How to Connect Keap to Google Sheets via Make.com for Automated Recruitment Data Logging
In the competitive world of recruitment, efficiency and data accuracy are paramount. Manually transferring candidate information from your CRM, like Keap, to a data repository like Google Sheets is time-consuming and prone to errors. This guide will walk you through setting up an automated workflow using Make.com (formerly Integromat) to seamlessly log recruitment data from Keap directly into Google Sheets, ensuring real-time insights and a streamlined process.
Step 1: Define Your Integration Goals & Prepare Accounts
Before diving into Make.com, clearly define what data you need to transfer from Keap to Google Sheets. For recruitment, this might include candidate name, contact details, application date, status updates, interview notes, and even specific custom fields from your Keap contact records or opportunities. Ensure you have active accounts for Keap, Google Sheets, and Make.com, and that you have administrator access or appropriate permissions within Keap to create automation rules or webhooks. In Google Sheets, create a new spreadsheet and label the first row with column headers that precisely match the data points you intend to capture from Keap, maintaining consistency for accurate mapping.
Step 2: Initiate Your Make.com Scenario
Log in to your Make.com account and click on “Create a new scenario.” Make.com scenarios are essentially automated workflows that connect different applications. Your first module will be the “trigger” – the event that starts the entire process. In this case, since we want to capture data from Keap as it happens, you’ll search for and select “Keap” (formerly Infusionsoft) as your first application. Choose a suitable trigger event, such as “Watch New Contact” if you’re logging new candidates, or “Watch New Opportunity” if you’re tracking application stages. Connect your Keap account to Make.com by following the on-screen prompts, which will typically involve providing your Keap API key or authenticating through OAuth.
Step 3: Configure the Keap Webhook Trigger
Once you’ve selected your Keap trigger, Make.com will provide a webhook URL. This URL is crucial; it’s the bridge between Keap and Make.com. Copy this URL and navigate to your Keap account. You’ll need to set up an automation (e.g., using the Automation Builder or a Campaign Builder sequence) that “sends an HTTP POST” request to this specific Make.com webhook URL whenever your defined trigger event occurs (e.g., a new contact is added, or an opportunity status changes). Ensure the Keap automation is configured to send all relevant contact or opportunity fields as part of the POST request body. This ensures that Make.com receives all the necessary data for logging.
Step 4: Map Keap Data to Google Sheets
Now, add your second module in the Make.com scenario: Google Sheets. Search for and select “Google Sheets” and choose an action like “Add a Row” or “Update a Row,” depending on whether you’re adding new records or modifying existing ones. Connect your Google Sheets account to Make.com and select the specific spreadsheet and worksheet you prepared in Step 1. Make.com will then display the column headers from your Google Sheet. This is where you “map” the data: drag and drop or select the corresponding Keap data fields (which Make.com received via the webhook) into the appropriate Google Sheet columns. For example, map the Keap “First Name” field to your Google Sheet’s “Candidate First Name” column.
Step 5: Test, Refine, and Activate Your Scenario
With both Keap and Google Sheets modules configured and mapped, it’s time to test your scenario. In Make.com, you can run the scenario once manually or wait for a trigger event in Keap. Initiate the defined action in Keap (e.g., add a new contact or change an opportunity stage) and then check your Google Sheet. Verify that the data has been accurately transferred and populated in the correct columns. If there are errors or missing data, review your Keap automation settings and the Make.com mapping. Make necessary adjustments, retest, and repeat until the data flows perfectly. Once satisfied, save your Make.com scenario and turn it “ON” to activate the automated logging.
Step 6: Monitor and Maintain Your Automated Workflow
Even after activation, it’s good practice to periodically monitor your Make.com scenario’s execution history to ensure it’s running smoothly. Make.com provides logs that show successful operations and any errors that might occur. Set up email alerts within Make.com for failed scenarios so you can address issues promptly. As your recruitment process or Keap data structure evolves, you may need to revisit and update your Make.com scenario (e.g., add new fields, change mapping). Regularly maintaining your automated workflow ensures consistent, accurate data logging and maximizes the efficiency gains from this powerful integration, freeing up your recruitment team for more strategic tasks.
If you would like to read more, we recommend this article: The Automated Recruiter’s Ultimate Guide to Supercharging Keap with Make.com