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A Glossary of Key Keap Data Elements for HR & Recruiting Activity Tracking
In the fast-paced world of HR and recruiting, maintaining a clear, comprehensive, and accurate record of all candidate and employee interactions is paramount. Keap, as a robust CRM, provides a multitude of data elements that, when properly utilized, form an unbroken timeline of activity. This glossary defines essential Keap data elements, explaining their significance and practical application for HR and recruiting professionals seeking to automate processes, ensure compliance, and make data-driven decisions.
Activity Records
Activity Records in Keap encompass any interaction or event associated with a contact, ranging from emails sent and opened, calls made, tasks completed, appointments scheduled, and web form submissions. For HR and recruiting, these records are the bedrock of an audit trail, proving engagement history with candidates, documenting compliance steps, and tracking the progression of an applicant through the hiring funnel. Automation often leverages activity records to trigger follow-up sequences, update candidate statuses, or notify recruiters of crucial milestones, ensuring no interaction goes undocumented and no candidate falls through the cracks.
Custom Fields
Custom Fields allow users to extend Keap’s default contact and company data structures to store specific, unique information pertinent to HR and recruiting workflows. Examples include “Candidate Stage,” “Desired Salary,” “Last Interview Date,” “Background Check Status,” or “Employee ID.” These fields are critical for segmenting audiences, personalizing communications, and driving automation. Recruiters can use custom fields to dynamically update candidate profiles as they progress, enabling automated emails based on their stage or generating personalized offer letters populated with data from these fields.
Contact Tags
Contact Tags are labels applied to contacts in Keap that categorize them based on attributes, behaviors, or actions. In HR and recruiting, tags are invaluable for segmenting candidates (e.g., “Active Applicant,” “Passive Talent Pool,” “Onboarding Complete,” “HR On Hold”) or tracking specific skills (“Java Developer,” “Sales Manager”). Tags are powerful triggers for automation, allowing recruiters to enroll contacts into specific campaigns based on their qualifications or progress. This ensures highly targeted outreach and internal process management without manual list building, enhancing efficiency and relevance.
Opportunity Records
While often associated with sales, Opportunity Records in Keap can be effectively repurposed for tracking candidate progression through a recruiting pipeline. Each “opportunity” represents a specific job opening a candidate is being considered for, with stages like “Application Received,” “First Interview,” “Offer Extended,” or “Hired.” This provides a visual, trackable pipeline similar to a sales funnel, allowing recruiters to manage multiple candidates for various roles simultaneously. Automation can update opportunity stages based on completed tasks or email responses, providing real-time visibility into hiring progress and forecasting.
Campaign History
Campaign History logs every interaction a contact has had with automated campaigns in Keap, including emails sent, opened, clicked, and specific sequences they entered or exited. For HR and recruiting, this provides a transparent view of candidate engagement with outreach efforts, onboarding sequences, or internal communications. Analyzing campaign history helps recruiters understand which messages resonate, optimize their drip campaigns for higher engagement, and confirm that candidates received critical information, which is crucial for compliance and ensuring a smooth candidate experience.
Note Records
Note Records are free-form text entries attached to a contact’s profile, used to document specific observations, conversations, or internal communications. In an HR context, notes are essential for recording interview feedback, documenting candidate preferences, logging internal discussions about an applicant, or detailing unique circumstances that arise during the hiring process. While not directly automatable in the same way as custom fields or tags, well-maintained note records provide crucial qualitative data that complements quantitative metrics, offering context and deeper insights for recruiters and hiring managers.
Task Records
Task Records are actionable items assigned to users within Keap, designed to ensure specific actions are taken for a contact. For HR and recruiting, tasks might include “Schedule Interview,” “Send Offer Letter,” “Conduct Background Check,” or “Follow Up with Hiring Manager.” These records ensure accountability and consistency in the recruiting process. Automation can generate tasks automatically based on candidate stage progression or specific triggers (e.g., a “Hired” tag could trigger an “Onboarding Checklist” task for HR), streamlining workflows and preventing manual oversight.
Appointment Records
Appointment Records track scheduled meetings or calls with contacts within Keap. For recruiters, this includes interviews, screening calls, or onboarding orientation sessions. Integrating scheduling tools with Keap ensures that all appointments are logged against the candidate’s profile, providing a complete historical record. Automation can leverage appointment scheduling events to trigger pre-interview reminders, post-interview feedback forms, or updates to a candidate’s status, ensuring timely communication and efficient calendar management.
Email History
Email History logs every email sent to and from a contact via Keap, including individual messages and those sent through campaigns. This provides a chronological record of all written communication with candidates and employees. For HR, this is vital for dispute resolution, compliance audits, and ensuring all parties received necessary information (e.g., job descriptions, offer details, policy updates). A complete email history prevents miscommunication and serves as an official record of candidate communication throughout their journey.
Web Form Submissions
Web Form Submissions record when a contact completes and submits a Keap web form. In recruiting, these are commonly used for initial job applications, talent pool sign-ups, or event registrations (e.g., career fairs). Each submission creates a new contact or updates an existing one, populating specified fields and potentially triggering automation. This data element is often the entry point into the recruiting pipeline, initiating automated thank-you emails, skill assessments, or immediate contact segmentation via tags.
Lead Source Tracking
Lead Source Tracking in Keap identifies where a contact originated (e.g., “LinkedIn,” “Referral,” “Career Fair,” “Company Website”). For HR and recruiting, understanding effective lead sources is critical for optimizing recruitment spend and strategy. By accurately tracking which channels yield the best candidates, organizations can allocate resources more effectively. Automation can automatically assign lead sources based on the form submitted or a unique tracking link used, providing valuable insights into the ROI of different recruitment channels.
Referral Partner Activity
While often used for sales affiliates, Referral Partner Activity can be adapted in Keap to track candidate referrals from employees or external headhunters. This involves associating referred candidates with the referrer’s contact record. Documenting this activity ensures proper recognition, compensation, or follow-up for successful referrals. Automation can track referral submissions, update statuses, and even calculate referral bonuses, creating a transparent and motivating referral program.
Legacy Data Migration
Legacy Data Migration refers to the process of transferring historical candidate or employee data from older systems (spreadsheets, previous CRMs, HRIS) into Keap. Ensuring that this legacy data—including past activity records, notes, and custom field values—is accurately mapped and imported is crucial for maintaining a single source of truth. Without proper migration, the comprehensive activity timeline in Keap would be incomplete, hindering analysis, compliance, and effective candidate management.
Data Integrity
Data Integrity refers to the accuracy, consistency, and reliability of data stored within Keap. For HR and recruiting, maintaining high data integrity means ensuring that candidate information is always up-to-date, free from duplicates, and correctly formatted. Poor data integrity can lead to miscommunication, compliance issues, and flawed reporting. Automation plays a key role here by enforcing data standards upon entry, deduplicating records, and regularly validating information against external sources.
Automation Logs
Automation Logs within Keap provide a detailed history of every step a contact has taken through an automated campaign or sequence, including when they entered, exited, and if there were any errors. For HR and recruiting professionals, these logs are invaluable for troubleshooting automation issues, verifying that candidates moved through the intended process, and auditing the effectiveness of automated workflows. They offer transparency into the backend of your systems, ensuring processes are executing as designed and identifying opportunities for optimization.
If you would like to read more, we recommend this article: The Unbroken Keap HR & Recruiting Activity Timeline: Protection & Recovery with CRM-Backup
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