When and how campaigns and candidates are synced

Klaaryo reads data from your ATS in two separate syncs: one for campaigns and one for candidates. You can choose the times and days they run, or start them right away.

Where to find it: Settings → Integrations → ATS → gear icon → Synchronization

The two syncs

• Campaign synchronization: campaigns and job ads from the ATS to Klaaryo.
• Candidate synchronization: applications and candidate data from the ATS to Klaaryo.

Each one has a toggle to turn it on or off, the times set and the Last synchronization.

They're separate and run at different times for two reasons: campaigns always arrive before candidates, and fewer calls are made to the ATS at the same time.

Steps: change times and days

1. In the sync you want to change, click Edit.
2. In Synchronization times select one or more times.
3. In Days of the week select the days. For example, only Weekdays.
4. Click Confirm, then Save changes.

Steps: sync right away

1. Click Resync now in the sync you need.
2. While it runs, you see Synchronization in progress instead of the last sync.
3. When it's done, you'll find it in the Synchronization history, with your name in the Trigger column.

Use it when a campaign or a candidate just created in the ATS is missing. If a sync of the same type is already running, wait for it to finish.

What gets realigned at every sync

The ATS is the source of the data. At every campaign sync, Klaaryo takes back from the ATS:

• the campaign status (active or paused);
• name and description;
• questions, locations and interview details.

If you change this data in Klaaryo, the ATS data comes back at the next sync. To keep a campaign paused while it's active in the ATS, or the other way around, lock its status: see Pause a campaign.

When a campaign closes in the ATS

• The campaign in Klaaryo goes to Paused. It isn't deleted and the candidates stay.
• Conversations already started are completed.
• While the campaign is paused, no automatic interview invitations go out: you can still invite manually.
• If you need time to hold interviews after the job ads close, the Klaaryo team can set a Campaign closing delay: the campaign in Klaaryo closes only after the set number of days. If the campaign reopens in the ATS in the meantime, the count starts again from zero. You can see it in Advanced settings; to set or change it, write to your Klaaryo contact.

Good to know

• Candidates who apply outside the sync times arrive at the next sync. For example, someone who applies at night is contacted after the first morning sync.
• With ATSs connected through Kombo, for example SAP SuccessFactors, data can arrive up to about 3 hours later, even if Klaaryo's sync runs more often. Kombo is a technical partner that reads data from the ATS at its own intervals and passes it to Klaaryo. Many customers don't know they use it: you can tell from the Kombo label on the integration card.
• If you turn a sync off, Klaaryo stops reading that data until you turn it back on.