GettingDocs
Guide · Recruit CRM

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Recruit CRM

Connect Recruit CRM, write chase rules, preview a run before anything is sent, and what to check when something looks wrong.

How it works
Copy your API key

In Recruit CRM, the Account Owner opens Admin Settings → API & Integrations and copies the API key.

Connect Recruit CRM

If your team works in Recruit CRM rather than Greenhouse, Gettingdocs can take its instructions from there and put the results back. You choose which candidates Amy chases, and every document she collects is attached to that candidate’s own record.

Two things need to be true on the Recruit CRM side first:

  • The account is on Recruit CRM’s Business plan or higher. That is what includes API access.
  • You are signed in as their Account Owner. Only the owner can create an API key, unless they’ve granted someone a custom role that allows it.
  1. In Recruit CRM, go to Admin Settings → API & Integrations, switch the API token on, and copy it.
  2. In Gettingdocs, go to Settings → Integrations and paste it into the Recruit CRM card, then click Connect.
In the app: Settings → Integrations
GettingDocs Settings

We check the key with Recruit CRM before saving it, so a mistyped key is rejected on the spot rather than failing quietly later. Once saved, the key is stored encrypted and never shown again, you’ll only ever see its last four characters.

Recruit CRM chase rules

A rule is a standing instruction: “chase anyone in Recruit CRM who looks like this, for the documents their record says they owe”. Open Settings → Integrations → Manage and click New rule.

Writing a rule, then previewing it
GettingDocs Recruit CRM auto-chase

A rule has three parts:

Who to chase

Conditions on your Recruit CRM candidate fields, for example Compliance Status is Onboarding. Candidates matching all of them enter the chase.

Which documents

Either one fixed set that everybody the rule matches is chased for, or, if your Recruit CRM has a field saying what each candidate owes, a mapping from that field's values to your document types. One value can require several documents.

Limits

A cap on how many candidates a single check may chase, and whether to post a note back on the record once someone has sent everything.

If you are mapping a field and a candidate’s value is empty, or holds something you haven’t mapped, the rule falls back to the document set you nominate. If you haven’t set one, that candidate is skipped and the reason is recorded, rather than being chased for nothing. A candidate whose record holds several values is chased for all of their document types combined. The fallback applies only when none of their values matched.

Once a rule is on, Gettingdocs checks Recruit CRM for matches every fifteen minutes, and within about a minute of somebody editing a candidate record. Candidates join as they qualify and are messaged straight away, so a rule keeps working without you revisiting it.

A rule only ever considers candidates created or updated after the rule was made. Switching one on will never retro-chase your whole database.

Preview before you send

Every rule has a Preview button, and it is worth using every time. Preview runs the real search against your real Recruit CRM data and shows exactly who would be chased and for which documents, without sending anything or changing anything.

It shows the skips too, and why: no documents mapped, no phone number, already being chased. That list is usually how you spot a condition that’s slightly wrong before it reaches anybody’s phone.

When you’re happy, save the rule as paused or start chasing. There’s also Run now on a saved rule if you’d rather not wait for the next check, and that one does send.

Filing to Recruit CRM

For a candidate linked to a Recruit CRM record, documents are attached directly to that record, in a folder named after the document type. Right to Work documents land together under Right to Work, DBS certificates under DBS Certificate, and so on. Recruiters find them where they already look.

Where documents land in Recruit CRM
Recruit CRM Candidates Sarah Jones

Candidates you added by hand, who aren’t linked to a Recruit CRM record, continue to file into Google Drive exactly as before. Nothing about that changes.

If a rule has the note option enabled, Amy adds a single note to the candidate’s timeline once they’ve provided everything, so the recruiter sees it without opening Gettingdocs. One note per candidate, not one per document.

Gettingdocs reads candidates and attaches files and notes. It never creates, edits or deletes a candidate record, and never changes anyone’s hiring stage.

When something looks wrong

The Sync activity feed on the Recruit CRM page lists every candidate each check considered and what happened to them, including the ones that were skipped and why. It’s the fastest answer to “why wasn’t this person chased?”

  • “Recruit CRM rejected the API key”: the key has been revoked or regenerated, or the account is no longer on a plan that includes API access. Paste a fresh key to reconnect.
  • A candidate was skipped for having no phone or email: Amy needs a way to reach them. Add the missing detail in Recruit CRM and they’ll be picked up on the next check.
  • “No document types are mapped”: their record holds a value your rule doesn’t recognise. Add it to the mapping, or give the rule a fallback document set.
  • A document says Upload failed: use Retry on the campaign page. Recruit CRM won’t accept a file over 15 MB, which is the usual cause.

Disconnecting removes the stored key and switches off every rule. Campaigns already running carry on, so nobody is left mid-conversation, and the links between your candidates and their Recruit CRM records are kept, so reconnecting later doesn’t create duplicates.