Integrating with TrackerRMS
This guide covers:
Connecting TrackerRMS to Pin
- Navigate to Settings -> ATS Integration and select TrackerRMS from the list.Β
- Enter your region and TrackerRMS Access Token.
- After entering this information, the integration will be connected.
ο»Ώ
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.
Syncing candidates to TrackerRMS
To sync candidates from each job in Pin to a specific job in TrackerRMS:
- Go to Job Settings -> Position Details.
- Scroll to the ATS Integration section.
- 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
- 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.
Reminder: Youβll 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 βExport candidates when contact information is foundβ, 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 theyβve been successfully synced. Clicking the logo will take you directly to their profile in TrackerRMS.
Manually syncing a candidate to TrackerRMS
If the candidate hasnβt synced yet:
- Select the candidate in Pin.
- Click βExport to ATSβ.
- Choose the TrackerRMS job you want to sync the candidate to, then click βExportβ to complete the sync.
- After exporting, refresh the page, and you should now see the TrackerRMS logo appear on their profile.
Important:
- Once a candidate has synced to TrackerRMS, their contact information cannot be re-synced. If some information did not sync, youβll need to manually update that candidateβs profile in TrackerRMS.
- The "Export to ATS" button only works for candidates who havenβt already synced to TrackerRMS. If an integration was connected after the selected trigger, Pin wonβt 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:
- Full name
- Phone number
- LinkedIn profile URL
- Location (city, state, country)
- Current role and company
- A Pin generated resume PDF
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 canβt 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 Pinβs CSV template, and ensure your column headers and data formats match the template. You can download the CSV template here.
Note: The βATS Candidatesβ search filter is not supported on TrackerRMS. The only way to add TrackerRMS candidates to Pin is via CSV import.