Recruit CRM, owned by Ellucian, is an applicant tracking system used by some institutions in the higher-ed space.
Engage
Gecko integrates with Recruit CRM with the help of an SFTP (Secure File Transfer Protocol) server. Speak with your IT team to ensure you have access to such a server before moving forward with any of the guides below!
Integrating Engage with Recruit CRM
Gecko can push data to your SFTP server hourly, daily, weekly, or monthly. Before setting up the integration, be sure you have access to an SFTP server. Additionally, you'll need the following information about your SFTP to hand:
Hostname - the hostname of your SFTP server
Port - the port Gecko should use to access your SFTP server
Username - the username of your SFTP user. This user should have sufficient permissions to create new files
Password - the password for your SFTP user
Destination path - the destination/path Gecko should write any CSV files to
Filename - What Gecko should call the CSV file that we write to the destination path
Integrating forms/scripts
Gecko form or script responses can automatically create/update contacts, create new interactions on the student’s activity timeline, and initiate tasks. Data is pushed from Gecko to Recruit CRM via a recurring response export from Gecko → your SFTP server.
Gecko can push over:
Any details captured on the form
response meta information;
When the response was captured
UTM parameters
Student Geo-IP information
Capture app compatibility
who was logged in when the response was captured
which device was used
Integrating events
In addition to creating new contacts (or merging into existing ones), Gecko event attendee exports can be used automatically to create an interaction on the student’s activity timeline in Recruit CRM. This is done by creating a recurring response export from Gecko to your SFTP server and setting Recruit CRM up to import this file.
Gecko can push attendee information for all events or hand-picked events as required. Additionally, you can filter the export data so that only certain attendee statuses (i.e., “Attended”) are pushed over.
Integrating emails/texts
Texts or emails sent from Gecko can automatically create an interaction on the student’s activity timeline. This is done by sending a recurring Messages export from Gecko to your SFTP server.
The data sent over can include:
Any desired Student details
The sender of the text/email (e.g., “Admissions - admissions@gecko-university.edu”)
The subject line of the email
The time/date the email/text was sent
The status of the email/text (i.e., clicked, opened, delivered)
Integrating calls
Calls made to students in Gecko can automatically create an interaction on the student’s activity timeline. This is done by sending a recurring Calls export from Gecko to your SFTP server and importing the file in Recruit CRM.
Gecko can push over:
Call data (start time, end time, outcome, caller ID, caller number)
A .mp4 recording of the call
The campaign of the call
Any student details required
Associated script responses
Importing from Recruit CRM into Engage
Importing data from Recruit CRM into Gecko is easy to do:
Set up a recurring export from Recruit CRM with the data you'd like to pull into Gecko and ensure it sends to your SFTP server
In Gecko, go to Settings > Import Data and pick + New Import
Set up a File Import and tell Gecko that it's a Recurring Import
Enter your SFTP credentials and map your import
Imports into Gecko can be fully automated, with Gecko checking for new files/importing every hour, 3 hours, 12 hours, 24 hours, or seven days.
Chat
This section examines how Chat conversations can be effectively synced to Recruit CRM.
Integrating Chat with Recruit CRM
Gecko can be configured to push conversation data to your SFTP server daily, weekly, or monthly. Exports are managed by going to Settings > Exports and configuring a Recurring Export.
Integrating conversations
In addition to creating new contacts (or merging into existing ones), Gecko Chat conversations can automatically create an interaction on the student’s activity timeline.
This is done by sending a recurring Conversations export from Gecko to your SFTP server. This export is then imported from the SFTP into Recruit CRM.
Gecko can push over:
Student contact information
Conversation metadata;
When the conversation took place
The name of the channel the conversation took place on
Which agents/bots (if any) were involved
If using live chat:
The device type the student was using
Which webpage did the student start the conversation from
Where the student is located (Geo-IP)
Device type-information
A link to the conversation transcript
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