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Business productivity ⇄ Human resources

Gainsight to Smartrecruiters integration — real-time, two-way sync

Keep Gainsight 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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Adopted by fast-scaling companies moving mission-critical data in real time

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Why teams connect Gainsight and Smartrecruiters

Keep the people, teams, and status that Gainsight and Smartrecruiters share aligned in real time, so a hire, role change, or departure recorded in one reaches the other within seconds.

Each tool in Gainsight keeps its own list of who can use it: users, members, or agents, along with the team they sit on and whether they are still active. Smartrecruiters is the authoritative record of the same people as employees, with their department, manager, and employment status. When those two are connected only by manual account admin or a periodic export, the work tools drift: new hires wait days for access, team and manager changes never catch up, and people who have left keep standing accounts.

Stacksync syncs Scorecard Fact, Timeline Activity, Success Plan, Task and Playbook in Gainsight with Approvals, Candidates, Applications, Jobs in Smartrecruiters bi-directionally and in real time. A person added, moved, or offboarded in Smartrecruiters creates or updates the matching user in Gainsight within seconds, with field-level mapping and conflict resolution in place of spreadsheets and one-off account changes. Where Gainsight captures details of its own, such as a corrected contact or a login identity, those can flow back to Smartrecruiters in whichever direction you configure.

Because the sync is field-level, each system keeps its own extras; only the shared facts, who a person is, which team they belong to, and whether their access should be on, are held in agreement.

Common use cases

  • 01 Keep Relationship records aligned with a billing system or ERP so multi-product customers map to the correct contracts and invoices.
  • 02 Read Timeline Activities and Success Plan objectives into a reporting database for churn, QBR, and CSM-productivity dashboards.
  • 03 Stream Jobs and Job Postings into a reporting database for requisition, funnel, and time-to-fill dashboards.
  • 04 Export Interviews and Offers to a data warehouse to analyze interviewer load, offer-acceptance rates, and hiring outcomes.

Common sync patterns

Offboarding: no standing access after a departure

When someone is marked as leaving in Smartrecruiters, the matching account in Gainsight is deactivated or flagged, so departures do not leave open access behind.

One employee directory

A person's name, title, contact details, or status corrected in either system updates the other, so both sides stop maintaining separate copies of the same person.

Org and team structure kept current

Department, team, and reporting-line changes from Smartrecruiters keep the groups, queues, or projects in Gainsight assigned to the right people.

What you can sync between Gainsight 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.

Gainsight objects Smartrecruiters objects How this pairing syncs
Company Customer/account master in Gainsight CS; two-way synced with CRM and warehouse customer tables to keep ARR, owner, and renewal fields aligned. Users Company users (recruiters, hiring managers) with roles, access groups, and activation state; read and written via the User Management API. Company is specific to Gainsight and Users to Smartrecruiters — each maps to any object or custom field on the other side.
Person (People) Contacts associated to companies through the Company Person junction; synced two-way with CRM contacts and warehouse person records. Approvals Approval requests for jobs and offers; requests can be created, retrieved as pending, commented on, and approved or rejected via the Approvals API. Person (People) is specific to Gainsight and Approvals to Smartrecruiters — each maps to any object or custom field on the other side.
Relationship Sub-units within a company for multi-product or multi-team accounts; synced so each maps to the right contract in billing or an ERP. 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. Relationship is specific to Gainsight and Candidates to Smartrecruiters — each maps to any object or custom field on the other side.
CTA (Call to Action) Risk and expansion alerts that drive CSM plays; often synced to ticketing or project tools so follow-up work is tracked where teams operate. 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. CTA (Call to Action) is specific to Gainsight and Applications to Smartrecruiters — each maps to any object or custom field on the other side.
Scorecard Fact Health scores and measures per Company or Relationship; usage metrics from a warehouse are written in so scores reflect live telemetry. 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. Scorecard Fact is specific to Gainsight and Jobs to Smartrecruiters — each maps to any object or custom field on the other side.
Timeline Activity Logged calls, emails, and notes; usually read out into a reporting database for QBR and churn analysis. Job Postings Job ads and publications pushed to the career site and job boards; created and managed via the job publication endpoints (rate-limited to 2 requests/sec). Timeline Activity is specific to Gainsight and Job Postings to Smartrecruiters — each maps to any object or custom field on the other side.

How changes propagate between Gainsight 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.

Gainsight Smartrecruiters Interval-based propagation

DetectionStacksync polls Gainsight for changes on an incremental schedule, reading only records changed since the previous pass. Polling on the ModifiedDate (GS Modified Date) system field, which is filterable and sortable on every object.

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

Smartrecruiters Gainsight 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 Gainsight through its API, with automatic retries and rate-limit backoff.

Rate-limit considerations

  • Gainsight: Synchronous APIs are capped near 100 calls/min and 50,000/day; the asynchronous Bulk API allows 10 calls/hour and 100/day. Both are fixed-window limits, and the applicable per-hour and per-day limits are returned in the x-ratelimit-limit response header.
  • 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 Gainsight ⇄ Smartrecruiters

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

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

Real-time

Two-way sync

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

No-code + pro-code

Workflow automation

Trigger automated workflows whenever Gainsight 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 Gainsight or Smartrecruiters record.

Observability

Monitoring

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

Trading partners

EDI

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

How the Gainsight and Smartrecruiters connectors work

Gainsight

Integration surface
REST APIs (per-object) and asynchronous Bulk REST API
Authentication
API access key passed in the 'accesskey' request header (non-expiring), generated by a Gainsight admin; M2M OAuth (Client ID/Secret) is also supported
Change detection
Polling on the ModifiedDate (GS Modified Date) system field, which is filterable and sortable on every object; Rules Engine Real-Time Rules can optionally push specific object events (e.g., a Company stage change) to an external endpoint
Capabilities
read · write
Rate limits
Synchronous APIs are capped near 100 calls/min and 50,000/day; the asynchronous Bulk API allows 10 calls/hour and 100/day. Both are fixed-window limits, and the applicable per-hour and per-day limits are returned in the x-ratelimit-limit response header.

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 Gainsight 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 Gainsight 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
    Gainsight connected
    Smartrecruiters connected
    OAuth 2.0
    SSH tunnel
    SSL certificate
    VPC peering
  2. 02

    Choose tables

    Pick the Gainsight 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 · Gainsight ⇄ 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
    Gainsight Smartrecruiters
    Company company_name text
    Email email text
    Amount amount numeric
    Created created_at timestamp
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FAQ

Gainsight and Smartrecruiters integration FAQ

SECURITY

Security teams trust Stacksync

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.

Learn more about security
SOC 2 Type II
ISO 27001
HIPAA BAA
GDPR
CCPA
DPF US-EU-UK-CH
→ SECURITY WITH BENEFITS

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 511 integrations available for Gainsight and Smartrecruiters.

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