Many applicant tracking systems are now starting to focus more on Customer Relationship Management or CRM. However, they are often lacking the ability to create website forms to add new contacts. 

Since Herefish generally recommends using your ATS/CRM as the primary system of record, you'd want your new contacts from the website to go directly into the ATS. This article will help you with how to set that up. Even better, if you've got a little time and access to your website, you should be able to do it for free! 

In our example we'll use the following technology, however the same concepts apply for other technology, this is just the most common. 

  • Website platform (CMS) - Wordpress
  • Form Builder - Gravity Forms ($159/year) or Contact form 7 (free, but more basic and more work to setup)
  • Middleware - Zapier 
  • ATS - Bullhorn

Step 1 - Choose which form option you'd like to go with

If you've already got all the forms you need on your website and it integrates with other systems you can skip this step. 

Option 1 - Gravity forms - This is a very powerful form builder that allows you to easily integrate with other systems. It also has additional customization options that the free option does not. 

Option 2 - Contact form 7 - This is the most popular Wordpress form builder with over 5 million installs. You can integrate it, but to do it you'll "parse," the notification email, which can be a bit tricky. 

You already have a form, but it doesn't integrate with anything? If your forms just send an email when it has been completed, you can still skip this step. However,  you might find the "parse email," step more challenging than the nominal fee for an inexpensive form builder. 

Step 2 - Add form builder to your Wordpress website

Once you've decided which option you want to go with it is now time to add it to Wordpress. 

Gravity forms - You'll purchase your license through the site, make sure you purchase the "Pro" option or above which includes the Zapier Plugin. After you've purchased it you'll follow their instructions to add it to the site. You'll also follow these instructions to add the Zapier plugin.  

Contact form 7

  • Log into Wordpress
  • Go to "plugins" 
  • Select "Add New"
  • Search for "Contact form 7"
  • Click "Install Now"
  • Click "Activate"

Step 3 - Create your form

Gravity forms - You'll follow the instructions for creating a form here

Contact form 7 - You'll follow the instructions for creating a form here. As part of creating your form, you'll add an email address to send completed forms. You'll add an additional email address that you'll receive in the next step as one of those email addresses. 

Step 4 - Integrate your form with Zapier - Trigger Step

If you don't have a zapier account, go here to create a free account

Click "Make a Zap" and then create your triggers

Gravity forms 

  • Search for and select "Gravity Forms"
  • Select "New Form Submission"
  • Copy the displayed URL
  • Go back into Wordpress and into your Gravity form settings. Detailed instructions here.
  • Pull in a sample and confirm it looks as you'd expect
  • You are now ready to go to "Step 5 - Integrate with Zapier - Action Step"

Contact form 7 - This is where Contact form 7 gets a little tricky

  • First we need to parse the email that is sent when a contact fills out a form
  • Go to Zapier's Parsing Robot
  • We've listed the steps, but you can always view the parsing robot's support documentation here. 
  • Log in with your Zapier account
  • Click "Create Mailbox"
  • You will now get a temporary email address that looks something like this zzg1tzo2ue@robot.zapier.com 
  • Go to the form you created in Contact form 7 and add that email to the list to receive new submissions. Make sure you save it!
  • Now do a test form submission so the information will be sent to the "Parsing Robot" email you just added.
  • Once you've done that, you can go back to the parsing robot page and create your template. Basically here you are just marking fields such as first name, email address etc.
  • You'll also be able to change the email address to something a bit more friendly if you'd like. If you do that, make sure you update your form as well!
  • You've now got your form submits into a format that Zapier can support!
  • Log into Zapier and search for and select "Email Parser by Zapier"
  • Select "New Email"
  • Pick your account 
  • Pick the mailbox
  • Pull in a sample and confirm it looks as you'd expect
  • You are now ready to go to "Step 5 - Integrate with Zapier - Action Step"

Step 5 - Integrate with Zapier - Action Step

You have your form on your website and the responses being collected, now we want to automate the process of adding them to your ATS.

  • Choose your App - In our example, we are using "Bullhorn CRM," you can do the same for Salesforce or any other integrated ATS/CRM.
  • Choose "Create a Contact" or "Create a Candidate"
  • Enter your Bullhorn login information
  • Set up your template - This is where you'll map the fields from your form to Bullhorn. You'll want to map everything you've collected into a Bullhorn field. 
  • If you also want to denote which form they completed or other information to make them easier to find for Herefish, you can do that here as well. You'll just type this into the field and it will be the same for everyone who completes the form. 
  • Advanced - if you are going to have multiple forms, but not want to set up a new Zap each time, you can include the information about the form in the confirmation email or gravity form. That will then be a value you can include when pushing the information into Bullhorn.

Step 6 - Push the contacts into Herefish

This is the easy part! Now you'll just set up a search with whatever information you've chosen to use to identify these people in your ATS.  From there syncing these contacts to Herefish will work the same way it does in every other scenario. Not sure about that - Check out this help article.

Overview of creating the forms in Zapier:

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