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Human resources ⇄ CRM

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

Keep Smartrecruiters and Xactly 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 Smartrecruiters and Xactly

Keep the people who own accounts in Xactly 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.

Xactly 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 Payment Summary (Payable), Products & Customers, Orders, Credits in Xactly with Jobs, Job Postings, Interviews, Offers 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 Xactly keeps ownership and territory current, and Stacksync resolves conflicts by the rules you set.

Common use cases

  • 01 Mirror commission Transactions and Credits into a data warehouse to power rep-facing dashboards and comp-plan analytics without manual exports.
  • 02 Sync Participants, Positions, Titles, and Quotas from an HRIS/HCM and planning tools into Xactly so the org hierarchy and targets stay aligned with headcount changes.
  • 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

Deactivate access when someone leaves

When Smartrecruiters marks a worker as departed, the matching user in Xactly is flagged or deactivated, so former employees do not keep CRM access after their last day.

One directory of people

A person's name, title, email, phone, or manager corrected in either system updates the other, so both stop maintaining separate copies of the same individual.

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 Xactly, so relationship history and outreach are not rebuilt from scratch when the same individual appears in both.

What you can sync between Smartrecruiters and Xactly

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 Xactly objects How this pairing syncs
Users Company users (recruiters, hiring managers) with roles, access groups, and activation state; read and written via the User Management API. Products & Customers Product and customer/account master used in crediting rules and reporting; loaded and updated from CRM/ERP through Connect (write) and read for lookups, so read and write. Users is specific to Smartrecruiters and Products & Customers to Xactly — 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. Orders Sales order and transaction records loaded into Incent as the raw input for crediting and calculation; created and updated through Connect load and ETL steps (write) and read back for reconciliation, so read and write. Approvals is specific to Smartrecruiters and Orders to Xactly — 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. Credits Crediting records that tie an order to a participant and position; system-calculated credits are read, while manual and adjustment credits are loaded through Connect, so read and write. Candidates is specific to Smartrecruiters and Credits to Xactly — 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. Transactions (Commission & Bonus) Calculated commission and bonus line items produced by Incent's calculation engine; read as the output of comp runs for reporting and downstream payout, so effectively read-only results. Applications is specific to Smartrecruiters and Transactions (Commission & Bonus) to Xactly — each maps to any object or custom field on the other side.
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. Participants (Payees) Sales reps and payees keyed to positions; loaded and updated from HRIS/HCM source data through Connect (write) and read for roster reporting, so read and write. Jobs is specific to Smartrecruiters and Participants (Payees) to Xactly — each maps to any object or custom field on the other side.
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). Positions & Titles Org-hierarchy positions and titles that credits and quotas roll up to; loaded and maintained through Connect (write) and read to resolve the hierarchy, so read and write. Job Postings is specific to Smartrecruiters and Positions & Titles to Xactly — each maps to any object or custom field on the other side.

How changes propagate between Smartrecruiters and Xactly

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 Xactly 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 applied to Xactly as a row-level write, with types converted between the two schemas.

Xactly Smartrecruiters Interval-based propagation

DetectionStacksync polls Xactly for changes on an incremental schedule, reading only records changed since the previous pass. No CDC log for external tools to consume.

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.
  • Xactly: Xactly does not publish numeric per-second rate limits. The Connect platform enforces query concurrency and long-running-query limits, so large extracts are paged and heavy loads/queries run as asynchronous Connect jobs (submit, then retrieve results) rather than row-by-row calls; batch loads are the supported path for high volume.
What ships with Smartrecruiters ⇄ Xactly

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

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

Real-time

Two-way sync

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

No-code + pro-code

Workflow automation

Trigger automated workflows whenever Smartrecruiters or Xactly 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 Xactly record.

Observability

Monitoring

Track your Smartrecruiters ⇄ Xactly 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 Xactly.

How the Smartrecruiters and Xactly 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

Xactly

Integration surface
Xactly Connect REST API v2 (JSON), plus ODBC/JDBC drivers over the same ANSI-SQL data model. Incent data is exposed as SQL-queryable objects (for example xactly_order, xactly_credit, xactly_transaction, xactly_payment); data is loaded and extracted through Connect load/query steps and server-side ETL Pipelines. The base host is region/pod-specific (for example https://<pod>.xactlycorp.com).
Authentication
OAuth 2.0 via the Xactly Connect API Gateway (bearer tokens issued on behalf of an Xactly Incent user), with HTTP Basic authentication using a dedicated Xactly Connect service-user's credentials also supported for the Connect REST API v2. The connecting user needs Connect/API access plus the relevant object permissions in Incent.
Change detection
No CDC log for external tools to consume. Incremental sync uses SQL predicates on modified/last-updated timestamp columns (for example WHERE modified_date > watermark) against Connect's queryable objects, or scheduled Connect ETL Pipelines that pull deltas since the last run. Xactly Connect has no outbound HTTP webhooks, so change detection is pull/ETL-based.
Capabilities
read · write
Rate limits
Xactly does not publish numeric per-second rate limits. The Connect platform enforces query concurrency and long-running-query limits, so large extracts are paged and heavy loads/queries run as asynchronous Connect jobs (submit, then retrieve results) rather than row-by-row calls; batch loads are the supported path for high volume.
Xactly setup guide
How it works

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

    Choose tables

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

Smartrecruiters and Xactly 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 529 integrations available for Smartrecruiters and Xactly.

Popular · 7 of 529
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