Zapier is an online tool that automates tasks between hundreds of applications (i.e., Gmail, Google Sheets, MailChimp, etc.) by connecting them through their APIs without any coding or developer intervention.

TalentHR uses Zapier to let you integrate your system with a broad range of popular third-party services.

If, for example, you want to automatically import any new employee from TalentHR to a Google Sheets spreadsheet, you can do it quickly with a Zapier-enabled integration and without writing a single line of code.

Before moving on to our step-by-step guide, sign up for a free Zapier account. 

In Zapier, events are divided into triggers and actions. Currently, the TalentHR-Zapier integration includes the following triggers and actions:

Triggers:

• Deleted Employee: Triggers when an employee is deleted.
• Job Unpublished From ATS: Triggers when an ATS (Applicant Tracking System) job position is unpublished.
• New ATS Application: Triggers when a new job application is submitted.
• New Employee: Triggers when a new employee is created.
• New Job Published in ATS: Triggers when an ATS job position is published.
• New Time Off Request: Triggers when an employee requests time off.
• Time Off Request Approval: Triggers when a time-off request is approved.
• Time Off Request Rejected: Triggers when a time-off request is rejected.
• Updated Employee: Triggers when an employee is updated.

Actions:

• Create (Hire) an Employee: Adds a new employee (Hire) to the system.
• Create a Department: Creates a “Department” in the system.
• Create a Division: Creates a “Division” in the system.
• Create a Job Title: Creates a “Job Title” in the system.
• Create a Location: Creates a “Location” in the system.
• Employee Absence Summary: Retrieves a list of employees who are absent for a specific period.
• Get Summary of Who’s Out: Retrieves a list of employees who will be out of the company the following days (today and tomorrow).
• Respond to a Time Off Request: Responds to an employee’s time-off request.
• Update a Department: Updates a specified “Department” in the system.
• Update a Division: Updates a specified “Division” in the system.
• Update a Job Title: Updates a specified “Job Title” in the system.
• Update a Location: Updates a specified “Location” in the system.
• Update an Employee: Updates an existing employee in the system.
• Upload an Employee’s Document: Uploads a document to an employee's folder in the system. Valid formats: docx, doc, odt, odp, ods, xls, xlsx, ppt, pptx, pdf, png, jpg, jpeg, svg, csv, gif, webp, tsv.
• Find an Employee: Checks if an employee is already in the system by searching existing records.

Step 1: Create an API key for Zapier

You can generate multiple TalentHR API keys to use. Each API key can be designated to a unique external system integration, so it’s recommended to create a unique API key for Zapier. This way, you can disable it in the future if needed, without it affecting any other integrations you might have active at the time under different API keys. 

To generate a new API key:

1. Go to Settings, make sure that the Domain settings option is selected, and click on the API (1) tab.

2. Click the “Generate new” (2) button.

3. Add an alias (3) for your API key, make sure it’s set to “Active” and save it.

4. Once you’ve created your API key, copy it (4). You will use it to establish the connection between your TalentHR domain and Zapier. 

Now you can navigate to Zapier to set up your first Zap with TalentHR!

Example: Integrate TalentHR with Google Sheets

In the following example, you’ll learn how to automatically add new TalentHR employees to a Google Sheets spreadsheet.

For this guide, we’ll use the worksheet “Sheet1” from an example Google Sheets spreadsheet file titled “New user(Zapier)” with the columns Name, Email, Job Title, Location.

Step 2: Connect Zapier with TalentHR

1. Sign in to your Zapier account. On your dashboard, click “Create” (1) and select “Zaps” to start creating your Zap.

2. Choose your triggering service (2) (i.e., TalentHR) and a trigger (3) (e.g., New Employee).

3. Click the “Continue” button (4). 

4. Click “Sign in” (5) to connect your TalentHR portal with Zapier. 

5. On the dialog box that pops up, paste your TalentHR API key (6) and click “Yes, continue to TalentHR”.

6. Click the “Continue” button once more (7). 

Step 3: Test your trigger and connect with Google Sheets

At this point, your TalentHR portal is connected to Zapier. 

1. Click “Test trigger” (1) to confirm that everything has been set up properly (i.e., your designated API key is active and the connection is established). 

2. The system will locate your most recent employee on TalentHR and pull their record. Click “Continue with selected record” (2). 

3. Choose an action app (3) (i.e., Google Sheets).

4. Select an action (4) (i.e., Create Spreadsheet Row) and click the Continue button. 

5. Select your spreadsheet (5) (e.g. “New user(Zapier)”), choose your worksheet (6) (e.g. “Sheet1” and specify which data you want to be pulled from your employee’s profile to your Google Sheets spreadsheet for each of the columns in your worksheet (7), each time a new employee is added to TalentHR. Then, click “Continue”. 

6. To test your connection, Zapier will create a row in your spreadsheet with the selected information for the TalentHR employee it found earlier. Click “Test step” (8) to continue.

7. A row will be created in the selected worksheet with the specified information (9). 

8. Your Zap was successful! Click “Publish” (10) to activate it. 

Now, each time a new employee is added to TalentHR, your Google Sheets worksheet will be automatically and instantaneously filled in with the information you’ve specified!