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CRM ⇄ Human resources

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

Keep Insightly 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 Insightly and Smartrecruiters

Keep the people who own accounts in Insightly 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.

Insightly 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 Products, Custom Fields, Contacts, Organizations in Insightly with Approvals, Candidates, Applications, Jobs 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 Insightly keeps ownership and territory current, and Stacksync resolves conflicts by the rules you set.

Common use cases

  • 01 Deduplicate and align customer records between Insightly and an ERP or invoicing system
  • 02 Two-way sync of Insightly contacts and organizations with a marketing automation platform
  • 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

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 Insightly, 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 Insightly, so a new rep can start working accounts without waiting on a manual setup ticket.

Ownership and territory follow the org chart

When a person changes team, manager, or region in Smartrecruiters, their accounts and territory assignments in Insightly update to match, so pipeline stays with the right owner.

What you can sync between Insightly 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.

Insightly objects Smartrecruiters objects How this pairing syncs
Tasks Activity records keep follow-ups consistent across systems. 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 is specific to Insightly and Offers to Smartrecruiters — each maps to any object or custom field on the other side.
Events Calendar items sync for a complete activity timeline. Users Company users (recruiters, hiring managers) with roles, access groups, and activation state; read and written via the User Management API. Events is specific to Insightly and Users to Smartrecruiters — each maps to any object or custom field on the other side.
Notes Free-text context attaches to synced records for downstream visibility. Approvals Approval requests for jobs and offers; requests can be created, retrieved as pending, commented on, and approved or rejected via the Approvals API. Notes is specific to Insightly and Approvals to Smartrecruiters — each maps to any object or custom field on the other side.
Products Product catalog entries support line-item syncing on opportunities and quotes. 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. Products is specific to Insightly and Candidates to Smartrecruiters — each maps to any object or custom field on the other side.
Custom Fields Per-object custom fields carry enrichment and billing data written from external systems. 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. Custom Fields is specific to Insightly and Applications to Smartrecruiters — each maps to any object or custom field on the other side.
Contacts Person records sync with marketing and support tools to keep one contact list. 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. Contacts is specific to Insightly and Jobs to Smartrecruiters — each maps to any object or custom field on the other side.

How changes propagate between Insightly 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.

Insightly Smartrecruiters Interval-based propagation

DetectionStacksync polls Insightly for changes on an incremental schedule, reading only records changed since the previous pass. Polling on record updated-date fields.

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

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

Rate-limit considerations

  • Insightly: Daily API request caps vary by Insightly plan.
  • 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 Insightly ⇄ Smartrecruiters

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

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

Real-time

Two-way sync

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

No-code + pro-code

Workflow automation

Trigger automated workflows whenever Insightly 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 Insightly or Smartrecruiters record.

Observability

Monitoring

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

Trading partners

EDI

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

How the Insightly and Smartrecruiters connectors work

Insightly

Integration surface
REST API (versioned)
Authentication
API key sent via HTTP Basic authentication
Change detection
Polling on record updated-date fields
Capabilities
read · write
Rate limits
Daily API request caps vary by Insightly plan

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

    Choose tables

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

Insightly 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 516 integrations available for Insightly and Smartrecruiters.

Popular · 8 of 516
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