---
title: Integrating with TrackerRMS
slug: integrating-with-trackerrms
icon: 🌈
docTags: 
createdAt: 2025-08-18T17:32:40.181Z
---

This guide covers:

::::VerticalSplit{layout="middle"}
:::VerticalSplitItem
- [Connecting TrackerRMS to Pin](https://docs.pin.com/integrating-with-trackerrms#connecting-trackerrms-to-pin)
- [Syncing candidates to TrackerRMS](https://docs.pin.com/integrating-with-trackerrms#syncing-candidates-to-trackerrms)
- [When candidates sync to TrackerRMS](https://docs.pin.com/integrating-with-trackerrms#when-candidates-sync-to-trackerrms)
- [Checking if a candidate synced to TrackerRMS](https://docs.pin.com/integrating-with-trackerrms#checking-if-a-candidate-synced-to-trackerrms)
:::

:::VerticalSplitItem
- [Manually syncing a candidate to TrackerRMS](https://docs.pin.com/integrating-with-trackerrms#manually-syncing-a-candidate-to-trackerrms)
- [Candidate data synced to TrackerRMS](https://docs.pin.com/integrating-with-trackerrms#candidate-data-synced-to-trackerrms)
- [How Pin checks for duplicates in TrackerRMS](https://docs.pin.com/integrating-with-trackerrms#how-pin-checks-for-duplicates-in-trackerrms)
- [Add TrackerRMS candidates to Pin](https://docs.pin.com/integrating-with-trackerrms#add-trackerrms-candidates-to-pin)
:::
::::

***

# Connecting TrackerRMS to Pin

1. Navigate to **Settings -> ATS Integration** and **select TrackerRMS** from the list. 
2. **Enter your region and TrackerRMS Access Token.**
3. After entering this information, the integration will be connected.



:::hint{type="warning"}
**Warning: **The connection may fail if the wrong region is entered here.  Please try a different region if sync runs for a long time and doesn't complete.  If you're using CA for example, try switching to GL.
:::

![](https://api.archbee.com/api/optimize/JtqPsvk-s0xQ7dgMBVpor/PnLB5HCHxiZXcEZStC-dc_image.png)

![](https://api.archbee.com/api/optimize/JtqPsvk-s0xQ7dgMBVpor/0NyIOTX6xE2ryfmoUAF5c_image.png)

***

# Syncing candidates to TrackerRMS

To sync candidates from each job in Pin to a specific job in TrackerRMS: 

1. Go to **Job Settings -> Position Details**.
2. Scroll to the **ATS Integration** section.
3. Choose when to sync candidates by selecting one of the following triggers:
   - Never
   - Contact information is found
   - They receive their first message
   - They reply to an email
   - They reply to an email and are interested
4. Select the TrackerRMS job you want to sync candidates to. You can search by the job ID to find the job.

Once you've selected your preferred trigger, Pin will automatically update the settings and sync candidates to the selected job in TrackerRMS based on the chosen trigger.

![](https://api.archbee.com/api/optimize/JtqPsvk-s0xQ7dgMBVpor/c-WICg-dDdRUjDp5vBhrb_image.png)

:::hint{type="warning"}
**Reminder: **You’ll need to **set up the syncing for each job** you want to send from Pin to TrackerRMS in the Position Details tab within the Job Settings. We recommend** setting up the job sync** **before adding candidates to Outreach**. This ensures candidates sync correctly to the job without issues.

If you prefer not to sync candidates to a job, you can still set up a trigger and leave the job field empty.
:::

***

# When candidates sync to TrackerRMS

Once the selected trigger occurs, candidates will sync to TrackerRMS within a few minutes.

For example: if you choose the trigger “Export candidates when contact information is found”, the candidate will automatically sync to TrackerRMS a few minutes after being added to Outreach.

***

# Checking if a candidate synced to TrackerRMS

To confirm if a candidate has synced to TrackerRMS, you can open their profile in Pin. If you see the TrackerRMS logo, this means that they’ve been successfully synced. Clicking the logo will take you directly to their profile in TrackerRMS.

![](https://api.archbee.com/api/optimize/JtqPsvk-s0xQ7dgMBVpor/-wixlGnTPEtaueTl0-MZs_image.png)

***

# Manually syncing a candidate to TrackerRMS 

If the candidate hasn’t synced yet:

1. Select the candidate in Pin.
2. Click **“Export to ATS”**. 
3. Choose the TrackerRMS job you want to sync the candidate to, then** click “Export” **to complete the sync.
4. After exporting, refresh the page, and you should now see the TrackerRMS logo appear on their profile.

![](https://api.archbee.com/api/optimize/JtqPsvk-s0xQ7dgMBVpor/8l4EL7ZGIKhfdPm7O-wUh_image.png)

![](https://api.archbee.com/api/optimize/JtqPsvk-s0xQ7dgMBVpor/n26K6AhA5DGzU8zigjrMB_image.png)

:::hint{type="warning"}
**Important:** 

- Once a candidate has synced to TrackerRMS, their contact information cannot be re-synced. If some information did not sync, you’ll need to **manually update** that candidate’s profile in TrackerRMS.
- The **"Export to ATS" button **only works for candidates who haven’t already synced to TrackerRMS. If an integration was connected after the selected trigger, Pin won’t retroactively sync those candidates. In that case, use the "Export to ATS" button to sync them over.
:::

***

# Candidate data synced to TrackerRMS 

The following candidate data will sync to TrackerRMS from Pin:

1. Full name
2. Email
3. Phone number
4. LinkedIn profile URL
5. Location (city, state, country)
6. Current role and company
7. A Pin generated resume PDF

:::hint{type="info"}
**Note:** All candidates will automatically sync into TrackerRMS as** candidates**. The candidate owner will always display as the team member who connected the TrackerRMS integration in Pin, and it can’t automatically update to the person who sourced the candidate.
:::

***

# How Pin checks for duplicates in TrackerRMS

Pin runs a check before syncing whenever a candidate is added to Outreach to prevent duplicate profiles. For TrackerRMS, duplicates are checked against:

- **Full name **(a duplicate profile will be created if the name is not an exact match. For example, Steve Lu vs Steven Lu)
- **Email address**
- **LinkedIn URL**

If a match is found on either field, Pin will not create a new candidate profile in TrackerRMS.

***

# Add TrackerRMS candidates to Pin

To add TrackerRMS candidates to Pin, export them from TrackerRMS as a CSV, then upload that file to the relevant job in Pin. To avoid import errors, you can download and use Pin’s CSV template, and ensure your column headers and data formats match the template. You can download the CSV template [here](https://docs.google.com/spreadsheets/d/1G4YFId8ym0uaO4yAohala9Zchi790U0KWTF4WAX5N9g/edit?usp=sharing). 

:::hint{type="info"}
**Note:** The “ATS Candidates” search filter is not supported on TrackerRMS. The only way to add TrackerRMS candidates to Pin is via CSV import.
:::