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CRM ⇄ Human resources

Apollo.io to Smartrecruiters integration — real-time, two-way sync

Keep Apollo.io and Smartrecruiters in sync without custom scripts. Cut weeks of integration work, eliminate silent data drift, and give your team a single, reliable source of truth.

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Why teams connect Apollo.io and Smartrecruiters

Keep the people who own accounts in Apollo.io in step with the workforce records in Smartrecruiters, so ownership, roles, and org structure stay current in both systems, in real time and in both directions.

Apollo.io runs on people as much as on accounts: every contact, deal, and account has an owner, and those owners are employees whose roles, teams, and status are held in Smartrecruiters. Smartrecruiters is the system of record for the workforce, from new hires to promotions to departures, and often for the candidates the business is still deciding on. When the two systems are connected only by re-keying or an overnight export, they drift apart, and the CRM ends up assigning accounts to people who have left, holding territories that no longer match the org chart, and waiting days to give a new rep access.

Stacksync syncs Tasks and calls, Custom fields, Contacts, Accounts in Apollo.io with Applications, Jobs, Job Postings, Interviews in Smartrecruiters field by field, in real time, and in both directions. You decide which system owns which fields, so Smartrecruiters stays authoritative on roles and org structure while Apollo.io keeps ownership and territory current, and Stacksync resolves conflicts by the rules you set.

Common use cases

  • 01 Land sequence enrollment status and outcomes in a warehouse for outbound performance reporting.
  • 02 Deduplicate contacts across Apollo and the CRM by syncing on email as the match key.
  • 03 Export Interviews and Offers to a data warehouse to analyze interviewer load, offer-acceptance rates, and hiring outcomes.
  • 04 Subscribe to the Webhooks API to react to new applications and status changes in near real time across downstream systems.

Common sync patterns

One directory of people

A person's name, title, email, phone, or manager corrected in either system updates the other, so both stop maintaining separate copies of the same individual.

Where Smartrecruiters tracks people the business also engages: contacts stay in sync

A person recorded in Smartrecruiters, such as a candidate or applicant, can create or update the matching contact in Apollo.io, so relationship history and outreach are not rebuilt from scratch when the same individual appears in both.

New team members provisioned when they are hired

When Smartrecruiters records a new hire, a matching user or owner is created in Apollo.io, so a new rep can start working accounts without waiting on a manual setup ticket.

What you can sync between Apollo.io and Smartrecruiters

Representative objects on each side — any object or custom field can map to any target. Schemas are auto-detected; types are converted between the two systems.

Apollo.io objects Smartrecruiters objects How this pairing syncs
Tasks and calls Rep activity records synced for activity reporting and coaching workflows. Offers Offer records tied to an Application with status, custom offer fields, and offer documents; readable and writable, commonly synced to an HRIS on hire (documents endpoint limited to 2 requests/sec). Tasks and calls is specific to Apollo.io and Offers to Smartrecruiters — each maps to any object or custom field on the other side.
Custom fields Account- and contact-level custom attributes mapped field-by-field in a sync. Users Company users (recruiters, hiring managers) with roles, access groups, and activation state; read and written via the User Management API. Custom fields is specific to Apollo.io and Users to Smartrecruiters — each maps to any object or custom field on the other side.
Contacts People saved to your Apollo account, synced with emails, phone numbers, and enrichment fields. Approvals Approval requests for jobs and offers; requests can be created, retrieved as pending, commented on, and approved or rejected via the Approvals API. Contacts is specific to Apollo.io and Approvals to Smartrecruiters — each maps to any object or custom field on the other side.
Accounts Company records with firmographic attributes, matched to CRM accounts during sync. Candidates Person records with contact details, tags, attachments, custom properties, and consent; created, updated, and searched via the Candidates API, often populated from sourcing or enrichment pipelines. Accounts is specific to Apollo.io and Candidates to Smartrecruiters — each maps to any object or custom field on the other side.
People (database records) Prospects from Apollo's global database, pulled into downstream systems once enriched or saved. Applications Links a Candidate to a Job and carries the current hiring status and source; created and advanced through statuses (screening, interview, offer, hired, rejected) via the Application API. People (database records) is specific to Apollo.io and Applications to Smartrecruiters — each maps to any object or custom field on the other side.
Sequences Outreach cadences (emailer campaigns in the API); enrollment status is read to track which contacts are being worked. Jobs Requisitions (positions) with openings, departments, locations, and hiring team; created, patched, and read out for requisition and time-to-fill reporting via the Jobs API. Sequences is specific to Apollo.io and Jobs to Smartrecruiters — each maps to any object or custom field on the other side.

How changes propagate between Apollo.io and Smartrecruiters

Each direction of the sync is driven by what the source system can signal and what the destination accepts — detection, delivery, and expected latency below.

Apollo.io Smartrecruiters Interval-based propagation

DetectionStacksync polls Apollo.io for changes on an incremental schedule, reading only records changed since the previous pass. Polling on updated-at timestamps.

DeliveryEach detected change is written to Smartrecruiters through its API, with automatic retries and rate-limit backoff.

Smartrecruiters Apollo.io Sub-second propagation

DetectionSmartrecruiters notifies Stacksync of record changes through webhook events. Webhooks API — subscribe to events (new application, candidate updated, status changed) delivered with a signing secret and retrievable callback logs.

DeliveryEach detected change is written to Apollo.io through its API, with automatic retries and rate-limit backoff.

Rate-limit considerations

  • Apollo.io: Rate limits and enrichment credits vary by plan; bulk endpoints are throttled separately from single-record calls.
  • Smartrecruiters: Per API credential: most endpoints allow up to 10 requests/sec (job publication and offer documents 2/sec), plus a concurrency limiter of up to 8 simultaneous requests (GET /candidates capped at 1). Exceeding returns 429; responses carry X-RateLimit-Limit/Remaining and concurrent-limit headers.
What ships with Apollo.io ⇄ Smartrecruiters

Connect Apollo.io and Smartrecruiters for flexible, real-time data sync.

Real-time sync, workflow automation, event queues, EDI, and monitoring, for every Apollo.io–Smartrecruiters connection.

Real-time

Two-way sync

Changes in Apollo.io or Smartrecruiters instantly reflect in both systems. No stale data, no manual imports.

No-code + pro-code

Workflow automation

Trigger automated workflows whenever Apollo.io or Smartrecruiters data changes, update records, fire webhooks, or kick off sequences without brittle API scripts.

At scale

Event queues

Handle millions of events per minute without losing a single Apollo.io or Smartrecruiters record.

Observability

Monitoring

Track your Apollo.io ⇄ Smartrecruiters sync health, view errors, and replay failed events in one click.

Trading partners

EDI

Transform legacy EDI complexity into simple database interactions between Apollo.io and Smartrecruiters.

How the Apollo.io and Smartrecruiters connectors work

Apollo.io

Integration surface
REST API
Authentication
API key (passed in request headers); master keys unlock account-wide endpoints
Change detection
Polling on updated-at timestamps; webhook callbacks exist only for delivering asynchronous enrichment results, not as a general change-event stream
Capabilities
read · write
Rate limits
Rate limits and enrichment credits vary by plan; bulk endpoints are throttled separately from single-record calls

Smartrecruiters

Integration surface
SmartRecruiters REST APIs (SmartAPIs) on api.smartrecruiters.com — Candidates, Application, Jobs, Interviews, Offers, Users, Approvals, plus a Webhooks API for event subscriptions
Authentication
X-SmartToken API key header for a customer's own integration (grants full company access, no scopes or expiry), or OAuth 2.0 authorization-code flow for partner and Marketplace apps with user-scoped permissions
Change detection
Webhooks API — subscribe to events (new application, candidate updated, status changed) delivered with a signing secret and retrievable callback logs; otherwise poll list endpoints with updated-after-style filters. No log-based change data capture.
Capabilities
read · write · webhooks
Rate limits
Per API credential: most endpoints allow up to 10 requests/sec (job publication and offer documents 2/sec), plus a concurrency limiter of up to 8 simultaneous requests (GET /candidates capped at 1). Exceeding returns 429; responses carry X-RateLimit-Limit/Remaining and concurrent-limit headers.
Smartrecruiters setup guide
How it works

How to connect Apollo.io to Smartrecruiters — three steps, no code

Configure and sync within minutes, no code. Whether you sync 50k or 100M+ records, Stacksync handles the queues, infra, and plumbing. Integrations are non-invasive and need zero setup on your systems.

  1. 01

    Connect your apps

    Authenticate Apollo.io and Smartrecruiters with each platform's native method — OAuth, API keys, or service accounts — plus secure options like SSH tunneling, IP whitelisting, and VPC peering.

    • OAuth 2.0
    • SSH tunnel
    • VPC peering
    Apollo.io connected
    Smartrecruiters connected
    OAuth 2.0
    SSH tunnel
    SSL certificate
    VPC peering
  2. 02

    Choose tables

    Pick the Apollo.io and Smartrecruiters objects to sync — Stacksync auto-detects both schemas, including custom fields where the platform exposes them. Sync to existing tables, or let Stacksync create new ones with ideal data types.

    • Standard objects
    • Custom objects
    • Auto-schema
    objects · Apollo.io ⇄ Smartrecruiters
    Customers 12,480
    Sales Orders 8,213
    Invoices 5,902
    Items 1,344
  3. 03

    Map fields

    Fields map automatically even when names and types differ. Stacksync handles transformation and type casting for you, zero configuration required.

    • Auto-map
    • Type casting
    • Transforms
    Apollo.io Smartrecruiters
    Company company_name text
    Email email text
    Amount amount numeric
    Created created_at timestamp
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FAQ

Apollo.io and Smartrecruiters integration FAQ

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As a data company, we understand the importance of keeping your data secure. Stacksync is built with security best practices to keep your data safe at every layer, and is DPF-certified for US, EU, UK and CH data transfers.

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SSO & SCIM

Let your users access Stacksync from your centralized user management systems. Works with Okta, Azure, Google SSO and more.

Alerts

Immediately get alerted about record syncing issues over email, Slack, PagerDuty and WhatsApp. Resolve issues from a centralized dashboard with retry and revert options.

Secure connection options

Securely connects to your systems with:

OAuth 2 SSH Tunnelling SSL certificates IP Whitelisting VPN gateway VPC peering and more

Related integrations

Every pair below is a real-time, two-way sync. Search all 408 integrations available for Apollo.io and Smartrecruiters.

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