Ashby Integration Guide
Overview
The Jack & Jill integration with Ashby keeps your ATS in sync as candidates move through your recruiting pipeline. When you take actions in Jack & Jill — such as saving a candidate or requesting an introduction — those changes are automatically reflected in Ashby.
The integration is one-directional: Jack & Jill pushes candidate and pipeline updates into Ashby. It does not modify or read your existing Ashby workflows.
What it does
- Creates candidates in Ashby when an enabled lifecycle event fires, including their resume
- Moves candidates through your Ashby interview stages as they progress
- Deduplicates automatically — if a candidate already exists in Ashby (matched by email or LinkedIn), the integration links to them rather than creating a duplicate
- Attributes candidates to a source of your choice so you can track where hires originated
Prerequisites
- An Ashby account with Admin access (needed to create API keys)
- A Jack & Jill account with at least one active role
Getting started
1. Connect the integration
Navigate to Integrations → Ashby and follow the guided wizard. You’ll create an API key in your Ashby admin panel, paste it into Jack & Jill, and verify that all required permissions are in place.
2. Configure lifecycle events
During setup you’ll choose which pipeline actions automatically sync to Ashby. The available events are:
| Event | What it does in Ashby |
|---|---|
| Shortlist | Creates the candidate and application at the Lead stage |
| Request intro | Creates or advances the application to Reached Out |
| Complete intro | Creates or advances the application to the first Active stage |
| Archive | Archives the application |
| Hire | Moves the application to Hired |
Our recommendation for most teams: enable Request intro, Complete intro, Archive, and Hire — but leave Shortlist off.
Why? The Shortlist event fires when someone on your team saves a candidate to the pipeline. If you later decide not to request an intro, they’ll remain at the Lead stage in Ashby. Turning Shortlist off keeps Ashby focused on candidates whose introduction you request.
If your workflow relies on seeing every candidate in Ashby as soon as your team saves them, you can enable Shortlist. It will push more candidates into Ashby than the later events.
3. Link a role to an Ashby job
Open a role’s Configure Role → Integrations → Ashby section and select the matching Ashby job. Once linked, future lifecycle events for that role will sync automatically.
What happens when you first link a job: Jack & Jill runs a background task to check whether any of your existing candidates are already in Ashby. This takes a minute or two depending on how many candidates are on the role. After it finishes, refresh the page — candidates that were found in Ashby will show a purple Ashby icon next to their name, indicating they’re already linked. If your Ashby job is brand new (no candidates in it yet), you’ll see grey icons instead, meaning those candidates aren’t in Ashby yet.
How syncing works
When a lifecycle event fires (e.g. you save a candidate), the integration:
- Checks whether the candidate already exists in Ashby by email, then by LinkedIn profile
- If not found, creates a new candidate record with their name, email, LinkedIn, and resume
- Creates or updates their application on the linked Ashby job at the appropriate stage
Stage transitions never go backwards. For example, if a candidate is already in an Active stage and you save them, the integration recognises they’ve progressed past the Lead stage and takes no action.
Managing the integration
After setup, visit Integrations → Ashby in Jack & Jill to:
- Toggle lifecycle events on or off
- Change the candidate source for attribution
- Link or unlink roles as you create new ones
- Test the connection to confirm your API key is still valid
- Disconnect the integration entirely (you can reconnect at any time without losing data in Ashby)
Manual push
You can push individual candidates to Ashby on demand from the candidate pipeline view, regardless of your lifecycle event settings. The candidate will be placed at the appropriate stage based on their current status.
FAQ
Will this create duplicate candidates in Ashby? No. The integration searches by email first, then verifies by LinkedIn profile. It only creates a new candidate when no match is found.
What happens if I disconnect and reconnect? Your Ashby data is unaffected. Reconnecting re-enables syncing from that point forward. Previously synced candidates remain in Ashby.
Can I change which events sync after setup? Yes. Visit the Ashby integration settings page to toggle any lifecycle event on or off at any time.
Does the integration pull data from Ashby back into Jack & Jill? No. The integration is one-directional — it pushes data from Jack & Jill into Ashby only.
What if I add a new role after setup? New roles need to be linked to an Ashby job before candidates will sync. Visit the role mapping section in your Ashby integration settings.
I just linked a job but don’t see any Ashby icons — what’s wrong? The link resolution task runs in the background and takes a minute or two. Refresh the page after a short wait. If your Ashby job has no existing candidates, icons will appear grey — that’s expected and means no one has been pushed yet.
Should I enable the Shortlist event? For most teams, no. Leaving it off keeps your Ashby pipeline cleaner because candidates only appear once you take a deliberate action (like requesting an intro). Enable it if you want every candidate your team saves to appear in Ashby before an intro is requested.
For more questions, see the FAQs page.