How to Automate New Hire Data Entry from Your ATS to HRIS Using Zapier in 6 Steps

Manual data entry for new hires between your Applicant Tracking System (ATS) and Human Resources Information System (HRIS) isn’t just time-consuming; it’s a significant source of errors that can impact everything from payroll accuracy to employee experience. In today’s fast-paced environment, relying on manual transfers means high-value HR professionals are bogged down in repetitive, low-value work. This guide will walk you through setting up a robust, automated workflow using Zapier, ensuring seamless data flow, reducing errors, and freeing up your HR team to focus on strategic initiatives rather than administrative overhead. By automating this critical process, you can onboard new talent faster, more accurately, and scale your operations without adding headcount.

Step 1: Map Your Current New Hire Data Workflow

Before you build any automation, it’s essential to understand your existing new hire data journey. Begin by documenting every piece of information collected in your ATS that needs to transfer to your HRIS. Identify the key data points such as candidate name, contact information, start date, position, department, salary, and any unique identifiers. Furthermore, note the specific fields in both your ATS and HRIS where this data resides. This mapping exercise is crucial for identifying potential discrepancies and ensuring a one-to-one or one-to-many relationship between fields. A clear understanding of your current process will highlight exactly where the manual bottlenecks exist and provide the blueprint for your Zapier integration, ensuring no critical data is missed or miscategorized.

Step 2: Prepare Your Zapier Account and Connect Your ATS

If you don’t already have one, create a Zapier account. Once logged in, navigate to your dashboard and begin building a new Zap. The first crucial step is to connect your Applicant Tracking System (ATS) to Zapier. Search for your specific ATS (e.g., Workable, Greenhouse, Lever, SmartRecruiters) within Zapier’s app directory and follow the on-screen prompts to authorize the connection. This typically involves logging into your ATS account or providing an API key. Ensure the user account you connect has the necessary permissions to access candidate data. A successful connection establishes the bridge between your ATS and Zapier, enabling Zapier to ‘listen’ for new candidate events that will kickstart your automation.

Step 3: Configure the Trigger: New Candidate in ATS

With your ATS connected, you’ll now define the trigger event that initiates your automation. In Zapier, select your ATS as the Trigger app and choose an event like “New Candidate,” “New Hired Applicant,” or “Candidate Hired.” The exact trigger name will vary depending on your ATS, so select the one that best signifies a candidate has moved to a ‘hired’ status and is ready for HRIS entry. You may need to specify additional filters to ensure only relevant candidates trigger the Zap, such as a specific hiring stage or job offer accepted. Once configured, Zapier will pull in recent data from your ATS as a test, allowing you to verify that the trigger is correctly capturing the desired new hire information and that all necessary fields are present for subsequent steps.

Step 4: Map Data Fields Between ATS and HRIS

This is arguably the most critical step for data accuracy. After the trigger fires, you’ll set up an action step where you’ll connect your HRIS. First, find and select your HRIS (e.g., BambooHR, Workday, ADP, Gusto) in Zapier as the Action app. Then, choose the action event, which will typically be “Create Employee,” “Add Employee,” or “Create User.” Zapier will then present you with a list of fields available in your HRIS for a new employee record. Your task is to meticulously map the data from your ATS (pulled in the trigger step) to the corresponding fields in your HRIS. Drag and drop or select the ATS data points into the correct HRIS fields. Pay close attention to data types and required fields, ensuring everything aligns perfectly to prevent errors or incomplete records.

Step 5: Set Up the Action: Create New Employee Record in HRIS

Once your data fields are meticulously mapped, you’ll finalize the action step that creates the new employee record in your HRIS. Review all the mapped fields carefully to ensure accuracy and completeness. Some HRIS systems might require specific formats for dates or phone numbers, so make any necessary adjustments using Zapier’s built-in formatting tools if your ATS data doesn’t perfectly match. This is also the stage where you might include additional fields that aren’t directly pulled from the ATS but are standard for your HRIS, such as default department IDs or benefit enrollment flags, if applicable. Once confident, you’ll be ready to proceed to the testing phase, which validates that your Zap successfully creates a new, accurate employee profile.

Step 6: Test, Refine, and Activate Your Zap

With your trigger and action steps configured, it’s time to test the automation thoroughly. Zapier allows you to send a test record through your Zap using the sample data pulled during the trigger setup. Observe the outcome in your HRIS to confirm that a new employee record is created accurately and that all mapped fields are populated correctly. Look for any errors, misformatted data, or missing information. If issues arise, go back and refine your field mappings or trigger filters. Once you are satisfied with the test results and confident in the Zap’s functionality, give your Zap a descriptive name and activate it. From this point forward, every new hire moved to the designated status in your ATS will automatically create a corresponding record in your HRIS, saving invaluable time and reducing manual errors.

If you would like to read more, we recommend this article: The Zapier Consultant: Architects of AI-Driven HR & Recruiting