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Human resources ⇄ Business productivity

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

Keep Smartrecruiters and Smartsheet 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 Smartrecruiters and Smartsheet

Keep the people, teams, and status that Smartsheet 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 Smartsheet 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 Rows, Columns, Cells, Reports in Smartsheet 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 Smartsheet within seconds, with field-level mapping and conflict resolution in place of spreadsheets and one-off account changes. Where Smartsheet 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 Mirror Users and Groups from an HR system or directory so sheet sharing and workspace access stay aligned with headcount changes.
  • 02 Trigger downstream actions in an operational database when a Row's status Cell changes, using sheet webhooks for near-real-time updates.
  • 03 Subscribe to the Webhooks API to react to new applications and status changes in near real time across downstream systems.
  • 04 Two-way sync Candidates and Applications with Postgres so recruiting-ops apps read and update hiring status, tags, and custom fields in SQL while recruiters keep working in SmartRecruiters.

Common sync patterns

Offboarding: no standing access after a departure

When someone is marked as leaving in Smartrecruiters, the matching account in Smartsheet 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 Smartsheet assigned to the right people.

What you can sync between Smartrecruiters and Smartsheet

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.

Smartrecruiters objects Smartsheet objects How this pairing syncs
Interviews Interview types, timeslots, templates, and scheduled interviews with interviewers and times; created, updated, and read for scheduling and interviewer-load analytics. Columns Define sheet schema and cell type (TEXT_NUMBER, DATE, CONTACT_LIST, PICKLIST, CHECKBOX); read via the API so field mappings can be generated. Interviews is specific to Smartrecruiters and Columns to Smartsheet — each maps to any object or custom field on the other side.
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). Cells Row-by-column values; writes must match the column type and no single cell can exceed 4,000 characters. Offers is specific to Smartrecruiters and Cells to Smartsheet — each maps to any object or custom field on the other side.
Users Company users (recruiters, hiring managers) with roles, access groups, and activation state; read and written via the User Management API. Reports Read-only roll-ups spanning multiple sheets; pulled into a warehouse for cross-sheet reporting, capped at 50,000 rows. Users is specific to Smartrecruiters and Reports to Smartsheet — each maps to any object or custom field on the other side.
Approvals Approval requests for jobs and offers; requests can be created, retrieved as pending, commented on, and approved or rejected via the Approvals API. Attachments Files linked to rows or sheets; posting one carries a 10x rate cost, so bulk file sync is throttled to 30 per minute. Approvals is specific to Smartrecruiters and Attachments to Smartsheet — each maps to any object or custom field on the other side.
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. Discussions and Comments Threaded comments on rows and sheets; read out to sync collaboration history or activity into another system. Candidates is specific to Smartrecruiters and Discussions and Comments to Smartsheet — each maps to any object or custom field on the other side.
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. Users and Groups Account membership and sharing; synced to keep an HR or identity source aligned with sheet and workspace access. Applications is specific to Smartrecruiters and Users and Groups to Smartsheet — each maps to any object or custom field on the other side.

How changes propagate between Smartrecruiters and Smartsheet

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.

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

Smartsheet Smartrecruiters Sub-second propagation

DetectionSmartsheet notifies Stacksync of record changes through webhook events. Sheet-scoped webhooks subscribed to *.* events notify on row and cell changes.

DeliveryEach detected change is written to Smartrecruiters 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.
  • Smartsheet: 300 requests per minute per access token; heavy calls like posting attachments cost 10x (30/min). A 429 returns errorCode 4003, back off ~60s.
What ships with Smartrecruiters ⇄ Smartsheet

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

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

Real-time

Two-way sync

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

No-code + pro-code

Workflow automation

Trigger automated workflows whenever Smartrecruiters or Smartsheet 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 Smartrecruiters or Smartsheet record.

Observability

Monitoring

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

Trading partners

EDI

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

How the Smartrecruiters and Smartsheet connectors work

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

Smartsheet

Integration surface
REST API (v2.0)
Authentication
OAuth 2.0 authorization-code flow, or a raw/personal API access token passed as a Bearer header
Change detection
Sheet-scoped webhooks subscribed to *.* events notify on row and cell changes; otherwise polling on sheet and row modifiedAt timestamps
Capabilities
read · write · webhooks
Rate limits
300 requests per minute per access token; heavy calls like posting attachments cost 10x (30/min). A 429 returns errorCode 4003, back off ~60s.
How it works

How to connect Smartrecruiters to Smartsheet — 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 Smartrecruiters and Smartsheet 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
    Smartrecruiters connected
    Smartsheet connected
    OAuth 2.0
    SSH tunnel
    SSL certificate
    VPC peering
  2. 02

    Choose tables

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

Smartrecruiters and Smartsheet 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.

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→ 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 Smartrecruiters and Smartsheet.

Popular · 8 of 511
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