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Business productivity ⇄ Human resources

Microsoft 365 to Smartrecruiters integration — real-time, two-way sync

Keep Microsoft 365 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 Microsoft 365 and Smartrecruiters

Keep the people, teams, and status that Microsoft 365 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 Microsoft 365 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 Users, Groups, Mail Messages, Calendar Events in Microsoft 365 with Candidates, Applications, Jobs, Job Postings in Smartrecruiters bi-directionally and in real time. A person added, moved, or offboarded in Smartrecruiters creates or updates the matching user in Microsoft 365 within seconds, with field-level mapping and conflict resolution in place of spreadsheets and one-off account changes. Where Microsoft 365 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 Sync SharePoint lists with operational databases so business users edit in SharePoint while systems read SQL.
  • 02 Archive mail and file metadata into a warehouse for compliance and activity analytics.
  • 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 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 Microsoft 365 assigned to the right people.

Where Microsoft 365 routes or assigns work by person: assignments follow the org

When someone changes teams or managers in Smartrecruiters, the queues, ownership, or approvals in Microsoft 365 update to match, so work reaches whoever holds the role now.

What you can sync between Microsoft 365 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.

Microsoft 365 objects Smartrecruiters objects How this pairing syncs
Users Entra ID user accounts synced with HR and identity systems. 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.
OneDrive Files (driveItems) File and folder metadata synced for document workflows and audits. Interviews Interview types, timeslots, templates, and scheduled interviews with interviewers and times; created, updated, and read for scheduling and interviewer-load analytics. OneDrive Files (driveItems) is specific to Microsoft 365 and Interviews to Smartrecruiters — each maps to any object or custom field on the other side.
SharePoint Sites & Lists List items read and written like lightweight database tables. 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). SharePoint Sites & Lists is specific to Microsoft 365 and Offers to Smartrecruiters — each maps to any object or custom field on the other side.
Teams Team and membership data provisioned from upstream systems. Approvals Approval requests for jobs and offers; requests can be created, retrieved as pending, commented on, and approved or rejected via the Approvals API. Teams is specific to Microsoft 365 and Approvals to Smartrecruiters — each maps to any object or custom field on the other side.
Planner & To Do Tasks Task items synced with project and work-management tools. 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. Planner & To Do Tasks is specific to Microsoft 365 and Candidates to Smartrecruiters — each maps to any object or custom field on the other side.
Groups Microsoft 365 and security groups kept aligned with org structure and access rules. 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. Groups is specific to Microsoft 365 and Applications to Smartrecruiters — each maps to any object or custom field on the other side.

How changes propagate between Microsoft 365 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.

Microsoft 365 Smartrecruiters Sub-second propagation

DetectionMicrosoft 365 notifies Stacksync of record changes through webhook events. Graph change notifications (webhooks) plus delta queries for incremental sync.

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

Smartrecruiters Microsoft 365 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 Microsoft 365 through its API, with automatic retries and rate-limit backoff.

Rate-limit considerations

  • 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 Microsoft 365 ⇄ Smartrecruiters

Connect Microsoft 365 and Smartrecruiters for flexible, real-time data sync.

Real-time sync, workflow automation, event queues, EDI, and monitoring, for every Microsoft 365–Smartrecruiters connection.

Real-time

Two-way sync

Changes in Microsoft 365 or Smartrecruiters instantly reflect in both systems. No stale data, no manual imports.

No-code + pro-code

Workflow automation

Trigger automated workflows whenever Microsoft 365 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 Microsoft 365 or Smartrecruiters record.

Observability

Monitoring

Track your Microsoft 365 ⇄ Smartrecruiters sync health, view errors, and replay failed events in one click.

Trading partners

EDI

Transform legacy EDI complexity into simple database interactions between Microsoft 365 and Smartrecruiters.

How the Microsoft 365 and Smartrecruiters connectors work

Microsoft 365

Integration surface
REST API (Microsoft Graph)
Authentication
OAuth 2.0 via Microsoft Entra ID, with delegated or application permissions
Change detection
Graph change notifications (webhooks) plus delta queries for incremental sync
Capabilities
read · write · webhooks

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 Microsoft 365 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 Microsoft 365 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
    Microsoft 365 connected
    Smartrecruiters connected
    OAuth 2.0
    SSH tunnel
    SSL certificate
    VPC peering
  2. 02

    Choose tables

    Pick the Microsoft 365 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 · Microsoft 365 ⇄ 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
    Microsoft 365 Smartrecruiters
    Company company_name text
    Email email text
    Amount amount numeric
    Created created_at timestamp
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FAQ

Microsoft 365 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 455 integrations available for Microsoft 365 and Smartrecruiters.

Popular · 7 of 455
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