Step-by-Step Guide: Automating Candidate Application Data from Forms to Keap with Make.com
In today’s fast-paced recruitment landscape, efficiency is paramount. Manually transferring candidate application data from online forms into your CRM system like Keap can be a time-consuming, error-prone process. This guide provides a detailed, step-by-step approach to automate this workflow using Make.com (formerly Integromat), ensuring seamless data flow, reducing administrative burden, and allowing your recruitment team to focus on what matters most: connecting with top talent. By following these instructions, you’ll establish a robust automation that captures applicant information directly into Keap, streamlining your hiring process and enhancing data accuracy.
Step 1: Define Your Data Points and Form Setup
Before diving into Make.com, clearly outline all the data points you need to collect from candidate applications. This includes basic contact information (name, email, phone), resume links, cover letter details, desired role, availability, and any custom fields relevant to your recruitment process. Once defined, configure your online form (e.g., Typeform, Jotform, Google Forms, Wufoo) to capture these specific fields. Ensure field names are descriptive and consistent, as this will simplify mapping in Make.com. A well-structured form is the foundation of a successful automation, preventing data inconsistencies and ensuring all necessary information is gathered efficiently from the outset.
Step 2: Initiate Your Make.com Scenario with a Webhook
Log in to your Make.com account and create a new scenario. The first module in your scenario should be a “Webhooks” module, specifically the “Custom webhook” trigger. This module will provide a unique URL. Copy this URL, as it will be the endpoint where your online form sends its submission data. Go back to your form builder and configure it to send data to this Make.com webhook URL upon submission. Most form builders have a “Webhooks” or “Integrations” section where you can paste this URL. Send a test submission from your form to ensure the webhook receives the data correctly and populates the data structure in Make.com for mapping.
Step 3: Map Incoming Form Data to Keap Fields
After successfully sending a test submission via the webhook, Make.com will display the received data structure. Now, add a Keap module to your scenario. The specific action will likely be “Create a Contact” or “Update a Contact,” depending on your workflow (e.g., checking for existing contacts first). Begin mapping the fields from your webhook data to the corresponding fields in the Keap module. For instance, map the form’s “Email” field to Keap’s “Email” field, “Full Name” to “First Name” and “Last Name” (using text parsers if needed), and so on. Pay close attention to data types and ensure proper transformation for complex fields like dates or multi-select options.
Step 4: Handle Attachments and Custom Fields (If Applicable)
Candidate applications often include attachments like resumes or portfolios. If your form supports file uploads, Make.com can handle these. You’ll likely need an additional module (e.g., HTTP, Google Drive, Dropbox) to download the file from the form’s hosted URL and then upload it to a cloud storage service, generating a shareable link. This link can then be added to a custom field or a note in Keap. Similarly, for Keap’s custom fields, ensure they are pre-defined in your Keap account, and then map the corresponding form data directly to these custom fields within your Make.com Keap module. This ensures all relevant information, including supporting documents, is consolidated in Keap.
Step 5: Add Notes, Tags, or Initiate Follow-Up Actions in Keap
Beyond creating or updating a contact, you can leverage Make.com to enrich the candidate’s record in Keap further. Add additional Keap modules to your scenario to perform actions like adding a descriptive note about the application source or specific details from the form. Crucially, apply relevant tags (e.g., “New Applicant – [Job Title]”, “Application Received”) to segment candidates and trigger automated follow-up sequences within Keap. This step is vital for automating the initial communication and categorization, ensuring no applicant falls through the cracks and your team has immediate visibility into the application status. This can also include triggering internal notifications.
Step 6: Test Thoroughly and Activate Your Scenario
Before activating your scenario, perform extensive testing with various form submissions, including edge cases like missing fields or different attachment types. Use Make.com’s run history and debugging tools to identify and resolve any issues. Verify that contacts are created/updated correctly in Keap, all mapped data points appear accurately, and tags/notes are applied as intended. Once you’re confident in its functionality, enable the scenario. Regularly monitor its operation in Make.com to ensure continuous, seamless data flow. This diligent testing phase is critical to prevent data discrepancies and ensure the automation reliably serves your recruitment needs.
Step 7: Ongoing Optimization and Maintenance
Automation is an iterative process. As your recruitment needs evolve, so too might your forms or Keap processes. Regularly review your Make.com scenario to ensure it remains aligned with your current workflows. If you add new fields to your form or new custom fields in Keap, remember to update your Make.com mapping accordingly. Monitor for any failed runs in Make.com’s history and address them promptly. Consider setting up alerts for scenario errors. Proactive maintenance ensures your automated data transfer remains efficient, accurate, and continues to save valuable time for your recruitment team, adapting to new requirements effortlessly.
If you would like to read more, we recommend this article: The Automated Recruiter’s Ultimate Guide to Supercharging Keap with Make.com
