How to Seamlessly Integrate Keap CRM with Popular ATS (Workable, Greenhouse)

Integrating your Keap CRM with Applicant Tracking Systems (ATS) like Workable or Greenhouse is no longer a luxury; it’s a strategic imperative for modern recruitment. This powerful synergy transforms disjointed candidate data into a streamlined, automated workflow, reducing manual entry errors, accelerating the hiring process, and ensuring a single source of truth for all candidate interactions. For HR leaders and recruitment directors, this means freeing up valuable time from administrative tasks to focus on strategic talent acquisition. This guide provides a practical, step-by-step approach to establishing a robust and efficient integration between Keap and your chosen ATS, ensuring your recruitment operations are as automated and intelligent as possible.

Step 1: Define Your Integration Objectives and Data Flow

Before diving into technical configurations, clearly articulate *why* you are integrating Keap with your ATS and what specific outcomes you aim to achieve. Are you looking to automatically sync new applicants from the ATS to Keap? Do you want candidate status updates in the ATS to trigger follow-up campaigns in Keap? Or perhaps ensure that once a candidate is hired in the ATS, their record is moved to a “Client” or “Employee” segment in Keap for onboarding and nurturing? Outline the specific data points you need to transfer (e.g., candidate name, contact info, application source, stage in hiring pipeline) and the direction of the data flow (unidirectional from ATS to Keap, or bidirectional). This foundational step ensures your integration serves a clear business purpose, aligns with your operational goals, and prevents unnecessary complexity.

Step 2: Identify API Capabilities and Webhook Opportunities

The heart of any robust integration lies in the connectivity options provided by both Keap and your ATS (Workable, Greenhouse, etc.). Most modern ATS platforms offer extensive API documentation, allowing for programmatic access to candidate data and workflow triggers. Similarly, Keap provides a powerful API for creating contacts, updating records, and initiating automation sequences. Beyond APIs, webhooks are crucial for real-time data synchronization. A webhook is an automated message sent from an application when a specific event occurs (e.g., a new application in Workable, a status change in Greenhouse). Identifying these capabilities will dictate the tools you’ll use (like Make.com for low-code automation) and the feasibility of your desired data flows. Thoroughly reviewing the documentation for both platforms is essential here.

Step 3: Choose Your Integration Platform and Set Up Authentication

While some ATS offer native integrations with Keap, for true customization and multi-step automation, a powerful integration platform is often necessary. Tools like Make.com (formerly Integromat), Zapier, or custom scripting via APIs provide the flexibility to build intricate workflows tailored to your specific needs. For 4Spot Consulting, Make.com is a preferred choice due to its visual builder and extensive module library. Once a platform is chosen, the next critical step is establishing secure authentication between Keap, your ATS, and the integration platform. This typically involves generating API keys or OAuth tokens within each system and configuring them securely within your chosen integration tool, ensuring authorized data exchange without compromising sensitive information.

Step 4: Map Data Fields and Define Candidate Lifecycle Stages

Accurate data mapping is vital for a clean and effective integration. You’ll need to meticulously match fields between your ATS and Keap. For instance, ensure that “Applicant Name” in Workable corresponds to “First Name” and “Last Name” in Keap. Pay close attention to custom fields that might be present in one system but not the other, deciding whether to create new fields or consolidate existing ones. Beyond static data, map the candidate lifecycle stages. A “New Application” status in your ATS might trigger a “Lead” stage in Keap, while “Interview Scheduled” could correspond to a “Nurture” tag. This stage mapping is critical for triggering automations and maintaining a consistent candidate journey across both platforms.

Step 5: Build and Configure Automation Workflows

This is where the integration truly comes to life. Using your chosen integration platform (e.g., Make.com), design and build the specific automation scenarios identified in Step 1. Common workflows include:
* **New Application Sync:** When a new candidate applies in Workable/Greenhouse, automatically create a contact in Keap with relevant details and apply an “Applicant” tag.
* **Status Update Automation:** When a candidate’s status changes in the ATS (e.g., “Interviewing,” “Offer Extended”), trigger an update to their Keap record and initiate corresponding follow-up sequences or internal notifications.
* **Hire-to-Onboard Handoff:** Upon a “Hired” status in the ATS, move the contact to an “Employee” or “Client” campaign in Keap, triggering onboarding tasks or welcome communications.
Visually laying out these workflows ensures all conditional logic and actions are correctly defined for seamless operation.

Step 6: Thoroughly Test the Integration

Before deploying your integration live, rigorous testing is non-negotiable. Create multiple test scenarios that simulate real-world applicant journeys, covering all defined data flows and automation triggers. For example, submit a test application through your ATS and verify that a new contact is created correctly in Keap. Change the status of a test candidate in the ATS and confirm that the corresponding Keap record is updated and any linked automation sequences are triggered as expected. Pay close attention to edge cases, such as missing data fields or unusual candidate inputs. Document any issues found during testing and refine your workflows until the integration functions flawlessly and reliably.

Step 7: Monitor, Optimize, and Iterate

An integration is not a “set it and forget it” solution. Once deployed, it’s crucial to continuously monitor its performance and effectiveness. Regularly check logs within your integration platform for any errors or failed operations. Gather feedback from your recruitment and HR teams on the efficiency gains and any potential bottlenecks the integration might present. As your hiring processes evolve, or as Keap and your ATS introduce new features, you will need to revisit and optimize your integration. This iterative approach ensures your system remains agile, supports your business growth, and continues to deliver maximum ROI from your combined Keap and ATS investment.

If you would like to read more, we recommend this article: The Automated Recruiter’s Keap CRM Implementation Checklist: Powering HR with AI & Automation