SmartRecruiters to HubSpot
Enterprise talent acquisition platform (ATS) covering jobs, candidates, applications and a SmartCRM sourcing module.
SmartRecruiters data can move into HubSpot, landing mainly in Sales Hub. 0 of 7 mapped objects move directly; 4 items need manual work and 3 do not move. Plan roughly 2-4 weeks for a small move and 8-16 weeks for a large one.
Migration checklist for SmartRecruiters
Three phases, specific to this system. Tick steps off as you go.
Before
0 of 5 doneDuring
0 of 5 doneAfter
0 of 5 doneWhat will it take?
No price list: cost follows volume, custom objects and how much logic must be rebuilt. Answer four quick questions for a planning range.
The three scenarios
Small migration
Up to 10k candidates
Contacts and basic jobs only.
Mid migration
10k-100k candidates
Custom objects, attachments and integration.
Large migration
100k+ candidates
Enterprise multi-entity setup with compliance review.
What moves the number
Timeline ranges are planning estimates, not a quote. A partner confirms scope after discovery.
Access, mapping and limits
Start with how data leaves SmartRecruiters: what you need to get in, what lands in HubSpot, and what will not.
REST (JSON)
A customer API key generated in SmartRecruiters admin, or an OAuth app.
Admin access to generate API keys (per a third-party source).
Customer API allows 10 requests per second and 8 concurrent requests. GET /candidates allows 1 concurrent request. Publication endpoints allow 2 requests per second. Exceeding limits returns 429.
Choose your route
How will you move the data?
No native connector was found.
- You need: A customer API key generated in SmartRecruiters admin, or an OAuth app.
- Permission: Admin access to generate API keys (per a third-party source).
Native imports often bring over only some data, so check coverage per object in the mapping below.
Export each object, clean it, then import it into HubSpot.
- Candidates API with pagination (up to 100 per page, nextPageId)
- Jobs API
- Applications and attachments via API
- Postings API (public, read-only)
Limits: Customer API allows 10 requests per second and 8 concurrent requests. GET /candidates allows 1 concurrent request. Publication endpoints allow 2 requests per second. Exceeding limits returns 429.
Migration and sync tools can move more than a plain import. Confirm which objects each one supports before you choose.
Best when volume is high, custom objects are many or automation is heavy. That is the Large scenario: 8-16 weeks, usually phased.
Talk to a partnerWhere each object lands
In SmartRecruiters
In HubSpot
Hover or tap anything on the left to see where it lands.
| Source object | In HubSpot | Moves | Notes |
|---|---|---|---|
| Candidates | Contacts | partial | Candidates are available via API. Map them to Contacts with a custom candidate-type property. |
| Jobs / requisitions | Custom objects | partial | Jobs are available via API. They can be rebuilt as a Jobs custom object or as Deals for vacancies. |
| Applications | Custom objects | partial | Truto lists Applications as a unified ATS object, so they can be pulled via API. They need a custom object or association to a job. |
| Attachments (CVs) | Files | partial | Attachments are exposed via the unified ATS API. They must be re-uploaded and associated to records. |
| Users, groups, roles | Contacts | no | These are users, not CRM contacts. Recreate them as HubSpot users and teams manually. |
| Clients / hiring companies | Companies | manual | SmartRecruiters is an in-house ATS, so a client entity is not documented. Source these from the ATS or from other systems. |
| Business-development pipelines | Deals | manual | Not a documented SmartRecruiters object. Build the pipelines fresh in HubSpot. |
What to expect
This is ATS functionality with no HubSpot equivalent. Keep SmartRecruiters or another tool for it.
HubSpot has no native ATS parsing or approvals.
Hiring compliance data may need to stay in a system of record.
HubSpot has no native ATS objects.
User management is separate from candidate data.
Files must be fetched per candidate and attached in HubSpot.
Not an ATS object.
Migrate only candidates with a lawful basis and carry over consent and opt-out status.
Page at 100 records, honour X-RateLimit headers and back off on 429.
Mark them non-marketing and segment them.
Check the current API spec before building the mapping.
Data governance and compliance
Decide what is allowed to move before anything is exported. Tick each gate once it is agreed.
How we researched this page
How much to trust each section, and where it comes from.
The REST API, auth and rate limits are backed by vendor developer docs and secondary sources. I found no HubSpot docs on SmartRecruiters. Object mapping, export options, governance and certifications rest on category-level knowledge.
Sources
Related migrations
Frequently asked questions
How do I migrate SmartRecruiters to HubSpot?
1. Generate an API key (X-SmartToken) or OAuth app in SmartRecruiters admin. 2. Decide which of ATS, job-board distribution and parsing to keep in SmartRecruiters. 3. Inventory jobs, candidates, applications and custom fields via the API. 4. Design HubSpot custom objects for Jobs and Applications, and Contact properties for candidates.
What does not move from SmartRecruiters to HubSpot?
Job-board distribution and posting syndication, Resume parsing and hiring workflow or approval configuration and Onboarding (SmartOnboard) and compliance records. Plan to rebuild or retire these.
How long does a SmartRecruiters to HubSpot migration take?
Small (Up to 10k candidates): 2-4 weeks. Mid (10k-100k candidates): 4-8 weeks. Large (100k+ candidates): 8-16 weeks. These are planning estimates, not a quote.
What access do I need to export from SmartRecruiters?
A customer API key generated in SmartRecruiters admin, or an OAuth app. Admin access to generate API keys (per a third-party source).
What compliance issues apply when moving SmartRecruiters data?
Check: Possible special-category or diversity/EEO data, Hiring compliance records, Candidate data subject to GDPR and CCPA and Possible minors (interns). Agree consent, retention and access rules before exporting.
Moving SmartRecruiters into HubSpot?
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