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Ashby Zapier integrationAutomate Ashby with Zapier.

The Ashby Zapier integration gives you 11 triggers, 8 actions and 4 searches, 23 operations in all. Every trigger is instant, the app works on the free plan, and each note below says what the step does, when to use it and where it trips people up.

See the 23 operations

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Overview

What the Ashby Zapier integration actually does for a hiring team

The Ashby Zapier integration links your Ashby account (the recruiting software that bundles an ATS, analytics, scheduling and a candidate CRM) to Zapier. An event in Ashby, like a hire or a stage change, starts an automation, and that automation then writes back into Ashby or into the other tools your team runs.

Three outcomes cover most of what recruiting teams ask for. A paper trail without typing: Application Changed Stage or Offer Updated starts the Zap, and Create Candidate Note logs the context on the profile, with the option to ping whoever follows that candidate. A pipeline that sorts itself: Consider Candidate for Job and Change Job Consideration Stage put people in front of the right role, at the right stage, without someone dragging cards around. Headcount that stays in sync: Opening Created, Create Opening and Update Opening keep your openings aligned with what finance or the hiring manager decided elsewhere.

Reporting is the odd one out. Generate Report on Ashby pulls the data of an existing Ashby report into the Zap, so the next step can drop it wherever your team reads numbers.

Now the limits. Zapier only works with what these 23 operations expose: there is no step to delete a candidate, no trigger for a candidate being updated, and nothing that touches Ashby settings. It never replays what happened before you switch a Zap on. And if your flow needs branching logic or heavy volume, the n8n vs Zapier and Make vs Zapier comparisons lay out the criteria, without a winner picked for you.

Vocabulary

Zapier vocabulary in one minute

Eight words come back on every line of this page. Here they are in plain English, once.

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 in an app that starts the Zap. Once the Zap is switched on, Zapier sits and waits for it to happen.
Action
What the Zap does after it starts: the step that writes, sends or moves something on your behalf, in Ashby or elsewhere.
Task
The unit Zapier bills you for: one action your Zap completes successfully. Your plan's allowance is counted in tasks.
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 occurs. All Ashby triggers are instant.
Filter
A step that lets the Zap carry on only when what arrived meets your condition, and quietly stops it otherwise.
Search step
A step that looks up something already in an app, like a candidate or a job, so later steps can reuse what it found.
Connection
Your Ashby account linked to Zapier once, then reused by every step of every Zap that talks to Ashby.
Cost

What an Ashby Zap really costs you

Short version: the trigger is free, each successful action is a task, and anything beyond one trigger plus one action needs a paid plan.

  • TriggerNever costs a task
  • Each successful action1 task
  • Free plan100 tasks per month, unlimited Zaps, two steps per Zap
  • Ashby on the free planYes, not a premium app

Zapier counts a task each time your Zap completes an action and it works. A Zap with three actions uses three tasks per run, and an action that fails is not counted. The trigger never costs anything, however many events Ashby sends. Ashby is not a premium app, so it runs on the free plan: 100 tasks a month and unlimited Zaps. The catch is that the free plan only builds two-step Zaps. Add a filter, a search step or a second action and you have a multi-step Zap, which means a paid plan. The interval grid below only governs polling triggers, and Ashby has none.

Connect

Connect Ashby to Zapier in three steps

  1. 01

    Open the Apps page

    In your Zapier account, go to Apps and click + Add connection. You need an Ashby account first, plus access to any job, candidate or report owned by someone else that you want the Zap to read or change.

  2. 02

    Pick Ashby and start the link

    Type Ashby in the search box of the dialog, select it, then click Add connection. A new browser tab opens on the Ashby side so you can sign in with the account the Zaps should act as.

  3. 03

    Sign in and grant access

    Log in to Ashby in that tab and grant Zapier access to the account. From then on, every Zap step that uses Ashby reuses this connection, so you set it up once, not per Zap.

First Zap

Your first Zap: log stage changes on the candidate profile

GoalWhen a candidate moves into the stage your hiring managers care about, add a note on the profile and notify the people following that candidate.

  1. 01

    Build: pick the trigger

    Create a Zap and choose Ashby, then Application Changed Stage as the event. Pick your Ashby connection. Since the trigger is instant, the Zap starts as soon as Ashby reports the change.

  2. 02

    Test the trigger

    Click test. Zapier brings back the three most recent items from your account, so you map the next steps on a real stage change instead of guessing at the data.

  3. 03

    Add the filter

    From the plus icon, add Filter. Pick the stage value in the first box, a text rule, then the exact stage name. Every other stage change stops here and costs nothing.

  4. 04

    Add Create Candidate Note

    Choose Ashby and Create Candidate Note. In Candidate, pick the candidate from the test data, or add Find Candidate before if none fits. Write the note, and switch on Send notifications? if subscribers should hear about it.

  5. 05

    Test, then Publish

    Run each step once and check the note on the profile in Ashby. Then Publish. Remember: the filter makes this a multi-step Zap, which needs a paid plan.

Triggers

Ashby triggers on Zapier

11 events start a Zap when something happens in Ashby, and 11 of them are instant: the app calls Zapier straight away, whatever your plan.

1

Application Changed Stage

Instant trigger

In Zapier“Triggers when an application's stage is changed.”

Starts your Zap whenever an application moves from one stage to another in Ashby. It is the broadest pipeline signal you get, because it covers every stage of every job.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
a coordinator wants a note logged, or a hiring manager pinged, the moment a candidate reaches the onsite stage.
Watch out
it fires on all stage changes, so pair it with a filter on the stage you care about or you will spend tasks on moves nobody asked about.
2

Candidate Applied

Instant trigger

In Zapier“Triggers when a candidate submits an application to a job.”

Kicks off as soon as someone submits an application to one of your jobs. You get the new application while it is fresh, before anyone on the team has opened it.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
an engineering team wants every new applicant for a senior role also considered for a sister position, with a note explaining why.
Watch out
applications that came in before the Zap was published are never picked up, so the existing pile needs a separate pass.
3

Candidate Hired

Instant trigger

In Zapier“Triggers when a candidate is hired.”

Fires when a candidate is marked as hired in Ashby. It marks the handoff between recruiting and everything that follows the signature.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
people ops wants an onboarding checklist started in another tool the minute an offer turns into a hire.
Watch out
each hire is its own run; if hires are marked in bulk, the sudden batch can be held back by Zapier's flood protection.
4

Interview Schedule Created

Instant trigger

In Zapier“Triggers when an interview schedule is created.”

Triggers when a new interview schedule exists in Ashby. It tells you an interview is now on the calendar, not that it has happened.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
a sales-hiring team posts a heads-up to the interview panel's channel once a loop is booked.
Watch out
it only covers new schedules; reschedules come through Interview Schedule Updated, so build both if timing matters to you.
5

Interview Schedule Updated

Instant trigger

In Zapier“Triggers when an interview schedule is updated.”

Runs when an existing interview schedule changes. It is the companion of the creation trigger and catches the moves, swaps and edits that happen once a loop is already set.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
a recruiter wants a candidate note every time a panel gets reshuffled, so the history stays readable.
Watch out
several edits in a row mean several runs, and each action in those runs is a task, so keep the Zap lean.
6

Job Posting Published

Instant trigger

In Zapier“Triggers when a new job posting is published.”

A job posting going live from Ashby is what starts this one. It is about the public posting, the thing candidates actually see, not the internal job record behind it.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
employer-branding wants every newly published role announced to employees so referrals start on day one.
Watch out
postings that were already live before you published the Zap will not fire it; only new publications count.
7

Job Posting Unpublished

Instant trigger

In Zapier“Triggers when a job posting is unpublished.”

The mirror trigger: it starts the Zap when a posting is taken down. Useful for closing loops that the publication opened in other tools.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
a talent team pulls a role from its internal referral board as soon as the posting is withdrawn in Ashby.
Watch out
this event only speaks about the posting; if what you need is a hire, listen to Candidate Hired instead.
8

Offer Created

Instant trigger

In Zapier“Triggers when a new offer is created.”

Starts the Zap when a new offer is created in Ashby, so the people downstream hear about it at the earliest point the integration offers.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
a finance partner needs to know about every new offer early enough to check the budget line.
Watch out
offer data is sensitive; think twice about where the next step sends it and who can read that destination.
9

Offer Deleted

Instant trigger

In Zapier“Triggers when an offer is deleted.”

Fires when an offer is removed from Ashby. It is the signal that something you may have acted on elsewhere no longer stands.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
a Zap built on Offer Created opened a budget request somewhere; this one flags it as cancelled.
Watch out
only deletions made after the Zap is published come through; offers removed before that have to be cleaned up elsewhere by hand.
10

Offer Updated

Instant trigger

In Zapier“Triggers when an offer is updated.”

Runs whenever an existing offer changes in Ashby. It keeps every tool downstream of the offer aligned with the latest version.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
the hiring manager wants a note on the candidate each time the offer is revised during negotiation.
Watch out
any edit counts, so a busy negotiation can start the Zap many times; a filter keeps only the changes that matter.
11

Opening Created

Instant trigger

In Zapier“Triggers when a new opening is created.”

Each new opening, meaning a headcount slot, created in Ashby sets this off. It is a planning signal, distinct from the public posting.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
a headcount tracker kept by finance gets a new row the moment a recruiter opens a slot.
Watch out
never pair it with Create Opening in the same Zap, or every opening it creates starts the Zap again.
Actions

Ashby actions on Zapier

Ashby gives you 8 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 in Ashby.”

Adds a brand new candidate record to Ashby from data captured in another tool.

When to use it
people met at a career fair land in a form, and each one becomes an Ashby candidate without manual entry.
Watch out
if the person may already be in Ashby, run Find Candidate, or its find-or-create version, first.
2

Change Job Consideration Stage

Action

In Zapier“Changes the stage of a job consideration.”

Moves a job consideration to another interview stage, the same as dragging a card in the pipeline.

When to use it
a candidate who passes an outside assessment moves forward without a recruiter clicking.
Watch out
the Job you pick decides which stages the Stage field offers, so set the job before the stage, and check the consideration label shows the right person.
3

Create Candidate Note

Action

In Zapier“Creates a note on a candidate's profile.”

Posts a note on a candidate's profile, which is the cheapest way to keep context from other tools next to the person.

When to use it
log each offer revision or panel change so the next interviewer reads the history in one place.
Watch out
Candidate and Note are both required, and Send notifications? decides whether subscribers to that candidate get alerted.
4

Consider Candidate for Job

Action

In Zapier“Considers a candidate for a job.”

Puts an existing candidate into consideration for a job, at a stage you choose. In Ashby terms it creates the job consideration that links one person to one role.

When to use it
strong applicants for one role are also lined up for a similar one.
Watch out
Job, Candidate and Initial Interview Stage are required; Lead lands them in the first stage of the plan, First Pre-Interview Screen in the first screening stage.
5

Create Opening

Action

In Zapier“Creates a new opening in Ashby.”

Creates a new opening in Ashby, so a headcount decision made elsewhere shows up where recruiters work.

When to use it
an approved headcount request in your planning tool becomes an Ashby opening straight away.
Watch out
set Is Backfill? when the opening is meant to replace a previous employee.
6

Generate Report on Ashby

Action

In Zapier“Get data from an Ashby report.”

Pulls the data of an existing Ashby report into the Zap, so later steps can store or share the numbers.

When to use it
the pipeline report your leadership reads gets copied into a shared sheet after each hire.
Watch out
Report ID is required, and Include Headers in Data puts column headers in the first row unless you switch it off.
7

Update Candidate

Action

In Zapier“Updates a candidate.”

Edits an existing candidate in Ashby with values coming from an earlier step of the Zap.

When to use it
a candidate corrects their details through another tool and Ashby gets the fix without a recruiter retyping it.
Watch out
the Candidate field is required, so you usually need Find Candidate earlier in the Zap to know which record to touch.
8

Update Opening

Action

In Zapier“Updates an opening.”

Changes an existing opening in Ashby, for instance when the plan behind a headcount slot moves.

When to use it
a revised plan in another tool flows back to the matching Ashby opening.
Watch out
Opening ID is required; get it from Find Opening in an earlier step rather than typing it by hand.
Searches

Ashby searches on Zapier

4 search steps look for data that already exists in Ashby, so a later step can use it.

A search step looks up something that already exists in Ashby and hands it to the next steps. In the editor, searches sit at the bottom of the Action event list under SEARCH, and some action fields offer + Add search step to insert one for you. Three settings decide what happens when the result is not clean.

1

Find Candidate

SearchFind or create

In Zapier“Finds an existing candidate by name or email.”

Looks up a candidate already in Ashby by name or email, and gives later steps the record to work on.

When to use it
before Update Candidate or Create Candidate Note, when the earlier step only carried an email.
Watch out
the editor also lists Find or Create Candidate; it is this same search with the create box ticked, not a separate operation.
2

Find Job

Search

In Zapier“Finds an existing job by job title.”

Finds an existing Ashby job by its title, so you can feed the right job into a consideration or a stage change.

When to use it
a referral form asks people to name the role, and the Zap needs the matching job.
Watch out
whether the title must match exactly or only closely is Ashby's call, not Zapier's, so decide what the multiple-results setting should do.
3

Find Job Consideration

SearchFind or create

In Zapier“Finds an existing job consideration by candidate and job.”

Retrieves the job consideration that links a given candidate to a given job; both fields are required.

When to use it
just before Change Job Consideration Stage, so the move targets the right application.
Watch out
Find or Create Job Consideration is the same search with creation switched on; it considers the candidate for the job when no link exists yet.
4

Find Opening

SearchFind or create

In Zapier“Finds an existing opening by identifier”

Looks up an existing opening in Ashby by its identifier and returns it for the following steps.

When to use it
before Update Opening, when the headcount tool on the other side stores the Ashby identifier.
Watch out
Find or Create Opening reuses this search with the create box ticked, so a missing opening gets created instead of stopping the Zap.

The three settings every search exposes

  1. Successful if no search results are found?
    Left as is, a search that finds nothing stops the Zap there and the dependent steps are skipped. Switch it on and the Zap carries on with empty values.
  2. Create X if it doesn't exist yet?
    Ticking it turns the search into a find-or-create: the setting above disappears and Zapier asks for the fields needed to create the missing record.
  3. If multiple search results are found?
    Three ways out when several records match: keep the first one (the default), stop the Zap, or pass all of them on together.
When it breaks

When an Ashby Zap breaks

Zapier attaches no help article to Ashby, and none of its documented limits is specific to this app. What breaks comes from how Zaps work in general.

Four cases are worth knowing before you publish. None of them throws an obvious error; they show up as missing runs, duplicate notes or a task count that drains faster than planned. Our Zapier troubleshooting page covers the general method for reading a failed run.

  • The backlog never comes through

    A Zap only reacts to what happens after you publish it. Candidates, offers and openings that already existed are not picked up, so moving them is a separate job.

  • A Zap that keeps restarting itself

    Opening Created plus Create Opening in one Zap is a loop: each new opening starts the Zap again and burns tasks until you switch it off.

  • Bulk imports get held back

    After a migration or a bulk import into Ashby, a sudden batch of events can be slowed down by Zapier's flood protection instead of running all at once.

  • The search found nothing

    By default, a Find step that comes back empty stops the Zap and skips what depends on it. Turn on the no-result setting or use the find-or-create version.
Need help

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FAQ

Ashby Zapier integration FAQ

01Is the Ashby Zapier integration free?
Yes, as long as your Zap stays at two steps. Ashby is not a premium app, so it works on the free plan, which gives 100 tasks a month and unlimited Zaps. The limit is the shape of the Zap: one trigger and one action. As soon as you add a filter, a search step or a second action, the Zap becomes multi-step and needs a paid plan. A Zap like Candidate Applied then Create Candidate Note fits the free plan; adding a filter on the stage does not.
02How many tasks does an Ashby Zap use?
One task per action that completes successfully, and nothing for the trigger. A Zap that runs Find Job Consideration then Change Job Consideration Stage uses two tasks per run when both succeed. An action that fails is not counted. The trigger is free however many events Ashby sends, so a busy pipeline costs you through the actions that follow it, not through the events themselves. Keeping Zaps short and filtering early is the simplest way to stay inside your monthly allowance.
03Are Ashby triggers real time on Zapier?
Yes. All 11 Ashby triggers are instant: Ashby tells Zapier the moment the event happens and the Zap starts right away. The plan interval, 15 minutes on the free plan, only applies to polling triggers, and Ashby has none. In the editor, a Zap built on an instant trigger shows a lightning bolt. The one thing that is never immediate is history: events from before you published the Zap are not sent at all.
04What does it take to connect Ashby to Zapier?
An Ashby account, plus read or write access to anything you do not own yourself and want the Zap to touch. The connection starts from the Apps page of Zapier, with + Add connection, then a sign-in on Ashby and a permission screen. It is set once and reused by every Zap. Use an account that already sees the jobs, candidates and reports your Zaps need, because a Zap cannot act on what that account cannot reach.
05Why does Change Job Consideration Stage show the wrong stages?
Because the stages on offer depend on the Job you selected. So if the Job field is empty, mapped wrongly or set to another role, the Stage field shows another set or nothing useful. Fill Job Consideration and Job first, check that the consideration label shows the right candidate, job and current stage, then pick the target stage. Find Job Consideration in an earlier step helps when the Zap starts from a candidate only.
06What if the Ashby operation you need does not exist on Zapier?
Then Zapier cannot do it with Ashby, and no setting will add it. The list on this page is the full set the editor offers: 11 triggers, 8 actions and 4 searches. There is no step to delete a candidate and no trigger for a candidate being updated, for instance. Often a combination gets close, such as a search followed by an update, or Generate Report on Ashby to read data no single trigger carries. If none fits, another automation platform or a direct integration is the next thing to look at.
07Zapier, Make or n8n for Ashby?
It depends on your criteria, not on a ranking. Zapier gives Ashby 23 ready-made operations, instant triggers and a guided editor, which suits recruiting teams that want to build without developers. Its billing per successful action matters if your volume is high. If you need branching or loops over many records, compare how Make and n8n handle Ashby before committing, using the same test: which operations exist, what a run costs, and who will maintain it.
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