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The client is a fast-growing recruitment agency with a mission to connect top talent with leading employers
across diverse industries.
The client needed job postings from a third-party job portal to sync automatically with their HubSpot-hosted website. This would streamline job visibility, improve the candidate experience, and reduce manual updates.
Automate job postings from the portal to HubSpot in real time
Generate dynamic HubSpot pages for each job with SEO-friendly URLs
Maintain data integrity by preventing duplicates and removing expired jobs
Enable seamless applications where candidates apply via HubSpot, but submissions go directly into the job portal
HubSpot does not natively support fetching data from external portals. This limitation posed a challenge for real-time data synchronization.
HubSpot lacked built-in support for creating dynamic pages based on external APIs, which complicated the process of generating unique job listings.
The client required that any jobs added, edited, or removed on the job portal needed to sync instantly with HubSpot. This posed a risk of duplicate entries or stale listings, which could degrade user trust and lead to a poor candidate experience.
Ensuring that applicant submissions made through HubSpot bypassed HubSpot's database and reached the job portal securely was a tedious task because of its complexity; it required careful planning to maintain data security and compliance.
We designed and implemented a custom middleware solution that bridged HubSpot and the job portal's API. Our approach centered on automation, scalability, and security, ensuring all processes worked seamlessly across both systems.
Custom middleware development: Built a PHP-based intermediary server to sync data between HubSpot and the portal.
Automated sync logic: Set up CRON jobs to fetch job data hourly, update HubSpot's HubDB, and purge expired/duplicate listings.
Dynamic page creation: Implemented slug-based routing for auto-generated job pages with unique, SEO-optimized URLs.
Front-end job board: Developed a filterable, paginated job board with "Apply Now" functionality.
Secure Data flow: Routed application submissions directly to the portal's API, bypassing HubSpot storage to ensure GDPR compliance.
20+ hours/month saved in manual updates
100% automation of job listings with zero manual effort
Scalable architecture supporting 500+ job postings without performance drop
Improved candidate engagement with a seamless, branded application process
The client is now exploring additional HubSpot customizations and integrations to further optimize their recruitment workflows and candidate engagement strategies.
