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HrFlow.ai Zapier integrationAutomate HrFlow.ai with Zapier.

The HrFlow.ai Zapier integration gives you 0 triggers, 11 actions and 6 searches. So another app has to start the Zap. Here is what each operation does, what it costs you, and the traps worth clearing before you publish.

See the 17 operations

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Overview

What the HrFlow.ai Zapier integration actually does

It lets Zapier hand your recruiting data to HrFlow.ai, the AI layer that reads resumes, jobs and free text, and get structured results back. Something happens in another tool, a candidate applies or a job opens, and HrFlow.ai parses, stores, tags or scores it without anyone copying a line.

Three results teams build with it. A resume that turns into a profile: a file arrives, Parse a Resume Into a Source reads it and stores the candidate in a source (HrFlow.ai's container for profiles). A shortlist per opening: a job is indexed with Index a Job Into a Board, then Score Profiles for a Job ranks the candidates already stored. Clean text from scanned files: OCR a Text pulls the words out of a document, and Tag a Text labels them.

Now what Zapier does not do here. HrFlow.ai has no trigger at all: it never starts a Zap, so the first step always belongs to another app (a form, a storage folder, an applicant tracker). There is no find-or-create variant on the searches either. And a Zap never goes back in time: resumes received before you switched it on are not processed.

Still choosing a tool? Our Make vs Zapier comparison lines up the criteria, and the Zapier training is there if you would rather learn the tool first.

Vocabulary

Zapier words, in one minute

Seven terms come back on every block of this page. Here they are in plain English.

Zap
The automation you build: one trigger, then one or more actions that run each time that trigger event happens.
Trigger
The event that starts the Zap. HrFlow.ai has none, so here it always comes from another app you connect.
Action
What the Zap does after it starts: the step that writes, sends or moves something on your behalf.
Task
The unit Zapier bills you on: one action your Zap completes successfully. Your plan counts these.
Polling vs instant
Polling: Zapier asks an app for new items on a timer. Instant: the app calls Zapier right away. It depends on the trigger app you pick.
Filter
A step that lets the Zap carry on only when what arrived matches your condition, and stops it otherwise.
Search step
A step that looks up something that already exists, a job or a profile, so the next steps can use what it found.
Cost

What it really costs

HrFlow.ai is not a premium app (one Zapier reserves for paid plans), so it runs on the free plan.

  • Premium appNo
  • Tasks on the free plan100 per month
  • Steps on the free plan2 (one trigger, one action)
  • HrFlow.ai triggers0

The trigger, which comes from another app here, costs nothing. Each action that succeeds is one task, and a failed one is not counted. In a Zap with three actions, each success is billed on its own. The free plan gives 100 tasks a month and Zaps of two steps: one trigger, one action. Every search of HrFlow.ai, even a single one, adds a step and makes the Zap multi-step, which needs a paid plan. The polling grid applies to the trigger app you choose.

Connect

Connect HrFlow.ai to Zapier in 3 steps

  1. 01

    Open your Apps page

    In your Zapier account, go to Apps and click + Add connection. A connection is your HrFlow.ai account linked once, then reused by every step that uses it.

  2. 02

    Pick HrFlow.ai

    Type HrFlow.ai in the search box of the dialog, select it, then click Add connection. You need an HrFlow.ai account already: it is the one whose sources and boards your Zaps will fill.

  3. 03

    Sign in and grant access

    Sign in to HrFlow.ai in the tab that opens and allow Zapier to use the account. If the sources or boards you plan to fill belong to a colleague, your login needs read or write access to them.

First Zap

Your first Zap: from application form to matching jobs

GoalWhen a candidate sends a resume through your form, turn it into a profile and score your open jobs against it.

  1. 01

    Build: choose the trigger

    Create a Zap and pick your form tool as the trigger app, with its event for a new submission. HrFlow.ai cannot start the Zap, so this first step has to come from elsewhere.

  2. 02

    Test the trigger

    Run the test. Zapier brings back the three most recent submissions of the connected account, so you map the next steps on a real resume rather than on an empty sample.

  3. 03

    Parse the resume

    Add Parse a Resume Into a Source. Enter your Source Key, then map the file name and the file itself from the form submission.

  4. 04

    Score the jobs

    Add Score Jobs for a Profile with your Algorithm Key, the Source key and the Board Keys of your openings. This makes the Zap multi-step, so a paid plan is needed.

  5. 05

    Test, then publish

    Test each step and read what came back, then click Publish to switch the Zap on. Only submissions arriving after that moment are processed.

Actions

HrFlow.ai actions on Zapier

HrFlow.ai gives you 11 actions. For each one: what it does for you, when to reach for it, and what to watch out for.

1

Index a Job Into a Board

Action

In Zapier“Indexes a job object into a board.”

Stores a job in one of your boards, the place where HrFlow.ai keeps openings so they can be searched and scored later.

When to use it
a staffing agency wants every new opening from its clients indexed the day it is approved.
Watch out
Board Key, Job title and Location are all required, so map a location even for a remote role.
2

Make an API Call

Action

In Zapier“Performs an arbitrary authorized API call.”

The escape hatch: it sends an authorized request to any part of the HrFlow.ai API the ready-made steps do not cover.

When to use it
a developer on the team needs one HrFlow.ai feature that has no step of its own.
Watch out
URL and Method are required, and the URL is a path such as /v1/text/tagging, so it needs someone who knows the HrFlow.ai API.
3

Index a Profile Into a Source

Action

In Zapier“Indexes a profile object into a source.”

Writes a candidate you already know into a source, field by field, without going through a resume file.

When to use it
a recruiter collects referrals in a spreadsheet and wants each one stored as a proper profile.
Watch out
Source Key, full name, first name, last name, email and location are required, and the location is expected as a structured object, not a plain line.
4

Parse a Resume Into a Source

Action

In Zapier“Parses a resume and creates a profile from it.”

Reads a resume file and builds the candidate profile from it, straight into the source you choose.

When to use it
a tech startup receives CVs through its careers form and wants them searchable without retyping.
Watch out
Source Key, file name and file data are required; accepted files include .pdf, .docx, .jpg and .png, among others.
5

Vectorize a Text

Action

In Zapier“Vectorizes a text.”

Converts a text into a vector, a list of numbers that lets software compare meaning rather than exact words.

When to use it
a data team feeds its own matching engine and needs every job description vectorized.
Watch out
Text is required, and the result is a normalized vector of 2048 dimensions, useful only to a tool that reads it.
6

Geocode a Location

Action

In Zapier“Retrieves geojson data for any textual location input.”

Turns a written place, an address or a city, into geographic data a map or a distance check can use.

When to use it
a retail chain recruits per store and wants every candidate address placed on a map.
Watch out
Locations is required; for best speed keep the list under 32 entries, in a multiple of 2.
7

Generate a Job Portrait

Action

In Zapier“Generates an image from a job description.”

Creates an image from a job description, ideally one that names the job title.

When to use it
an employer brand team wants a visual for each job post on its careers page.
Watch out
the Job title field is required, and the text works best when it names the job title.
8

Find Synonyms for a Word

Action

In Zapier“Finds synonyms or the top n most similar words to a word.”

Returns the words closest in meaning to the one you give, such as related skills or job titles.

When to use it
a sourcer wants to widen a search on machine learning to its nearest terms before scoring.
Watch out
the Word field is required: one target word or term, such as machine learning.
9

OCR a Text

Action

In Zapier“Extracts text from a document across all formats.”

Pulls the text out of a document, whatever its format, so later steps can work with words instead of an image.

When to use it
an HR assistant gets scanned diplomas and wants their content readable by the rest of the Zap.
Watch out
it takes the same file types as resume parsing, and both file name and file data are required.
10

Parse a Raw Text

Action

In Zapier“Extracts over 50 data point from any raw input text.”

Takes plain text, a job ad, a profile, a single experience, and extracts over 50 data points from it.

When to use it
a hiring manager pastes job descriptions into a form and wants them broken into clean fields.
Watch out
for best speed, send fewer than 32 texts at a time, in a multiple of 2.
11

Tag a Text

Action

In Zapier“Predicts tags for a text with our library of AI algorithms.”

Runs one of HrFlow.ai's tagging algorithms on your text and returns the predicted tags.

When to use it
a talent team wants every incoming profile labelled by skill family before anyone reads it.
Watch out
Algorithm key and Texts are required; pick the algorithm in HrFlow.ai first, and keep batches under 32 texts.
Searches

HrFlow.ai searches on Zapier

6 search steps look for data that already exists in HrFlow.ai, so a later step can use it.

A search step reads what already exists so the next step can use it. In the editor, searches sit at the bottom of the Action event list, under SEARCH. HrFlow.ai offers no find-or-create variant. Three settings decide what happens when the result is not a clean single match.

1

Score Jobs for a Profile

Search

In Zapier“Scores jobs indexed in boards for a profile.”

Ranks the jobs stored in your boards against one candidate, so you see where that person fits best.

When to use it
right after a resume is parsed, to suggest the closest openings to the recruiter.
Watch out
Algorithm Key, Source key and Board Keys are required; set Use algorithm to 0 and it only searches, without scoring.
2

Search Jobs in Boards

Search

In Zapier“Searches jobs indexed in boards.”

Looks through the jobs indexed in one or more boards and returns the ones found.

When to use it
a careers chatbot needs the list of live openings to answer a candidate.
Watch out
Board Keys is required, and it takes a list, so add every board you want covered.
3

Ask Questions to a Job Indexed in a Board

Search

In Zapier“Asks questions based on a Job object.”

Lets you put questions to a stored job and get answers drawn from its content.

When to use it
a recruiter wants to know, job by job, whether remote work is mentioned, before writing an ad.
Watch out
Board key and Questions are both required, and the job must already be indexed in that board.
4

Score Profiles for a Job

Search

In Zapier“Scores profiles indexed in sources for a job.”

The reverse of job scoring: it ranks the candidates in your sources for one job.

When to use it
when an opening is indexed, a hiring manager gets the best-matching profiles already in the database.
Watch out
Algorithm Key, Board key and Source Keys are required; Use algorithm at 0 switches it to plain searching.
5

Search Profiles in Sources

Search

In Zapier“Searches profiles indexed in sources.”

Scans the profiles stored in one or more sources and returns what it finds.

When to use it
before posting a job outside, a team checks which past applicants are already on file.
Watch out
Source Keys is required and takes a list of sources.
6

Ask Questions to a Profile Indexed in a Source

Search

In Zapier“Asks questions based on a Profile object.”

Puts questions to a stored candidate profile and returns answers based on what it contains.

When to use it
a screener wants a quick answer on languages spoken before booking an interview.
Watch out
Source key and Questions are required, and the profile must already sit in that source.

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 and the steps that depend on it are skipped. Switched on, the Zap goes on empty-handed.
  2. Create X if it doesn't exist yet?
    This box turns a search into a find-or-create on apps that offer it. HrFlow.ai does not, so you will not see it here.
  3. If multiple search results are found?
    Keep the first match (the default), stop the Zap, or hand all the matches to the next steps.
When it breaks

When it breaks

Zapier links no help article to HrFlow.ai, so the limits below are Zapier's general ones. They apply here all the same.

Go through these four before you publish. If a Zap already misbehaves, the Zapier troubleshooting page is the next stop.

  • Old resumes are not picked up

    A Zap only handles what arrives after you publish it. Applications already in your inbox or folder stay there; loading that backlog into HrFlow.ai is a separate job.

  • The Zap that feeds itself

    If a Zap writes back into the very place its trigger watches, for example the folder it monitors, it sets itself off again and again and burns tasks fast.

  • Bulk uploads held back

    Dropping a large batch of resumes at once can make the trigger return a huge pile in one go. Zapier's flood protection may hold it rather than run every item.

  • Same item, one run

    On a polling trigger Zapier remembers what it has already seen, so the same submission does not start the Zap twice.
Need help

Need help automating HrFlow.ai with Zapier?

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FAQ

HrFlow.ai Zapier integration: questions people ask

01Is the HrFlow.ai Zapier integration free?
Yes, on the Zapier side it works on the free plan, because HrFlow.ai is not a premium app. The free plan gives you 100 tasks a month and Zaps of two steps: one trigger from another app and one HrFlow.ai action. As soon as you add a search, a filter or a second action, the Zap becomes multi-step and needs a paid plan. A simple resume-to-profile Zap fits the free plan as it is.
02How many tasks does an HrFlow.ai Zap use?
One task per action that succeeds, nothing for the trigger. A Zap that parses each incoming resume uses one task per resume handled. Add a scoring search after it and each successful step is counted on its own. A step that fails is not billed, and the trigger app being checked costs nothing however often it happens. Count your expected applications per month against the 100 tasks of the free plan.
03Does HrFlow.ai react in real time with Zapier?
HrFlow.ai has no trigger, so the speed depends on the app that starts your Zap. If that trigger is instant, the app tells Zapier right away and the HrFlow.ai step follows straight after. If it is a polling trigger, Zapier checks on a timer: every 15 minutes on the free plan, every 2 minutes on Professional, every minute on Team and Enterprise. Pick your trigger app with that in mind.
04What does it take to connect HrFlow.ai to Zapier?
An HrFlow.ai account and a Zapier account. You add the connection from the Apps page, sign in to HrFlow.ai in the tab that opens and grant access. Before building, create in HrFlow.ai the sources and boards your Zap will use, because several steps ask for their keys and those fields are required. If they belong to a colleague, your login needs read or write access to them. Once created, the connection is reused by every HrFlow.ai step.
05Why does Index a Profile Into a Source keep failing?
Start with the required fields: one of them is likely empty or in the wrong shape. This action asks for the Source Key, full name, first name, last name, email and location, all mandatory. The location is expected as a structured object with the address and its coordinates, not as a simple line of text. If your source data only has a resume file, use Parse a Resume Into a Source instead, which builds the profile from the file.
06What if the HrFlow.ai operation you need is not in the list?
Then try Make an API Call before giving up. It sends an authorized request to any HrFlow.ai path you enter, such as the tagging path, so it reaches features that have no ready-made step. It needs someone comfortable with the HrFlow.ai API, since URL and Method are required. Otherwise, chaining what exists often works: a search such as Search Profiles in Sources followed by Tag a Text covers many sorting jobs.
07Zapier, Make or n8n for HrFlow.ai?
It depends on your criteria, not on a winner. On Zapier, the deciding facts are these: HrFlow.ai runs on the free plan, it has no trigger so another app always starts the Zap, and its searches make any Zap multi-step, which needs a paid plan. If the number of steps per run, the volume of resumes or custom API calls matter most, compare those same points on each tool with your real volume in hand.
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