Note: Only Admins and Super Admins can set integrations up.
What can be achieved by integrating CharlieHR and Workable?
The integration with Workable makes it possible to automatically sync new team member information from Workable to CharlieHR; as soon as they are marked as hired on Workable. The automatic sync will free you from manual data entry and the copy-and-paste errors you may have struggled with in the past. Once the integration has been enabled team members will be synced on an hourly basis from Workable to Charlie. In some cases you may want to specify when a team member is created in Charlie and in this situation you can set up a Custom Field in Workable to delay this sync to your chosen date.
Integrating Workable and CharlieHR
Before you can start setting the integration up you need to be an Admin or Super Admin on CharlieHR to be able to access the integration pages. You will also need to be a Super Admin on Workable to have access to integrations on your account there.
Setting up a Custom Field in Workable to identify when hired candidates are transferred to CharlieHR:
Sometimes there is a large gap between when a candidate is hired and their start date. You can choose to automatically transfer the hired candidates to CharlieHR hourly, but you also have the option of deciding on the date that you want a Team Member to be created on CharlieHR, on a case by case basis. Please note that whenever a hired candidate is transferred to CharlieHR as a new Team Member, they are considered active users on CharlieHR and will count towards that month's bill, even if the start date for the team member is not in that billing period.
You'll need to create a Custom Field in Workable called 'Transfer to Charlie'. Later, this field is used to identify when to add a successful applicant to CharlieHR as a team member. You can create Custom Fields on Workable following this guide. Here are the steps:
Go to Settings > Workflow
Scroll down to CANDIDATE CUSTOM FIELDS
Create a new section, called 'Charlie integration'
Create a custom field in 'Charlie integration' section, called 'Transfer to Charlie'
Select the Field type to be 'Date'
Select The Provider to be 'User'
Choose 'Enabled' for both new and existing jobs.
Set it to be visible to any role in your company who decides when to transfer the newly hired candidate to Charlie. For us that's Hiring Managers which includes Admins.
Save your changes
Team Members will be created in Charlie on the date filled in 'Transfer to Charlie' . Hired candidates who have no 'Transfer to Charlie' specified on Workable will have their profiles created on Charlie when the next hourly sync is completed.
Setting the integration up in CharlieHR:
You will need to copy and paste your Partner Token from Workable to CharlieHR. To do so, follow the steps below.
On Workable:
Go to Settings > Integrations
Scroll down to the CharlieHR integration and click into it
If there is no Partner Token below Charliehr, click on Generate token. If there is already a Partner Token skip this step and go to step 4
Copy the Partner Token to clipboard (covered with stars in the picture below for security reasons)
On CharlieHR:
Navigate to the Integration tab to authenticate CharlieHR using Workable data, from the info you copied in the previous step:
Click on 'Company' > 'Integrations' from the side navigation
Select Workable
Enter your Workable subdomain (This comes from your Workable URL, for example, for https://charliehr.workable.com, the subdomain will be 'charliehr' )
Enter the Partner Token you copied from Workable
Done!
What data will get transferred and where to?
The table below outlines the fields within Workable on the left and the fields that information will be transferred to in CharlieHR on the right.
Workable | CharlieHR |
First name | First Name |
Last name | Last Name |
Phone number | Phone number |
Email address | Personal email |
Job posting title | Job title |
Candidates not showing up in CharlieHR when you expect? Check out our troubleshooting article that explains when to expect candidates to transfer to CharlieHR and how to fix probable issues.