to the corresponding fields in the target system. More advanced mapping involves using Make.com’s powerful functions to transform data—for instance, concatenating first and last names, reformatting dates, or converting text values (e.g., mapping “Full Time” from ATS to “FT Employee” in HRIS). This ensures that data is not only transferred but also understood and correctly processed by the receiving system, minimizing manual adjustments post-integration.

A Blueprint for Seamless Integration

A typical Make.com blueprint for HRIS and ATS integration might involve a series of modules: a “Watch New Applicants” module in the ATS, followed by a filter that checks for a specific status. If the condition is met, a series of mapping modules would then transform the relevant candidate data (name, contact info, job details, compensation, start date) into the format required by the HRIS. Finally, an “Create Employee Record” module in the HRIS would ingest this meticulously prepared data, creating a new employee profile seamlessly. This automated flow mitigates the risks associated with manual data entry, reduces processing times, and ensures data consistency across the organization.

The strategic value of such an integration cannot be overstated. By leveraging Make.com’s filtering and mapping capabilities, organizations can transcend the limitations of disparate systems, building a cohesive and accurate data ecosystem. This not only empowers HR and recruiting teams to operate with greater efficiency but also provides a unified, accurate foundation for strategic decision-making, ultimately enhancing the overall employee experience and organizational agility.

If you would like to read more, we recommend this article: The Automated Recruiter’s Edge: Clean Data Workflows with Make Filtering & Mapping