Connect Ashby to Expensify
Connect Ashby to Expensify
Connect Ashby to your Expensify workspace to automatically import candidates so they can submit travel, relocation, and interview expenses for reimbursement. You choose which candidates to import once, and Expensify keeps the workspace in sync with daily candidate syncs.
Once connected, the integration can:
- Add Ashby candidates who match your import settings to your Expensify workspace.
- Set each candidate’s expense approver, including their recruiter, hiring manager, or recruiting coordinator from Ashby.
- Automatically sync candidates every day.
Who can connect Ashby to Expensify
To connect Ashby, you must:
- Be a workspace admin on a Control plan workspace in Expensify.
- Be an administrator in Ashby.
- Have an Ashby API key with read access to the data Expensify syncs. Learn how to create an API key in Ashby.
- Have Recruiting enabled under More features in the workspace.
To enable Recruiting, select Workspaces > [workspace name] > More features, and under Integrate, enable Recruiting. If your workspace is on the Collect plan, you’ll be asked to upgrade to the Control plan. After you upgrade, Recruiting is enabled automatically.
You can connect only one applicant tracking system (ATS) to a workspace at a time.
You can connect and manage Ashby on web and mobile.
How to create an API key in Ashby
Expensify connects to Ashby with an API key. Create the key before you connect, or while the connection window is open.
- In Ashby, select Admin > Integrations > API Credentials.
- Select New.
- Enter a name for the API key, then create it.
- Enable read access for Candidates, Jobs, Interviews, Hiring Process Metadata, Organization, and Offers.
- Select Save and Continue.
- Copy the API key and store it somewhere safe. You’ll enter it when you connect Ashby to Expensify.
How to connect Ashby to Expensify
- In the navigation tabs (on the left on web, on the bottom on mobile), select Workspaces > [workspace name] > Recruiting.
- Next to Ashby, select Connect.
- In the connection window that opens:
- Confirm you’re an Ashby admin. Only admins can create the API key.
- Confirm your API key has read access.
- Choose how far back to sync applications. By default, Expensify syncs applications modified in the last year. If you only need recent candidates, choose a shorter window. Less data means a faster sync.
- Enter your API key, then select Next.
- After you connect, you’ll see Your connection is syncing. The first sync can take some time. Concierge messages you when the first sync is complete and you’re ready to finish setup.
- Select Complete setup in the Connected. Complete setup to import candidates. message under Ashby. You can also select More (⋮) next to Ashby, then select Complete setup.
- On the Import settings page, choose which candidates to import, then select Save.
Nothing is imported until you choose which candidates to import and select Save.
How to choose which Ashby candidates to import
The Import settings page controls which Ashby candidates are imported into the workspace. You must use Job stages, Tags, or both. Offices is optional and narrows the import further.
When more than one filter is enabled, a candidate must match all of them to be imported. Within a single filter, a candidate only needs to match one of the values you select. For example, if you select two tags, a candidate with either tag is imported.
- On the Recruiting page, select Import settings.
- Enable Job stages, Tags, or both:
- Job stages – Import candidates in the job stages you choose.
- Tags – Import candidates with the tags you choose.
- Optionally, enable Offices to import only candidates in the offices you choose.
- By default, enabling a filter selects every value. To choose specific values, select Job stage, Tag, or Office, choose the values you want, then select Save.
- Select Save.
If you select Save without enabling Job stages or Tags, you’ll see Select at least one Job stage or Tag to continue. Enabling Offices by itself isn’t enough.
Saving your import settings starts a sync. If a candidate has more than one application in Ashby, they’re imported as long as any one of their applications matches your filters. Candidates without an email address in Ashby are skipped.
What happens after Ashby syncs candidates to Expensify
- Candidates who match your import settings are added to the workspace and appear on the Members page.
- Candidates who don’t already have an Expensify account receive an email invitation to finish setting up their account.
- The Ashby connection displays the Last synced timestamp.
- Expensify checks Ashby about once a day for new matching candidates and updates candidate details to match Ashby.
- Expensify doesn’t remove candidates automatically, even after they move to a different stage or have their tag removed in Ashby.
If you’re on the Recruiting or Members page when a sync finishes, the Ashby sync complete screen shows the Added and Skipped candidate counts. Select Skipped to see why each candidate was skipped. This screen doesn’t appear for syncs that finish in the background, such as the daily sync, or if you leave the page before the sync finishes.
How to set the default approver for Ashby candidates
The Default approver setting controls who approves expenses for candidates imported from Ashby.
- On the Recruiting page, select Default approver.
- Choose an approval mode:
- Basic approval – Choose a single approver. Select Approver, then choose a workspace member. You can’t save until you choose an approver.
- Advanced approval – A member of the candidate’s hiring team in Ashby becomes their expense approver. Select First approver, then choose Recruiter, Hiring manager, or Recruiting coordinator. To add a second approval step, select Final approver (optional), then choose a workspace member.
- Custom approval – Manually set approvers in Expensify.
- Select Save.
With Advanced approval, Expensify looks up the role you chose on the hiring team of each candidate’s application in Ashby. Custom hiring team roles in Ashby aren’t supported. If no one on the hiring team has the role you chose, the candidate’s expenses go to the final approver. If you haven’t set a final approver, they go to the workspace owner.
What happens to approval workflows when you set an Ashby approval mode
When Basic approval or Advanced approval is selected:
- Ashby manages the workspace’s approval workflows.
- You can’t edit approval workflows on the Workflows page.
- To change approvers, update the Default approver setting on the Recruiting page.
When Custom approval is selected, you manage approval workflows manually on the Workflows page.
Learn more about how to add approvals to a workspace.
How to manually refresh the Ashby sync
- In the navigation tabs (on the left on web, on the bottom on mobile), select Workspaces > [workspace name] > Recruiting.
- Next to Ashby, select More (⋮), then select Sync now.
Manual syncs are limited to two in 24 hours. If you’ve reached the limit, you’ll see Try again tomorrow. The daily sync still runs as usual.
How to disconnect Ashby from Expensify
- In the navigation tabs (on the left on web, on the bottom on mobile), select Workspaces > [workspace name] > Recruiting.
- Next to Ashby, select More (⋮), then select Disconnect.
- Select Disconnect again to confirm.
Disconnecting Ashby stops future candidate syncs. Candidates who were already imported stay in the workspace. To remove them, remove them manually from the Members page.
How to troubleshoot Ashby sync errors
If an Ashby sync fails, find the error below to see what it means and what to do.
Tip: If every data type fails at once, the cause is almost always the API key. If only one data type fails, such as Application on a large account, the cause is usually volume or a temporary Ashby outage.
Error: Merge won’t deliver the ATS [data type] model (FAILED)
The last attempt to get that data from Ashby failed. The exact reason isn’t available, so check these likely causes:
| Likely cause | What to do |
|---|---|
| The API key is disabled, revoked, or expired | Re-enable or regenerate the API key in Ashby, then reconnect Ashby in Expensify. |
| The API key is missing a permission, such as read access to candidates or applications | Update the API key’s permissions in Ashby. |
| Ashby was slow or temporarily down, such as timeouts on large accounts | No action is needed. Expensify tries again on the next daily sync. If the error lasts more than a day, contact Concierge. |
| A very large account times out on applications | Contact Concierge to narrow what gets synced. |
Error: Timed out waiting for Merge ATS model syncs to complete
Ashby was still sending data after 15 minutes. This is common on the first sync or on large accounts. Wait for the next sync. If the error keeps happening, contact Concierge.
Error: Merge linked account requires reconnect
The connection between Expensify and Ashby is no longer valid, for example because the connection was removed. Disconnect Ashby, then connect it again.
FAQ
Why is Ashby connected but no candidates were imported?
Connecting Ashby only authorizes the integration. To start importing candidates, select Complete setup under Ashby, enable Job stages or Tags on the Import settings page, and select Save. If the sync finishes but no candidates were added, check that your import settings match candidates in Ashby.
Why wasn’t a candidate imported from Ashby?
A candidate isn’t imported if they don’t have an email address in Ashby or don’t match your import settings. On the Ashby sync complete screen, select Skipped to see each skipped candidate and the reason they were skipped.
Why did a candidate’s expenses go to the final approver instead of their hiring manager?
With Advanced approval, expenses go to the final approver, or to the workspace owner if no final approver is set, when no one on the candidate’s hiring team in Ashby has the role you chose as First approver. To fix this, add someone with that role to the candidate’s hiring team in Ashby.
Can I connect Ashby and another ATS to the same workspace?
No. You can connect only one ATS to a workspace at a time. If you try to connect another, you’ll see Cannot connect to multiple ATS platforms. Disconnect your current ATS first.
Should I use a separate workspace for candidates?
We recommend a separate workspace for candidates. This lets you set up categories, tags, and approval workflows for candidates without changing the settings your employees use.
Why can’t I disable Recruiting in my workspace?
You must disconnect Ashby before you can disable Recruiting under More features.
What if I don’t see my ATS on the Recruiting page?
To request another ATS integration, select Ask Concierge on the Recruiting page, or message Concierge from anywhere in Expensify.
