A Glossary of Key Terms in Keap Integration & API Concepts for Orders
In the fast-paced worlds of HR and recruiting, efficiency and accuracy are paramount. Leveraging robust CRM platforms like Keap, alongside powerful API integrations, can transform how you manage candidate data, track orders (like job requisitions or service packages), and automate critical workflows. However, navigating the technical landscape of integrations can be daunting. This glossary demystifies key terms related to Keap, APIs, and order management, providing HR and recruiting professionals with the foundational knowledge to harness these tools for operational excellence and strategic advantage.
Keap
Keap is a comprehensive CRM (Customer Relationship Management) and marketing automation platform designed for small businesses. For HR and recruiting professionals, Keap serves as a central hub for managing candidate pipelines, tracking communication, automating follow-ups, and managing client relationships. It can store vital candidate information, automate the initial stages of applicant screening, and even track the progress of client orders for recruitment services. Its strength lies in its ability to consolidate data and automate repetitive tasks, freeing up valuable time for strategic talent acquisition and relationship building. Understanding Keap’s capabilities is crucial for anyone looking to streamline their recruiting operations and ensure no lead or candidate falls through the cracks, from initial inquiry to successful placement.
API (Application Programming Interface)
An API, or Application Programming Interface, is a set of rules and protocols that allows different software applications to communicate and exchange data. Think of it as a waiter in a restaurant: you (one application) tell the waiter (API) what you want from the kitchen (another application), and the waiter brings it back. For HR and recruiting, APIs are indispensable for integrating Keap with other essential tools like applicant tracking systems (ATS), HRIS platforms, or assessment tools. This enables seamless data flow, such as automatically pushing new candidate profiles from an ATS into Keap, or updating a candidate’s status in Keap based on actions in another system. Mastering API integration is key to building a cohesive and automated tech stack that eliminates manual data entry and reduces human error.
Integration
Integration refers to the process of connecting two or more disparate software systems so they can work together and share information. In the context of Keap and HR/recruiting, integration means linking Keap with other platforms – for example, a job board, an e-signature tool for offer letters, or a payroll system. The goal is to create a unified ecosystem where data flows freely and accurately, removing data silos and manual reconciliation. A well-executed integration can automate the entire lifecycle of a candidate, from initial application to onboarding, ensuring consistency and efficiency across all stages. For HR leaders, strategic integration decisions directly impact operational efficiency, data integrity, and the overall candidate and employee experience.
Webhook
A webhook is an automated message sent from an application when a specific event occurs, acting as a real-time notification system. Instead of constantly checking (polling) if something new has happened, an application simply “hooks” into another system to receive instant alerts. In Keap, a webhook could be triggered when a new order is placed, a contact updates their information, or a specific tag is applied. For HR and recruiting, webhooks are powerful for initiating automated workflows across systems. For instance, when a candidate accepts an offer (an event in Keap), a webhook can instantly notify an HRIS system to begin the onboarding process, or trigger a document generation tool to prepare necessary paperwork. This “event-driven” automation ensures processes are swift and responsive.
Order (in Keap)
In Keap, an “Order” typically refers to a transaction for products or services. While often associated with sales, in an HR or recruiting context, an order can represent a client purchasing a recruitment service package, a specific job requisition being initiated, or even an internal request for talent. Keap’s order management features allow businesses to track the status of these “orders,” manage associated payments, and link them directly to specific contacts or companies. For recruiting agencies, this means managing billing and service delivery for client engagements. For internal HR teams, it could mean formally tracking the lifecycle of a new hire requisition, from approval to fulfillment, ensuring all stakeholders have visibility into the process and associated deliverables.
Custom Fields
Custom fields are user-defined data fields that allow Keap (or other CRM/ATS platforms) to store information beyond its standard, built-in fields. These are essential for tailoring a system to the unique needs of a business or industry. For HR and recruiting, custom fields are incredibly valuable for capturing specific candidate data not covered by default fields, such as unique certifications, specific industry experience, preferred work location, or interview feedback scores. By creating relevant custom fields, HR professionals can ensure all critical information is centrally stored and easily searchable, enabling more targeted candidate matching, personalized communications, and richer data analytics. They transform a generic CRM into a specialized talent management tool.
CRM (Customer Relationship Management)
CRM stands for Customer Relationship Management, a technology used to manage all your company’s relationships and interactions with customers and potential customers. The goal of a CRM system is to improve business relationships to grow your business. In HR and recruiting, the “customer” can be a candidate, a client, or even an employee. A recruiting CRM like Keap helps talent acquisition teams manage their pipeline, track communications, segment candidates, and automate engagements. It provides a comprehensive view of every interaction, from initial contact to placement and beyond, ensuring a personalized and efficient experience. A robust CRM is the backbone of strategic talent management, helping organizations build and nurture strong relationships with their most valuable asset: people.
Automation
Automation in a business context refers to the use of technology to perform tasks with minimal or no human intervention. For HR and recruiting, automation is a game-changer, eliminating repetitive, manual tasks and freeing up staff for more strategic, human-centric work. This can include automated email sequences for candidate nurturing, automatic scheduling of interviews, parsing resumes and populating CRM fields, or sending offer letters for e-signature. Platforms like Keap excel at this, allowing users to define rules and triggers for specific actions. The benefits are substantial: increased efficiency, reduced human error, faster time-to-hire, improved candidate experience, and significant cost savings. Effective automation transforms the operational landscape of HR and recruiting.
Data Synchronization
Data synchronization is the process of establishing consistency among data from two or more systems, and continuously maintaining that consistency over time. In Keap integrations, data sync ensures that information about candidates, clients, or orders is identical and up-to-date across all connected platforms. For example, if a candidate updates their contact information in your ATS, data synchronization ensures that change is immediately reflected in Keap. This prevents conflicting information, reduces the risk of errors, and ensures that all team members are working with the most current data. Reliable data synchronization is critical for maintaining data integrity, especially in compliance-heavy fields like HR, and underpins the effectiveness of any integrated tech stack.
OAuth 2.0
OAuth 2.0 (Open Authorization) is an industry-standard protocol for authorization, allowing third-party applications to access a user’s information on another service (like Keap) without ever revealing the user’s password. It’s a secure way for applications to get “permission” to act on behalf of a user. For HR and recruiting professionals connecting Keap to other tools, OAuth 2.0 simplifies the setup of integrations by providing a secure, token-based method for granting access. Instead of managing usernames and passwords across multiple systems, you grant specific permissions. This enhances security, simplifies user management, and is a common method for authorizing applications to make API calls to platforms like Keap on behalf of your account.
REST API
REST (Representational State Transfer) API is a widely used architectural style for designing networked applications. It defines a set of constraints that enable applications to communicate using standard HTTP methods (like GET, POST, PUT, DELETE). Most modern web services, including Keap’s API, are built using REST principles due to their simplicity, scalability, and statelessness. For HR and recruiting, understanding that an integration uses a REST API means it leverages standard web technologies to send and receive data, making it generally easier to develop and manage integrations. It’s the underlying mechanism that allows your custom scripts or integration platforms to “talk” to Keap, pulling candidate lists or pushing new order details securely and efficiently.
Endpoint
In the context of APIs, an “endpoint” is a specific URL where an API receives requests. It’s like a specific address within a large system where you can send a letter to retrieve or send specific information. Each endpoint typically corresponds to a particular resource or function. For Keap’s API, there might be an endpoint for “contacts,” another for “orders,” and yet another for “campaigns.” To retrieve a list of all active orders in Keap, an integration would make a request to the “orders” endpoint. Understanding the different endpoints available in Keap’s API documentation is crucial for developers or automation specialists looking to interact with specific types of data or trigger specific actions programmatically, ensuring targeted and efficient data exchange.
Payload
In the world of APIs and data transfer, a “payload” refers to the actual data being sent in an API request or response. It’s the core information being transmitted, separate from the surrounding metadata or headers that describe the transmission. For example, when creating a new contact in Keap via an API, the payload would be a JSON object containing the contact’s name, email, phone number, and any custom field data. When retrieving an order, the payload would be the structured data representing that order. For HR professionals utilizing automation, understanding payloads helps in mapping data fields accurately between systems, ensuring that the correct information is sent and received, and that automated processes handle all necessary details for a complete record.
Workflow (in Keap)
In Keap, a “Workflow” is an automated sequence of actions triggered by specific events or criteria. These are powerful tools for standardizing and scaling business processes. For HR and recruiting, Keap workflows can automate a multitude of tasks: sending automated welcome emails to new applicants, initiating a series of interview reminders, assigning follow-up tasks to recruiters when a candidate reaches a certain stage, or updating a candidate’s status based on their engagement with a job posting. By designing intelligent workflows, HR teams can ensure consistent communication, reduce manual oversight, accelerate the hiring cycle, and improve the overall candidate experience, making the process more efficient and less prone to human error.
Lead Scoring
Lead scoring is a methodology used to rank prospects based on their perceived value or likelihood of conversion. While traditionally used in sales and marketing, lead scoring can be effectively adapted for HR and recruiting to prioritize candidates or clients. In Keap, you can set up a system where candidates receive points based on their qualifications, experience, interactions (e.g., opening emails, visiting career pages), or specific actions (e.g., completing an assessment). This helps recruiters focus their efforts on the most promising candidates first, optimizing their time and improving the quality of hires. Similarly, for recruitment agencies, lead scoring can identify high-value potential clients who are most likely to engage in services, streamlining business development efforts.
If you would like to read more, we recommend this article: Keap Order Data Protection: An Essential Guide for HR & Recruiting Professionals
