How to Create a Data Synchronization Workflow Between Your CRM and HRIS Using Either Make.com or Zapier

In today’s fast-paced business environment, disjointed data between critical systems like your Customer Relationship Management (CRM) and Human Resources Information System (HRIS) can lead to inefficiencies, errors, and a fragmented employee or customer experience. Without a robust data synchronization workflow, your sales team might lack crucial HR-related insights for client interactions, or your HR team might struggle with outdated contact information for internal employees. This guide will walk you through the strategic steps to seamlessly connect your CRM and HRIS, leveraging powerful no-code automation platforms like Make.com or Zapier to ensure a single source of truth across your organization, saving valuable time and reducing manual administrative burdens.

Step 1: Define Your Integration Goals and Data Points

Before diving into any technical configuration, clearly articulate what you aim to achieve with this synchronization. Are you looking to update employee contact details in your CRM from your HRIS for internal sales? Or perhaps pushing new hire data from your HRIS to create new user accounts in your CRM for onboarding purposes? Pinpointing these goals will clarify the direction of data flow (one-way or two-way) and identify the specific data points that need to be synchronized. Common data points include employee name, email, department, role, start date, and manager. A precise understanding of your objectives prevents unnecessary data transfer, streamlines the process, and ensures the integration delivers tangible business value.

Step 2: Map Your CRM and HRIS Data Fields

Once your goals are defined, the next critical step is to meticulously map the corresponding data fields between your CRM and HRIS. Each system likely uses different terminologies or structures for similar information. For instance, “Employee ID” in your HRIS might correspond to “Internal Staff ID” in your CRM. Create a comprehensive mapping table that lists each field from the source system and its exact counterpart in the destination system. Pay close attention to data types (e.g., text, number, date) and formats to prevent data integrity issues. This mapping exercise is foundational, as it ensures that data is accurately transferred and interpreted, preventing costly errors and maintaining data consistency across both platforms.

Step 3: Choose Your Automation Platform (Make.com or Zapier)

The success of your data synchronization hinges on selecting the right automation platform. Both Make.com and Zapier are industry leaders, offering robust capabilities for connecting thousands of applications without writing a single line of code. Make.com, known for its visual flow builder, provides intricate control over complex multi-step scenarios, ideal for sophisticated, multi-branching workflows. Zapier offers a more straightforward, event-driven “if this, then that” logic, making it highly accessible for simpler, direct integrations. Evaluate your specific needs regarding workflow complexity, scalability, ease of use, and budget. Consider which platform offers the most native connectors for your specific CRM and HRIS systems to minimize reliance on custom APIs.

Step 4: Design Your Workflow Logic

With your platform chosen, it’s time to design the actual workflow logic. This involves outlining the sequence of events and actions that will govern your data synchronization. For example, a common workflow might be: “When a new employee is added in HRIS (trigger), find or create a contact in CRM (action), and then update their details in CRM with information from HRIS (action).” Consider conditional logic for specific scenarios, such as only synchronizing data for employees in certain departments or handling updates versus new records. Think about error handling: what happens if a required field is missing or an API call fails? A well-designed workflow anticipates these scenarios, ensuring robustness and reliability.

Step 5: Build and Configure Your Integration

Now, translate your workflow design into your chosen automation platform. In Make.com, this involves creating a “scenario” by dragging and dropping modules and connecting them with arrows, configuring each module’s settings, and mapping fields using the visual interface. For Zapier, you’ll create a “Zap” by selecting a trigger and subsequent action steps, again mapping fields between applications. Authenticate your CRM and HRIS accounts within the platform. Start with a minimal viable synchronization, focusing on the core data points identified in Step 1. Incrementally add more complexity and data fields once the basic flow is functioning correctly. Attention to detail here is crucial for accurate data transfer.

Step 6: Test and Refine Your Workflow

Rigorous testing is non-negotiable before deploying your synchronization workflow live. Begin with small, controlled tests using sample data to verify that data flows correctly between systems and updates as expected. Test various scenarios, including creating new records, updating existing ones, and handling edge cases. Pay close attention to data formatting, ensuring dates, numbers, and text fields align perfectly. After initial successful tests, consider running the workflow in a “staging” or “sandbox” environment if your CRM and HRIS support it. Gather feedback from stakeholders and iterate on your workflow based on test results, refining field mappings, conditional logic, and error handling until it performs flawlessly.

Step 7: Monitor and Maintain Your Synchronization

Once your workflow is live and operational, the work isn’t over. Implement a monitoring strategy to track the synchronization’s performance and identify any potential issues early. Both Make.com and Zapier offer logging and history features that allow you to review past runs, check for errors, and troubleshoot failed transfers. Regularly review your integration for accuracy and efficiency. As your business processes or system configurations evolve, your synchronization workflow may need adjustments. Proactive maintenance ensures your data remains consistent and reliable, continuously supporting your operational objectives and maximizing the ROI of your CRM and HRIS investments.

If you would like to read more, we recommend this article: The Automated Recruiter’s 2025 Verdict: Make.com vs Zapier for Hyper-Automation