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Business productivity ⇄ Human resources

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

Keep Gatekeeper 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 Gatekeeper and Smartrecruiters

Keep the people, teams, and status that Gatekeeper 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 Gatekeeper 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 Files, Workflow form data, Custom data groups, Users in Gatekeeper 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 Gatekeeper within seconds, with field-level mapping and conflict resolution in place of spreadsheets and one-off account changes. Where Gatekeeper 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 Stream workflow-form data - intake requests, vendor onboarding, risk assessments - into an operational database for cycle-time and compliance reporting.
  • 02 Write contract or vendor records into Gatekeeper when a deal closes in the CRM to kick off downstream procurement and legal workflows.
  • 03 Write enriched or sourced Candidates from external sourcing tools into SmartRecruiters and keep contact fields refreshed as data changes.
  • 04 Stream Jobs and Job Postings into a reporting database for requisition, funnel, and time-to-fill dashboards.

Common sync patterns

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 Gatekeeper assigned to the right people.

Where Gatekeeper routes or assigns work by person: assignments follow the org

When someone changes teams or managers in Smartrecruiters, the queues, ownership, or approvals in Gatekeeper update to match, so work reaches whoever holds the role now.

What you can sync between Gatekeeper 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.

Gatekeeper objects Smartrecruiters objects How this pairing syncs
Users Gatekeeper user and team records governed by role-based access; read to map contract and vendor owners, approvers, and internal contacts to CRM or HR records. Users Company users (recruiters, hiring managers) with roles, access groups, and activation state; read and written via the User Management API. Same entity on both sides — records pair one-to-one and field-level changes reconcile in both directions.
Workflow form data The structured data captured on Gatekeeper workflow forms (intake requests, vendor onboarding, risk assessments); exposed by the API since 2025 so form results sync into an operational database, not only contract and vendor records. 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). Workflow form data is specific to Gatekeeper and Job Postings to Smartrecruiters — each maps to any object or custom field on the other side.
Custom data groups Customer-configured custom fields and data groups; because the JSON:API and its docs are dynamic, any custom data added in Configuration exposes the same read/write endpoints as the standard objects and syncs the same way. Interviews Interview types, timeslots, templates, and scheduled interviews with interviewers and times; created, updated, and read for scheduling and interviewer-load analytics. Custom data groups is specific to Gatekeeper and Interviews to Smartrecruiters — each maps to any object or custom field on the other side.
Categories The classification taxonomy applied to contracts and vendors (type, department, business unit); synced so categorization stays consistent between Gatekeeper and downstream reporting or ERP dimensions. 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). Categories is specific to Gatekeeper and Offers to Smartrecruiters — each maps to any object or custom field on the other side.
Contracts The core contract records holding value, key dates, renewal terms, status, type, owner, and the linked vendor; created, read, updated, and deleted so contract data moves two-way between Gatekeeper and a database, ERP, or CRM. Approvals Approval requests for jobs and offers; requests can be created, retrieved as pending, commented on, and approved or rejected via the Approvals API. Contracts is specific to Gatekeeper and Approvals to Smartrecruiters — each maps to any object or custom field on the other side.
Vendors (Suppliers) Company records for counterparties and suppliers with onboarding status, compliance, risk, contacts, and spend; read and written to keep vendor master data aligned with a CRM or 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. Vendors (Suppliers) is specific to Gatekeeper and Candidates to Smartrecruiters — each maps to any object or custom field on the other side.

How changes propagate between Gatekeeper 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.

Gatekeeper Smartrecruiters Interval-based propagation

DetectionStacksync polls Gatekeeper for changes on an incremental schedule, reading only records changed since the previous pass. No native developer webhook subscription API and no database change-data-capture log.

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

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

Rate-limit considerations

  • Gatekeeper: Gatekeeper publishes no fixed public per-minute request quota; throughput is governed per key by its endpoint permissions, and every call is recorded (parameters, payload, response) under API Logs for monitoring. Pace bulk writes and use JSON:API pagination on list endpoints.
  • 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 Gatekeeper ⇄ Smartrecruiters

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

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

Real-time

Two-way sync

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

No-code + pro-code

Workflow automation

Trigger automated workflows whenever Gatekeeper 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 Gatekeeper or Smartrecruiters record.

Observability

Monitoring

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

Trading partners

EDI

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

How the Gatekeeper and Smartrecruiters connectors work

Gatekeeper

Integration surface
RESTful API following the JSON:API specification, tenant-scoped with interactive docs at {tenant}.gatekeeperhq.com/api_docs and a published Postman collection. The API is dynamic: it exposes the standard Contract and Vendor objects plus any custom data groups and workflow-form data configured in the tenant.
Authentication
API keys created and managed under Configuration > API Keys and passed as a token; each key carries granular per-endpoint permissions set to read-only or write, so access is scoped per object. Multiple keys can be issued and revoked independently.
Change detection
No native developer webhook subscription API and no database change-data-capture log; detect changes by polling the JSON:API list endpoints filtered and sorted on updated-at timestamps. Gatekeeper's own event automation - Workflow Engine phase transitions and Interconnect process orchestration - runs inside the platform rather than as a subscribable webhook stream.
Capabilities
read · write
Rate limits
Gatekeeper publishes no fixed public per-minute request quota; throughput is governed per key by its endpoint permissions, and every call is recorded (parameters, payload, response) under API Logs for monitoring. Pace bulk writes and use JSON:API pagination on list endpoints.

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

    Choose tables

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

Gatekeeper 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 407 integrations available for Gatekeeper and Smartrecruiters.

Popular · 7 of 407
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