Beamery
The Beamery <> Ashby integration syncs jobs, candidates, and applications in both directions. Pushes from Ashby run based on events in-app. Pulls from Beamery run every 20 minutes and write jobs and candidates into Ashby. The sync includes applications within the candidate information.
Permissions and access
The Beamery integration can be configured on the Enterprise plan.
Foundations | Legacy Plus | Plus | Enterprise |
|---|---|---|---|
❌ | ❌ | ❌ | ✅ |
Permissions & prerequisites: You need to be an Organization Admin in Ashby to configure the Beamery integration.
Connecting the integration
- Navigate to Admin > Integrations and search for the Beamery integration.
- Click the Enable Beamery button.
- Enter your Beamery credentials and click Activate.
If you log in to your Beamery account via Single Sign-On (SSO) or with Google, you need to create a new user in your Beamery account that logs in with a username and password to set up the integration. More on setting up a new user in Beamery can be found below.
If you manage your jobs entirely in Ashby and do not want to import your existing jobs from Beamery, leave the Import jobs from Beamery? checkbox unchecked.
Creating an integration-specific user in Beamery
To create a user specifically for the Beamery <> Ashby integration:
- In Beamery, create a new user following Beamery's user management documentation. Set the user's role to "API". You need to provide an email address for the user. The email address cannot already be used by a user in your Beamery account.
- You receive an email from Beamery at the address you provided when creating the user. Click the link in the email and set a password for the user.
- Navigate to the Beamery integration page in Ashby and provide the email and password configured in the steps above.
Once you provide the username and password, the setup is complete.
Using the integration
Sync between Beamery and Ashby runs while the integration is active.
Ashby to Beamery syncs
Ashby to Beamery syncs run when the integration is active and certain events happen in-app. These include:
- Creating a job
- Updating a job
- Copying a job
- Updating an interview plan on a job
- Adding a candidate
- Updating a candidate
- Changing the stage for a candidate
- An application is received or added
- An application is updated or transferred
The sync excludes confidential jobs, so creating or updating confidential jobs does not trigger a sync. When a candidate applies to a confidential job, Ashby still creates the candidate in Beamery, and the application push stops at the confidential-job check.
What is synced from Ashby to Beamery
Jobs
Ashby pushes the data below to Beamery whenever a job is created, copied, or updated in Ashby. The sync excludes confidential jobs.
- Title
- Location
- Team
- Employment type (Full Time, Contract, etc.)
- Status (Draft, Archive, etc.)
- Interview plan
- Ashby syncs every job's default interview plan. Any secondary interview plans are not synced.
- Both custom and shared interview plans are synced to Beamery. Updates and conversions between shared and custom plans are also synced.
- Owner
- Equivalent to a job's Recruiter in Ashby.
- Beamery only supports one owner per job. If a job in Ashby has multiple recruiters, Ashby sets the first one alphabetically as the owner in Beamery.
- Manager
- Equivalent to a job's Hiring Manager in Ashby.
- Beamery only supports one hiring manager per job. If a job in Ashby has multiple hiring managers, Ashby sets the first one alphabetically as the manager in Beamery.
Candidates
Ashby pushes the data below to Beamery when a candidate is created via the Add candidate button in Ashby and whenever a candidate applies via an Ashby job board. Ashby also pushes updates made to all candidate data below to Beamery.
- Name
- Email addresses
- All email addresses sync across platforms, and primary email addresses are correctly synced as primary when updated on either platform.
- Phone numbers
- Websites
- Tags
- Tags in Ashby push to global tags in Beamery (Beamery preferred this to pushing them as profile tags). Beamery profile and global tags sync to candidate tags in Ashby.
- Work experience
- Work experience is mapped to Beamery whenever Ashby pushes a candidate's profile to Beamery. Currently, updating work experience does not cause an update to be pushed to Beamery, but any other update that causes Ashby to push a candidate's profile to Beamery will publish the updated experience.
- Education experience
- Resume file
Beamery's Application Programming Interface (API) does not allow Ashby to remove any of the following info from a candidate's Beamery profile once it's added. To remove candidate phone numbers and email addresses from Ashby, delete them in Beamery, and the deletes will sync to Ashby. If the deletes are not made in Beamery, the deleted values are reapplied to the candidate in Ashby when the sync runs again.
Applications
Ashby pushes applications to Beamery whenever an application is created for a candidate (either when they apply to a job, when a recruiter manually considers them for a job, or when their application is transferred to a new job).
- Application stage changes
- Application sources
- Because of limitations with Beamery's API, Ashby can only push sources to Beamery if the title of the source matches up exactly with the title of the source in Beamery. The name of the tag (excluding the source type prefix) must exist exactly in both Ashby and Beamery in order to be pushed from Ashby to Beamery.
- Application transfers
- Beamery doesn't allow Ashby to delete applications, so Ashby cannot complete a transfer exactly as it does internally. If you transfer a candidate's application to a new job in Ashby, Ashby creates a new application for that candidate in Beamery, but the candidate's original application still remains in Beamery. When Ashby syncs with Beamery again, the candidate's application is pulled back into Ashby unless you also delete it from Beamery before the next sync completes.
- Archive reasons
- When you archive an application in Ashby, Ashby pushes the archive reason to Beamery. Unarchiving an application does not remove the archive reason in Beamery, even though Ashby does not send it in the payload.
Beamery to Ashby syncs
Beamery to Ashby syncs run every 20 minutes. The sync fetches vacancies and contacts, and it fetches pools if that feature is enabled. Only vacancies and contacts are mapped into Ashby. Each application is an entry on the contact's vacancy list.
What is synced from Beamery to Ashby?
Jobs
Ashby creates jobs not yet in the system, and updates existing jobs if the data from Beamery is more recent than the data in Ashby. The sync excludes confidential jobs.
- Job title
- Location
- Team
- Employment type
- Status
- Interview plan
- All interview plans are imported as custom plans because Beamery does not have the concept of a shared interview plan.
Candidates
Ashby creates candidates not yet in the system. Ashby updates existing candidates if the data from Beamery is more recent than the data in Ashby.
- Name
- Email addresses
- Primary email addresses in Beamery are synced to Ashby as primary addresses.
- Social links
- Phone numbers
- Primary phone numbers in Beamery are synced to Ashby as primary phone numbers.
- Tags
- Global and profile tags are both synced into Ashby as candidate tags. This matches the behavior of the GH <> Beamery integration.
- Source
- Work history
- Education history
- Latest company
Applications
Ashby creates applications not yet in the system. Ashby updates existing applications if the updated_at timestamp of the data from Beamery is more recent than the timestamp in Ashby.
- Application stage transitions [These are approximate]
- Ashby approximates stage transition history because Beamery doesn't provide exact timestamps for when stage transitions occurred. This means that if a candidate's stage updates multiple times in Beamery between syncs, Ashby can only pull in the candidate's latest stage.
- Source
FAQ
Why aren't confidential jobs included in the sync?
In order to sync confidential jobs between Ashby and Beamery, Ashby also needs to sync users between the platforms. This is because confidential jobs on both platforms are only visible to the user that created them, so Ashby would need to set the authorId of jobs in Ashby and the owner of the vacancy in Beamery.
Currently, the API key user creates all jobs on both platforms, so any confidential jobs pushed to Beamery are only visible to whoever configured the integration, and any jobs pulled into Ashby are only visible to the API key user. Beamery also supports sharing confidential ("private" in their terms) jobs with multiple people, which Ashby does not support.