Hireflix is a cloud-based applicant tracking system that provides diverse, end-to-end hiring solutions. However, you can supercharge your use of Hireflix by integrating Process Street and Hireflix to automate your hiring process. For example, as soon as a new interview is created or submitted in Hireflix, it could trigger a Workflow Run in Process Street.
You can integrate Hireflix with Process Street via Webhooks or Zapier.
A Webhook integration can bring information from Hireflix that would trigger a new workflow run in your Process Street account. Webhooks are automated messages or payloads sent from apps as a trigger to cause an action in a receiving app.
In this example, we will create a Webhook that runs the Employee Hiring and Onboarding Workflow when an interview for an open position is created in Hireflix.
Now, let’s jump into the integration.
First, create a Workflow in Process Street and ensure to add form fields that are the same as the data fields in Hireflix. This will help you to map the relevant information from Hireflix to Process Street.
Their information is stored in Hireflix while inviting a new employee to take an interview. So, we need to create relevant form fields in our workflow to push that information through to Process Street. These form fields should include the candidate’s first and last names (short text fields), email addresses (email field), phone numbers (number field), and so on.
This will mean that whoever is onboarding the candidate won’t have to look up their information in Hireflix, but can instead see everything in Process Street along with their instructions.
Log into your Hireflix account or create a new account. Then click on the Positions tab in the top menu. Now click on Add New Position. For our example, we’re adding a new position of Sales Manager.
Fill in the details of this job position and save. Now click on the new position you just created to Invite a Candidate. Here, you can enter their full name, email address, and phone number. This will be the information we pass through to Process Street via Webhook.
Since we’re setting this Webhook to trigger when an interview is created, you might want to make sure that you have an open position with an interview created for the Webhook test.
To get the webhook URL from Process Street, when you’re editing your workflow, click “Triggers” above your task list on the left. Here, you can look for Hireflix as a Trigger to Run this workflow.
You can name your webhook as the app name or any phrase that helps you identify the Trigger. Then copy your Webhook URL.
Click on your profile icon in the top right corner then look for Webhooks in the left-hand menu. Here, click on Create new webhook.
Paste the URL you copied from your Process Street Workflow and select the events you want to be notified about. Then turn the Webhook to Active and Save as shown below.
Once you have created this Webhook, go back to your open positions and invite a candidate. This will act as our test trigger to finish our setup in Process Street.
Now come back to Process Street and test your trigger. Your payload should return as a success but if it doesn’t, you might want to go back to Hireflix and ensure you create a new interview and invite a candidate.
When your test returns successful, you can proceed to map your fields from Hireflix’s properties to your Process Street form fields.
Lastly, turn your webhook On and Save it. Then Publish your workflow and you’re all set!
As an extra step, you can go to Hireflix, update a deal stage to Closed Won then come back to Process Street in the Reports Dashboard to confirm a new workflow is run.
Zapier is an integration platform that connects over 2000 different apps. An action in any of the supported apps (like forwarding an email or adding an attachment to a task) can trigger another app’s features automatically. Zapier integrates with both Hireflix and Process Street. The whole “recipe” sequence (“if X happens, do Y”) is known as a Zap. This helps to save you time and effort by automating processes.
In this example, we’ll be walking you through how to set up a Zap that connects Hireflix and Process Street.
Users: In order to create an API key for integrations, you must be an Administrator.
Let’s look at how you can do this.
First, create a Workflow in Process Street and ensure to add form fields that are the same as the data fields in Hireflix. This will help you to map the relevant information from Hireflix to Process Street.
Their information is stored in Hireflix while filling in the employee details to add the new employee. So, we need to create relevant form fields in our workflow to push that information through to Process Street. These form fields should include the candidate’s first and last names (short text fields), email addresses (email field), phone numbers (number field), and so on.
This will mean that whoever is onboarding the candidate won’t have to look up their information in Hireflix, but can instead see everything in Process Street along with their instructions.
Log into your Hireflix account or create a new account. Then click on the Positions tab in the top menu. Now click on Add New Position. For our example, we’re adding a new position of Sales Manager.
Fill in the details of this job position and save. Now click on the new position you just created to Invite a Candidate. Here, you can enter their full name, email address, and phone number. This will be the information we pass through to Process Street via Zapier.
Since we’re setting this Zap to trigger when an interview is finished, you might also want to open the interview invitation link and complete the interview in order to have a finished interview for the Zap Trigger.
Log into Zapier or create an account, then click “Create Zap“. This will be your Zap to automatically run a new workflow when a new candidate application comes in.
Here, choose Hireflix as the Trigger and Interview Finished as the Trigger Event.
Choose or connect your Hireflix account, then select the desired Job to set up the Trigger. In our example, we’re selecting the job we created for this Zap, Sales Manager.
Continue to test your Trigger and confirm that you have connected to the right account. A successful test should return with a finished interview for an open job position by the candidate you invited while preparing the Hireflix account earlier.
If the test fails to detect any interview, go into your Hireflix account and click on an open job position. In case you haven’t invited a candidate to the position yet, invite one now. Now complete the interview as we’ve shown above, then try the test again.
Once the test comes back successfully, set up the Action by choosing Process Street as the Action app. Next, select Run Workflow. This will make our Zap run a workflow in Process Street when the Trigger is detected.
Select or connect your Process Street account, then set up the Action by choosing the Employee Hiring and Onboarding workflow. Next, you want to map the data from Hireflix to those in your workflow.
For example, you can see below that we’ve mapped the Form Fields in the Workflow to the fields in the candidate invitation in Hireflix to store information like their name, email address, and so on.
Click Continue to test your Zap. A successful test should look something like in the image below. You can also preview the information here and verify if you have your data mapped correctly.
When your test returns successfully, you should also check the new workflow run via your Reports dashboard in Process Street. This should contain the information from the candidate you invited for the interview in Hireflix.
If you had added a job position or a candidate as sample data for the Zap, you can now delete that from your Hireflix database and delete/archive the run which was triggered by the Zap in your Process Street account.
Remember to give your Zap a name, then turn it on.
Congratulations, you’ve now automated your data transfer and workflow creation process!
Zaps allow you to automate the busy work in your workflows, whether they’re HR-related or not. Try testing out the different Triggers and Actions yourself with Process Street and other apps to see what work you can wave goodbye to!
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