ATS to CRM - Candidate Hires
Automatically sync approved candidates from Workable to Quickbase with their complete profile, resume, and photo when they reach the Pending Start stage.
APPS:
Sam Lange @ ISTA Solutions
When a candidate reaches Pending Start in Workable, automatically create/update their record in Quickbase with key details, resume, and profile photo.
Workable event: Candidate stage changes to Pending Start (Job pipeline).
Actions
Create Candidate in Quickbase: Search by unique ID to avoid duplicates.
Map Candidate Details: Core fields = Full name, email, phone, job title / req, hiring manager, location, start date, source, stage, Workable profile URL. IDs = Workable Candidate ID, Job ID, Application ID for traceability.
Attach Resume: Download latest resume file from Workable, upload to Quickbase file field (e.g., Resume).
Attach Profile Photo: Retrieve candidate avatar/photo URL from Workable, upload to Quickbase image/file field (e.g., Profile Photo).
Post-Processing: Set Status = Pending Start in Quickbase.
Error Handling & Safeguards
Stage filter: Proceed only if stage equals Pending Start (exact match).
Duplicates: Use Find with unique key to avoid dupes.
File fallbacks: If photo/resume missing, continue and log a note.
Retries & logging: Enable Zapier error notifications.
Maintenance
Keep field mappings documented in Zap description.
Test whenever Workable/Quickbase fields change (new custom fields, renamed stages).
Review Zap Task History weekly for failures/timeouts.
