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PCRecruiter Zapier integrationAutomate PCRecruiter with Zapier.

The PCRecruiter Zapier integration gives you 4 triggers and 6 actions. All four triggers are instant, so placements, rollup lists and pipeline stages reach your other tools without waiting on a plan interval, and other apps can create or update records in PCRecruiter.

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Overview

What the PCRecruiter Zapier integration does

The PCRecruiter Zapier integration connects PCRecruiter, the CRM recruiters and staffing firms use for candidates, companies and open positions, with the rest of your tools through Zapier. PCRecruiter reports four events as they happen, and other apps can create or update records inside it, so the same candidate is not typed twice.

Three outcomes recruiters build first. A placement announced to the whole team: New Placement posts the hire in your team chat and logs it in the sheet finance uses for invoicing. Candidates who arrive in PCRecruiter by themselves: an application form or a job board entry calls Create Name Record, and later steps add an activity with Create Name Activity so the history is complete. Campaigns fed by your rollup lists: New Name in Rollup List pushes every candidate you add to a list into your email tool.

What Zapier does not do here: there is no search step for PCRecruiter, so a Zap cannot look a candidate up before acting. Update Name Record finds the person on its own, by email address and last name. There is no delete action either. And Pipeline Stage Reached - PCR10 Only works only on PCR10. Nothing that happened before the Zap went live is picked up.

Weighing your options? The n8n vs Zapier comparison and our Zapier agency page are good starting points.

Vocabulary

Zapier words, in plain English

Zapier comes with its own words. Each one here in a single plain line, so the rest of the page reads easily.

Zap
The automation you build: one trigger, then one or more actions that run every time the trigger event happens.
Trigger
The event in an app that starts the Zap. Once the Zap is on, Zapier waits for it, here a PCRecruiter event.
Action
What the Zap does once started: the step that writes, sends or moves something for you, such as a new candidate record.
Task
What Zapier bills: one action your Zap completed successfully. The count on your plan is a count of those.
Polling vs instant
A polling trigger is checked on a timer. An instant trigger is reported by the app itself the moment it happens. All PCRecruiter triggers are instant.
Filter
A step that lets the Zap continue only when the incoming data meets your condition, and quietly stops it otherwise.
Multi-step Zap
Any Zap beyond one trigger and one action. A second action or a filter makes one, and it then needs a paid plan.
Connection
Your PCRecruiter account linked to Zapier once, then reused by every step that touches PCRecruiter.
Cost

What a PCRecruiter Zap costs

PCRecruiter is not a premium app on Zapier, so it works on the free plan. You pay in tasks, and only successful actions count.

  • Free plan100 tasks per month, unlimited Zaps
  • Free plan stepsOne trigger and one action
  • TriggerNever costs a task
  • PCRecruiter on ZapierNot premium, works on every plan

The trigger never costs a task, however many placements or candidates come through. Each action that succeeds is one task, so a three-action Zap uses three times what a one-action Zap uses. A failed action is not counted. The free plan stops at two steps: one trigger and one action. A filter or a second action makes the Zap multi-step, which needs a paid plan. The interval grid below concerns polling triggers only, and PCRecruiter has none, so it matters only when another app starts the Zap.

Connect

Connect PCRecruiter to Zapier in 3 steps

  1. 01

    Open the Apps page

    In Zapier, open Apps and click + Add connection. Type PCRecruiter in the dialog and select it. You need a PCRecruiter account first, with access to the records and lists your Zaps will touch.

  2. 02

    Sign in to PCRecruiter

    Click Add connection. A new tab opens on PCRecruiter: sign in with the account your recruiters actually work in. The Zap will only see the candidates, companies and positions that account can reach.

  3. 03

    Grant access

    Allow Zapier into the account. The connection is saved once and reused by every PCRecruiter step in every Zap, so your second and third Zaps skip this part entirely.

First Zap

Your first PCRecruiter Zap: share every placement

GoalEach new placement in PCRecruiter is logged in a shared sheet and announced to the team channel.

  1. 01

    Pick the trigger

    Create a Zap, choose PCRecruiter as the app and New Placement as the event, then select your connection. The trigger is instant, so the editor shows a lightning bolt on it.

  2. 02

    Test the trigger

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

  3. 03

    Add the log row

    Add a step in the spreadsheet your finance team reads and map the placement details into its columns. This first action already counts as one task per placement.

  4. 04

    Add the announcement

    Add the chat message as a second action. Two actions make the Zap multi-step, so it needs a paid plan. On the free plan, keep only one of the two.

  5. 05

    Test and publish

    Test each step and read what came back. When it looks right, click Publish. From then on every new placement goes out; earlier ones stay where they are.

Triggers

PCRecruiter triggers: 4 instant events

4 events start a Zap when something happens in PCRecruiter, and 4 of them are instant: the app calls Zapier straight away, whatever your plan.

1

New Name in Rollup List

Instant trigger

In Zapier“Triggers when a candidate is added to the rollup list specified.”

Starts the Zap each time a candidate is added to the rollup list you pick. A rollup list is a list you keep in PCRecruiter, so this turns a manual shortlist into an automatic hand-off to another tool.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
sending every candidate placed on a nurture list into your email campaign tool without exporting anything.
Watch out
the rollup code is required, so create the list in PCRecruiter first and note its code before you build.
2

New Placement

Instant trigger

In Zapier“Triggers when a new contract temp or permanent placement is made inside of PCRecruiter.”

Fires when a placement is made inside PCRecruiter, whether it is a contract, temp or permanent one. It is the moment your team has worked towards, and the one finance and payroll need to hear about.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
logging each hire in the sheet used for invoicing, or posting a win in the team chat.
Watch out
the three placement types arrive through the same trigger, so add a filter if one workflow should only handle permanent hires.
3

New Position in Rollup List

Instant trigger

In Zapier“Triggers when a position is added to the rollup list specified.”

Reacts when a position, an open job, is added to the rollup list you choose. Your team decides which jobs go public by placing them on that list, and the Zap carries them onward.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
publishing a selected job on your careers page or sharing it with a partner agency once a recruiter flags it.
Watch out
like the candidate list trigger, it needs the rollup code of an existing list before you can save the step.
4

Pipeline Stage Reached - PCR10 Only

Instant trigger

In Zapier“Triggers when a candidate reaches a particular stage of a pipeline. This trigger is only compatible with PCR10.”

Goes off when a candidate reaches a stage you select in a pipeline. It follows the candidate's progress instead of a list, which makes it the most precise trigger of the four.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
sending the hiring manager a heads-up when a candidate reaches the stage you chose.
Watch out
it only works with PCR10, as its name says, and the pipeline stage is required.
Actions

PCRecruiter actions

PCRecruiter gives you 6 actions. For each one: what it does for you, when to reach for it, and what to watch out for.

1

Create Company Record

Action

In Zapier“Creates a Company Record in PCRecruiter.”

Opens a company record in PCRecruiter from its name, the only required value.

When to use it
a new client signs in your sales tool and the account team wants the company ready in PCRecruiter before the first job order.
Watch out
with no lookup available, a Zap that fires twice for the same client will create two company records.
2

Create Name Activity

Action

In Zapier“Creates a name activity inside PCRecruiter”

Writes an activity on a candidate's history, with a type, a result and a text, and attaches it to the right person using the matching rule you set.

When to use it
a candidate books an interview slot in your scheduling tool and the booking should appear on their record.
Watch out
all four values are required, and the matching rule decides which candidate gets the activity.
3

Create Name Record

Action

In Zapier“Creates a Name Record in PCRecruiter.”

Adds a new person to PCRecruiter, a candidate or a contact, from at least a first and a last name.

When to use it
an application form or a job board entry arrives elsewhere and the applicant should exist in PCRecruiter straight away.
Watch out
nothing checks for an existing record first, since there is no search step, so the same applicant can be created twice.
4

Create Position Activity

Action

In Zapier“Creates a position activity inside PCRecruiter.”

Adds an activity to a position, with a type, a result and a text, pointed at the job by its position ID.

When to use it
a client sends feedback through a form and the note should be stored on the job it concerns.
Watch out
the position ID is required, and the starting app rarely knows it unless it came from PCRecruiter.
5

Create Position Record

Action

In Zapier“Creates a Name Record in PCRecruiter.”

Creates an open position in PCRecruiter from a company name and a job title.

When to use it
a hiring request form is submitted by a client and the job should land in PCRecruiter without anyone retyping it.
Watch out
the company name is required, so make sure the form or the starting app actually carries it.
6

Update Name Record

Action

In Zapier“Updates an existing name record in PCRecruiter.”

Changes an existing person in PCRecruiter. The record to update is found by email address and last name together.

When to use it
a candidate updates their details in a form and PCRecruiter should reflect the change.
Watch out
if either the email or the last name differs from what PCRecruiter holds, the right record will not be found.
When it breaks

When a PCRecruiter Zap breaks

Zapier links no help article to PCRecruiter and documents no limit specific to it. The failures to expect come from Zapier itself and from the required fields of the PCRecruiter steps.

  • Past placements never show up

    A Zap only reacts to what happens after you publish it. Placements and list entries from before stay in PCRecruiter; moving that history is a separate job.

  • The pipeline trigger stays silent

    Pipeline Stage Reached - PCR10 Only works only with PCR10. On another version, the Zap has nothing to listen to.

  • The Zap keeps restarting

    A Zap that writes into the very place its own trigger watches, such as a record its own trigger reports, sets itself off again and again and burns tasks fast.

  • Update Name Record misses

    The record is matched on email address and last name together. A typo or a changed surname in either value means no candidate is updated.

  • A bulk import is slowed down

    After a mass import into a rollup list, the sudden wave of events can be held back by Zapier's flood protection. Expect a pause, not lost data.

  • Duplicates appear

    With no search step for PCRecruiter, Create Name Record and Create Company Record cannot check first. A Zap that fires twice creates two records.
Need help

Need help automating PCRecruiter with Zapier?

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FAQ

PCRecruiter Zapier integration: common questions

01Is the PCRecruiter Zapier integration free?
Yes, PCRecruiter is not a premium app on Zapier, so it works on the free plan. That plan gives you 100 tasks a month and unlimited Zaps, but each Zap stops at two steps: one trigger and one action. A Zap with a filter or a second action becomes multi-step and needs a paid plan. A simple Zap such as New Placement into a spreadsheet row fits the free plan, and is the easiest one to test first.
02How many tasks does a PCRecruiter Zap use?
One task per action that completes successfully, and nothing for the trigger. A Zap that logs every new placement in a sheet uses one task per placement. If it also posts a chat message, that is two tasks per placement. An action that fails is not counted. Rollup list triggers fire once per name added, so keep their Zaps short if your monthly allowance is tight. A trigger that fires on every placement adds up quickly when each run carries several actions, so start small.
03Is the PCRecruiter Zapier integration real time?
Yes, all four PCRecruiter triggers are instant. PCRecruiter tells Zapier the moment the event happens, so the Zap starts right away, whatever your plan. The interval grid that slows polling triggers, 15 minutes on the free plan, does not apply to any of them. In the editor, a Zap built on one of these triggers shows a lightning bolt, which is a quick way to check. Nothing waits for the next check, which matters most on the free plan when a placement or a pipeline move needs a fast reaction.
04What does it take to connect PCRecruiter to Zapier?
A PCRecruiter account, plus access to any records you do not own yourself and want the Zap to touch. The connection is made once from the Apps page with + Add connection, then reused by every Zap. Before building, prepare what the steps will ask for: the rollup lists and their codes, the pipeline stages, and for activities on positions, the position ID. Sign in with the account your recruiters actually use, since the Zap only sees the records that account can reach.
05Why does Pipeline Stage Reached never fire?
Most often because the account is not on PCR10. The trigger is named Pipeline Stage Reached - PCR10 Only for that reason, and on other versions it has nothing to listen to. If you are on PCR10, check the pipeline stage selected in the step, since it is required, and remember that only candidates reaching that stage after the Zap was published will start it. A test from the editor on a real candidate confirms the setting before you rely on the Zap.
06What if the PCRecruiter operation you need is not available?
PCRecruiter offers four triggers and six actions on Zapier, with no search and no delete. If you need to look a candidate up before acting, or remove a record, Zapier cannot do it for this app. The usual workaround is to keep that step manual in PCRecruiter and automate what comes before or after it, or to let a PCRecruiter trigger hand the work to another tool. Read the trigger and action lists in the editor before designing a scenario, so you build on what is really there.
07Zapier, Make or n8n for PCRecruiter?
Decide on criteria rather than a ranking. On Zapier, PCRecruiter gives you four instant triggers and six actions, works on the free plan for two-step Zaps and needs no code. If your scenario fits those operations, Zapier is the shortest path. If you need many steps per run, compare how each tool counts usage. Also think about who will maintain the automation once your recruiters rely on it. Finally, test any flow that creates candidates on a few real cases first, to catch duplicates before they pile up.
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