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Access FastTrack360 Zapier integrationAutomate Access FastTrack360 with Zapier.

The Access FastTrack360 Zapier integration gives you 2 triggers, 16 actions and 8 searches to move candidates, clients, job orders and timesheets in and out of your recruitment and payroll platform, without touching a line of code.

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Overview

What the Access FastTrack360 Zapier integration actually does

It links your Access FastTrack360 account, the recruitment and payroll platform your agency runs on, to Zapier. Once linked, a new or changed candidate or client can start an automation, and that automation can create or update candidates, clients, contacts, debtors, job orders, job templates and timesheets for you.

Three outcomes cover most of what agencies build with it. A billing-ready client: when a client appears or changes, a Zap opens the matching debtor with Create Debtor, so accounts receivable never chases a missing invoice address. A staffed job order: a sales rep closes a deal in another tool and Create Job Order opens the order with its position, skill group and service type. A clean timesheet: Update Timesheet corrects an existing timesheet once a manager has approved the hours somewhere else.

Now the limits. Both triggers are polling ones, so nothing in this integration reacts the instant a record changes. Only candidates and clients can start a Zap: a new job order, a new payslip or a submitted timesheet cannot. There is no delete action either, and the searches find records but never create them. If your process depends on any of those, check the n8n vs Zapier comparison before you commit, and the Zapier review for the bigger picture on pricing and plans.

Vocabulary

Zapier vocabulary in one minute

Eight words carry the whole page. Each one is explained here once, then used as is.

Zap
The automation you build on Zapier: one trigger, then one or more actions that run each time that trigger event happens.
Trigger
The event that starts a Zap, such as a candidate being updated. Once the Zap is on, Zapier waits for it to happen.
Action
What the Zap does after it starts: the step that writes a record, attaches a file or updates a timesheet for you.
Task
The unit Zapier bills. One task is one action that completed successfully, and your plan counts how many of those you get.
Polling vs instant
A polling trigger is checked by Zapier on a timer. An instant trigger is pushed by the app the moment the event happens.
Filter
A step that lets the Zap continue only when the incoming data meets your condition, and stops it quietly otherwise.
Search step
A step that looks up a record that already exists, such as a client, so later steps can reuse what it found.
Connection
Your Access FastTrack360 account linked to Zapier once, then reused by every step of every Zap that uses the app.
Cost

What it really costs to run

Access FastTrack360 is not a premium app, so it works on the Free plan. The bill depends on actions, not on how often Zapier checks.

  • Free plan100 tasks per month, unlimited Zaps
  • Premium appNo, available on Free
  • Free plan limitOne trigger and one action per Zap
  • Trigger typePolling, both triggers

The trigger never costs a task, and neither do the checks behind it. Each action that succeeds counts once, so a three-action Zap uses three times more than a one-action Zap. A failed action is not counted. The catch: the Free plan builds two-step Zaps only, one trigger and one action. Add a filter or a search and the Zap becomes a multi-step Zap, which needs a paid plan. Plan for that before you design anything beyond two steps.

Connect

Connect Access FastTrack360 to Zapier in three steps

  1. 01

    Open your Zapier apps

    Go to the Apps page of your Zapier account and click + Add connection. You need an Access FastTrack360 account first, plus access to any records you do not own that the Zap should touch.

  2. 02

    Pick Access FastTrack360

    Type the app name in the dialog, select it, then click Add connection. A new browser tab opens on the Access FastTrack360 side, where the sign-in happens.

  3. 03

    Sign in and grant access

    Log in to Access FastTrack360 in that tab and allow Zapier to use the account. The connection is saved and every later Zap can pick it from a dropdown.

First Zap

Your first Zap: a debtor for every new client

GoalEach time a client is created or updated in Access FastTrack360, check that it is active, then open its debtor record so finance can invoice it.

  1. 01

    Build the trigger

    Create a Zap, choose Access FastTrack360 as the app and New/Updated Client as the event, then select the connection you saved earlier.

  2. 02

    Test the trigger

    Run the test. Zapier brings back the three most recent clients of your account, so you map the next steps on a real one rather than on placeholder data.

  3. 03

    Add the filter

    Click the plus icon, pick Filter, then set the field to look at, the rule and the value. This step makes the Zap multi-step, so it needs a paid plan.

  4. 04

    Add Create Debtor

    Pick Create Debtor and fill its required fields: linked entity type and ID, time group, data group, invoice format, terms, delivery method, tax label and the billing address.

  5. 05

    Test and publish

    Run the action once and open the new debtor in Access FastTrack360 to check it. If it looks right, click Publish to switch the Zap on.

Triggers

Access FastTrack360 triggers

2 events start a Zap when something happens in Access FastTrack360. Zapier checks for them at the interval your plan allows.

1

New/Updated Candidate

Polling trigger

In Zapier“Triggers when a Candidate is created or updated recently.”

Starts your Zap whenever a candidate is added to Access FastTrack360 or an existing candidate record changes, so a fresh hire and a corrected phone number both reach the steps that follow.

How it fires
Zapier goes and looks at regular intervals, and how often depends on your plan: every 15 minutes on the free one
When to use it
push candidate changes into your onboarding checklist or your reporting sheet without anyone copying them by hand.
Watch out
because updates fire it too, a Zap that writes back to the same candidate with Update Candidate can set itself off in a loop. Add a filter on a field that your Zap does not change.
2

New/Updated Client

Polling trigger

In Zapier“Triggers when a Client is created/updated recently.”

Runs your Zap when a client record is created in Access FastTrack360 or edited later, which means a new account and a renamed one look the same to the Zap.

How it fires
Zapier goes and looks at regular intervals, and how often depends on your plan: every 15 minutes on the free one
When to use it
open the debtor, the first job template or a welcome task the moment sales signs a new client.
Watch out
if you only care about brand new clients, a filter is the only way to tell them apart from edits, and a filter needs a paid plan.
Actions

Access FastTrack360 actions

Access FastTrack360 gives you 16 actions. For each one: what it does for you, when to reach for it, and what to watch out for.

1

Create Candidate

Action

In Zapier“Creates a new candidate.”

Adds a person to your talent pool with name, email, country and the office, status, skill group and grade they belong to.

When to use it
a job-board application or a careers form arrives and should land in Access FastTrack360 without retyping.
Watch out
leave the Custom Fields Type value alone, the app warns that changing it may cause errors.
2

Add Attachment to a Candidate

Action

In Zapier“Adds an attachment to a Candidate.”

Puts a file on an existing candidate, chosen by Candidate ID, and lets you lock it at creation and decide whether it shows in the portal.

When to use it
a signed contract or a CV comes in by email and belongs in the candidate's file.
3

Create Client

Action

In Zapier“Creates a new client.”

Opens a new client in Access FastTrack360, tied to an office, a status, a grade and a country.

When to use it
a deal is marked as won in your CRM and the delivery team needs the client account ready the same day.
Watch out
the Office, Status and Grade picked here must already exist in your account.
4

Create Client Contact

Action

In Zapier“Creates a new Client Contact.”

Registers a contact under a client, with an owner user from your team, and lets you record their opt-in status for email, SMS and mail.

When to use it
a hiring manager fills in a request form and should be saved under the right client with their consent preferences.
5

Create Debtor

Action

In Zapier“Creates a new debtor.”

Builds the billing record behind a client: invoice format, messages, terms, delivery method, tax label, bill-to contact and full address.

When to use it
finance wants every new client invoiceable without waiting for someone to fill the debtor screen.
Watch out
this is the action with the most required fields, so map them all before you test.
6

Create Job Order

Action

In Zapier“Creates a new Job Order.”

Opens a job order with its owner user, skill group, position type, position and service type, plus optional payroll and timesheet switches.

When to use it
a client sends a staffing request through a form and recruiters should see the order straight away in Access FastTrack360.
7

Upload Attachment to a Job Order

Action

In Zapier“Job Orders can have files attached to them.”

Attaches a file to a job order you identify by its ID, with the same lock and portal display choices as the other attachment actions.

When to use it
a position description or a site safety sheet should travel with the order it belongs to.
8

Create Job Template

Action

In Zapier“Creates a new Job Template.”

Saves a reusable job template linked to a template entity, with skill group, position type, position and template type.

When to use it
a client books the same role again and again, and you want the template in place before the first order.
Watch out
the Active switch is required, so decide up front whether new templates start live.
9

Add Attachment to a Client

Action

In Zapier“Adds an attachment to a Client.”

Drops a file on a client record found by its Client ID, locked or not, visible in the portal or kept internal.

When to use it
a signed terms of business PDF arrives and should sit next to the client, not in someone's inbox.
10

Update Candidate

Action

In Zapier“Updates a candidate.”

Changes an existing candidate, found by Candidate ID, and rewrites office, status, skill group, grade and country.

When to use it
an assessment tool marks someone as cleared and their status in Access FastTrack360 should follow.
Watch out
office, status, skill group, grade and country are all required here, so keep the current values at hand, from Find Candidate(s) for instance.
11

Update Client

Action

In Zapier“Updates a client.”

Edits a client through its Location ID, with office, status, grade and country among the required values.

When to use it
your CRM moves an account to another branch and Access FastTrack360 should show the new office without a manual edit.
12

Updates Client Contact

Action

In Zapier“Updates a new Client Contact.”

Rewrites a contact already attached to a client, including its owner user and the email, SMS and mail opt-in flags.

When to use it
a contact unsubscribes from your newsletter tool and their opt-in in Access FastTrack360 must change to match.
13

Update Job Order

Action

In Zapier“Updates a Job Order.”

Adjusts an open job order: owner user, skill group, position, position type, service type and the payroll tax or timesheet options.

When to use it
the account manager reassigns an order in a planning board and the owner should switch in Access FastTrack360 too.
14

Update Job Template

Action

In Zapier“Updates a Job Template.”

Modifies a saved job template, for instance to switch it off through the Active field or move it to another position. Template entity, skill group, position type and template type stay required on every run.

When to use it
a client stops booking a role and the template should stop appearing for recruiters.
15

Update Timesheet

Action

In Zapier“Updates a Timesheet.”

Edits a timesheet you pick in the Timesheet field, which is the only required value besides the custom fields type.

When to use it
a supervisor approves hours in a separate approval form and the timesheet in Access FastTrack360 needs the change.
Watch out
no trigger fires on timesheets, and no search finds them either, so the Timesheet value has to come from another app or an earlier step.
16

Verify a Custom Action

Action

In Zapier“Authenticate and apply verification to your Custom Action Webhooks, using your current Fasttrack Zap Connection.”

Checks a custom action webhook coming from Access FastTrack360, using the token sent with that call and your existing connection.

When to use it
your Access FastTrack360 admin has set up custom actions that call Zapier, and you want each call confirmed before the rest of the Zap runs.
Watch out
this is an advanced step, it only makes sense if custom actions already exist on your side.
Searches

Access FastTrack360 searches

8 search steps look for data that already exists in Access FastTrack360, so a later step can use it.

Searches sit at the bottom of the action list, under the SEARCH heading of the Action event menu. Some action fields also show + Add search step, which inserts the search right before and wires the result in. Every search makes the Zap multi-step.

1

Find Debtors

Search

In Zapier“Finds a Debtor or Debtors via their ID.”

Looks up one or several debtors from their ID, so a later step can reuse the billing record. It only searches by ID, not by name.

When to use it
you hold a debtor ID from an invoicing export and want its details before updating anything else.
2

Find Candidate(s)

Search

In Zapier“Finds a candidate or candidates, with support for advanced filters.”

Finds candidates with advanced filters, and can return several at once or pull their payee details.

When to use it
you get an email address from a form and need the Candidate ID before Update Candidate.
Watch out
the app says payee details may slow the search down, so tick that box only when you need them.
3

Find Clients

Search

In Zapier“Finds a Client or Clients, with support for advanced filters.”

Retrieves a client, or a batch of clients when you tick the multiple option, through advanced filters.

When to use it
a request names a client and your Zap needs its ID to create a job order or an attachment.
4

Find Client Contacts

Search

In Zapier“Finds a Client Contact or Client Contacts, with support for advanced filters.”

Locates contacts under your clients with advanced filters, handing the match to the next step. Use what it returns to fill the Client field of the next action.

When to use it
before you add a contact, check whether that person is already on file so you do not create a duplicate.
5

Find Job Orders

Search

In Zapier“Finds a Job Order or Job Orders, with support for advanced filters.”

Searches your job orders with advanced filters and, if you tick it, gathers every match at once.

When to use it
attach a document to the right order when all you have is the client and position it was opened for.
6

Find Job Templates

Search

In Zapier“Finds a Job Template or Job Templates, with support for advanced filters.”

Brings back saved job templates with advanced filters, ready for Update Job Template or a job order. Tick the multiple option to collect every match.

When to use it
switch off a template you know by client and position, without opening Access FastTrack360 to find its ID.
7

Find Payslip(s)

Search

In Zapier“Finds a payslip. Supports many advanced filters, including searching via Candidate.”

Fetches payslips with many filters, including a search by candidate, one at a time or several together.

When to use it
a worker asks for last week's pay details in a support form and the Zap fetches the payslip for your payroll team.
8

Get Candidate's Skills

Search

In Zapier“Finds a candidate's skills by their Candidate ID.”

Reads the skills held by a candidate from their Candidate ID, so a filter or another step can act on them. It reads skills and never changes them.

When to use it
only send a candidate forward when a required skill is on their record.

The three settings every search exposes

  1. Successful if no search results are found?
    Left on its default, an empty search stops the Zap and skips the steps that relied on it. Switched on, the Zap carries on with nothing found.
  2. Create X if it doesn't exist yet?
    This box turns a search into a find-or-create. Access FastTrack360 offers no such variant, so you will not see it on these searches.
  3. If multiple search results are found?
    Three ways out: keep the first match, which is the default, stop the Zap, or pass all matches on at once.
When it breaks

When the Zap breaks

Zapier links no help article to this app, so the failure points below are the general ones of any Zap.

Most breakages with this integration come from timing and loops, not from the app itself. For error messages you cannot place, the Zapier troubleshooting guide walks through the usual suspects.

  • Older records are ignored

    A Zap only reacts to what happens after you switch it on. Candidates and clients created before that are never picked up, so moving the backlog is a separate job.

  • The Zap triggers itself

    Update Candidate on a Zap started by New/Updated Candidate changes the very record the trigger watches. The Zap fires again and again and burns through tasks.

  • A bulk import gets held back

    After a migration or a mass import, the triggers can suddenly return a huge batch. Zapier's flood protection may hold it back rather than run every item.

  • Zapier skips what it has already seen

    Zapier remembers what a polling trigger has already seen, so the same item does not start the Zap twice. Only a later edit to that record brings it back through New/Updated.
Need help

Need help automating Access FastTrack360 with Zapier?

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FAQ

Access FastTrack360 Zapier integration: FAQ

01Is the Access FastTrack360 Zapier integration free?
Yes, it works on the Free plan because Access FastTrack360 is not a premium app. The Free plan gives you 100 tasks a month and unlimited Zaps, with polling every 15 minutes. The real limit is the shape of the Zap: on Free, a Zap is one trigger and one action. As soon as you add a filter to keep only active clients, or a search to find a Candidate ID, the Zap becomes multi-step and a paid plan is required.
02How many tasks does an Access FastTrack360 Zap use?
One task per action that succeeds, nothing for the trigger. Checking for new candidates or clients costs nothing, however often Zapier looks. A Zap that creates a debtor and then attaches a file to the client uses two tasks per run. An action that fails is not counted. On the Free plan, your 100 monthly tasks therefore go to one-action runs only, with no filter and no search in between.
03Does Access FastTrack360 trigger Zaps in real time?
No. Both triggers, New/Updated Candidate and New/Updated Client, are polling triggers. Zapier checks the account at a fixed interval set by your plan: every 15 minutes on Free, 2 minutes on Professional and 1 minute on Team and Enterprise. On paid plans you can also run a check by hand from the editor. The trigger type comes from the app itself and cannot be switched to instant from Zapier, whatever plan you pay for.
04What do you need to connect Access FastTrack360 to Zapier?
An Access FastTrack360 account you can sign in to, and access to the records the Zap should read or write. From the Apps page of Zapier, you add a connection, pick the app, log in on the tab that opens and grant access. Before building, check that your account already has offices, statuses, skill groups and grades set up, because several create actions require them and the dropdowns stay empty otherwise.
05Why does an Update Candidate Zap keep running on its own?
Because the trigger fires on updates too. When a Zap started by New/Updated Candidate ends with Update Candidate, the change it writes counts as a new update, so the next check picks the same candidate up again. Each loop costs tasks. Break it with a filter on a value your Zap never touches, or by updating a different record type than the one the trigger watches. Test the Zap once before publishing to spot the loop early.
06What if the Access FastTrack360 operation you need is not listed?
Then it is not available through this integration today. The 26 visible operations cover candidates, clients, contacts, debtors, job orders, job templates, timesheets and payslip searches; there is no delete action and no trigger on job orders or timesheets. Sometimes a search step closes the gap by finding the record a later action needs. Otherwise the job has to be done in Access FastTrack360 itself or with another automation tool.
07Zapier, Make or n8n for Access FastTrack360?
It depends on three criteria rather than on a winner. Choose Zapier if you want the 26 ready-made operations and a guided editor without writing anything. Weigh volume next: every successful action is a task, so high-frequency candidate syncs can climb quickly. Finally look at timing, since both triggers here are polling ones. If you need reactions outside these operations or full control over each request, compare how the other tools handle custom calls.
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