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Sapling - JazzHR Integration Guide

Matt Troy
Updated

Introduction

Finding the best talent is the key to any successful organization, but it doesn’t stop at hiring – it’s just as important to support new hires, empower them to be productive and successful in their new role.

By leveraging Kallidus Sapling, you can provide significant improvements to your People Operations team and Hiring Managers, while completely streamlining the Candidate and Employee experience through the JazzHR integration.

JazzHR is a powerful, user-friendly, applicant tracking system that is purpose-built to help businesses exceed their recruiting goals.

With the JazzHR integration, Sapling will:

  • Create Pending Hires: When a new hire is exported from JazzHR, they will automatically be added to the Pending Hires dashboard in Sapling
  • Update User Attributes: When an existing Sapling user is exported with a new role from JazzHR, they will automatically be added to the Pending Hires dashboard so you can merge their updated job details into their existing profile

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How it Works

Create Pending Hires

  • When a new hire is exported from JazzHR, they will immediately be added to the Pending Hires dashboard in Sapling with their personal information and job detailsmceclip7.png
  • If enabled, a new pending hire notification will be sent out to your Admin team once the new hire has been added to the Pending Hires dashboard
  • Check out the Supported Fields section for what fields are synced from JazzHR to Sapling for pending hire creation

Update User Attributes

  • When an existing Sapling user (active or inactive) is exported with a new role from JazzHR, they will immediately be added to the Pending Hires dashboard just like a new hire
  • However, they will have a duplicate profile warning which you can resolve by clicking "Resolve Duplicate" to merge their updated job details into their existing profile
  • When a job details table is updated this way, the Effective Date of the latest row will reflect the Start Date of the new role

Before Enabling the Integration

To get the most out this integration and it's default mapping, we strongly advise you align the following company details:

  • Your JazzHR Locations (under job details) must match your Sapling Locations. JazzHR requires a Location city, state, and country, but you only need to match the city portion to Sapling. 
  • Your JazzHR Departments (under advanced job details) must match your Sapling Departments.

Setting Up the Integration

Part 1: Retrieve your API key in JazzHR

  1. From your home page, navigate to Settingsmceclip0.png
  2. Under Settings, navigate to Integrations
  3. Copy the API key for Part 2 of the setupmceclip0.png
  4. Scroll down to find the Sapling integration and click "Connect"mceclip2.png
  5. Open Sapling in a separate tab for Part 2 of setup - you'll return to JazzHR later

Part 2: Enable the JazzHR integration in Sapling

  1. Under Administration Tools, navigate to Integrations

  2. Scroll down to find the JazzHR integration and enable the integration slidermceclip0.png
  3. Paste your JazzHR API key
  4. Copy the client ID and client secret for Part 3 of the setup
  5. Once completed, click "Next"
  6. Confirm your configuration details and click "Activate" to complete the integration

Part 3: Enable the Sapling integration in JazzHR

  1. Paste your Sapling client ID and client secret
  2. Once completed, click "Save"
  3. Click "OK" to complete the integration

Supported Fields

Kallidus is continually expanding the number of fields that sync between JazzHR and Sapling. 

Please note that is not possible to exclude or custom map any of the supported fields above, or map any additional fields at this time.

Key Factors to be aware of

Field Name Matching

  • For the fields to sync correctly, the naming conventions must match between Sapling and JazzHR for both the fields names and field values (for dropdown fields)

Resending New Hires

If you need to re-export a new hire from JazzHR to Sapling to capture the most updated data from their JazzHR profile (eg. an adjusted start date), you can do so by following the steps below:

  1. In Sapling, delete the existing Pending Hire profile from the dashboard
  2. In JazzHR, re-export the new hire

Please note: If you do not delete the existing Pending Hire first, re-exporting the new hire will not create a new Pending Hire profile with the updated data - you will simply have the existing Pending Hire profile with the outdated data. 

Start Date Management

At this time, start dates in Sapling will always reflect the date the user was hired in JazzHR (not their actual start date). This is due to limitations of the JazzHR API. 

Looking to do more?

Want to build your own custom integration? Check out the publicly available resources below:

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