Zapier setup

1. You can add the Stardex Zapier app by going to this link https://zapier.com/developer/public-invite/217677/a121df430f700c9b335635ea4d2f5eb1/
   1. If you have trouble accessing, let us know and we can invite your email specifically
2. From the home page, Click Create → New trigger
3. Pick your desired trigger (e.g. notes from Granola, Dialpad, Fireflies, Fathom, calendar event from Google calendar). Configure it appropriately by connecting to that account
4. Pick Stardex as the action after this trigger.
5. Pick Add Activity action from Stardex, and enter your API key. You can get it from Settings → Email & other integrations → API access & Webhooks: https://stardex.com/settings?tab=email-calendar&section=api-access

6. In the configure section, enter relevant info to help us match the candidate
   1. Activity Type: Pick the appropriate activity type (e.g. Note, Meeting Note).
   2. Note Content: Here you can pass the relevant note data from the zapier trigger (e.g. a summary transcript from the notetaker)
      1. If you are passing in a calendar invite, you can type in “Meeting scheduled”
   3. Name: Here, you want to pass in the candidate or client data. Some note takers will differentiate that, so pick the appropriate one. If it doesn’t, pick the closes
   4. Option fields: Linkedin URL (if available), Email, Job Title
   5. Any other description: anything else you want to provide that can help match this person.
   The more info you can pass, the better the matching is for AI to reason over. This will make sure that misspellings won’t mean
7. Click Continue to test.
8. Publish if everything works

• Trigger: New Candidate Triggers whenever a new candidate is added to a job in Stardex. Use this to notify your team, sync data to other systems, or automate onboarding workflows.

  ​

  Configuration Options

  Field	Required	Description
  Job	No	Select a specific job to only trigger when candidates are added to that job. Leave empty to trigger for all jobs.

  ​

  Output Fields

  When the trigger fires, it provides the following data that you can map to your destination: Candidate Info
  • candidate_id - Unique identifier for the candidate
  • candidate_job_status - Current status (e.g., Sourced, Interview, Offer)
  • stardex_profile_link - Direct link to view the candidate in Stardex
  Person Details
  • person_full_name - Candidate’s full name
  • person_current_title - Current job title
  • person_current_company - Current employer
  • person_linkedin_url - LinkedIn profile URL
  • person_linkedin_location - Location from LinkedIn
  • person_image_url - Profile photo URL
  • person_recruiter_url_1, person_recruiter_url_2 - LinkedIn Recruiter URLs
  Job Info
  • job_id - Job identifier
  • job_name - Position title
  • job_company - Company name
  • job_notes - Notes added when candidate was sourced
  Custom Fields
  • custom_fields - Array of all person custom attributes with their values
  • custom_fields_text - Formatted text version of all custom fields (great for sending to Slack/email)
  All your person custom attributes (e.g., Tags, Expected Salary, Visa Status) are automatically included. You can map these individual fields to your destination.
  Other
  • sourced_by_team_member_name - Who added this candidate
  • resume_url - Link to the candidate’s resume (if available)
  • resume_filename - Resume file name
  • created_at, updated_at - Timestamps

  ---

  ​

  Example: Send Slack notification when a new candidate is added

  Steps:
  1. Create a new Zap and select Stardex as the trigger
  2. Choose New Candidate as the trigger event
  3. (Optional) Select a specific job to filter, or leave empty for all jobs
  4. Test the trigger to pull sample data
  5. Add Slack as your action and choose Send Channel Message
  6. Configure your message using the available fields:
  
  7. Test and publish your Zap
• Trigger: Stage Change Triggers whenever a candidate’s pipeline stage changes in Stardex. Use this to notify stakeholders, update external systems, or automate workflows based on hiring progress.

  ​

  Configuration Options

  Field	Required	Description
  Pipeline Stages	No	Select specific stages to trigger only when candidates move to those stages (e.g., Offer, Placed). Leave empty to trigger for all stage changes across all jobs.

  This trigger fires for all jobs. If you select specific stages like “Offer” or “Placed”, it will fire whenever any candidate across any job moves to those stages.

  ​

  Output Fields

  When the trigger fires, it provides all candidate data plus stage change details: Stage Change Info
  • from_stage_name - Previous stage name (e.g., “Phone Screen”)
  • to_stage_name - New stage name (e.g., “Offer”)
  • stage_changed_at - When the stage was changed
  • stage_changed_by_team_member_name - Who moved the candidate
  • stage_changed_by_team_member_id - Team member identifier
  Candidate Info
  • candidate_id - Unique identifier for the candidate
  • candidate_job_status - Current status
  • stardex_profile_link - Direct link to view the candidate in Stardex
  Person Details
  • person_full_name - Candidate’s full name
  • person_current_title - Current job title
  • person_current_company - Current employer
  • person_linkedin_url - LinkedIn profile URL
  • person_linkedin_location - Location from LinkedIn
  • person_image_url - Profile photo URL
  Job Info
  • job_id - Job identifier
  • job_name - Position title
  • job_company - Company name
  • job_notes - Notes on the candidate
  Custom Fields
  • custom_fields - Array of all person custom attributes
  • custom_fields_text - Formatted text version of all custom fields
  Other
  • sourced_by_team_member_name - Who originally sourced this candidate
  • resume_url, resume_filename - Resume details
  • created_at, updated_at - Timestamps

  ---

  ​

  Example: Send Slack notification when candidate reaches Offer stage

  Steps:
  1. Create a new Zap and select Stardex as the trigger
  2. Choose Candidate Stage Changed as the trigger event
  3. Select the stages you want to track (e.g., “Offer”, “Placed”)
  4. Test the trigger to pull sample data
  5. Add Slack as your action and choose Send Channel Message
  6. Configure your message using the available fields:
  
  7. Test and publish your Zap

​

Example with Metaview

1. Pick New Conversation trigger from Metaview, enter your Metaview API key (you can obtain from their settings page) and configure it as below. Make sure to test it

2. Pick Add Activity action from Stardex, and enter your API key. You can get it from Settings → Email & other integrations → API access & Webhooks: https://stardex.com/settings?tab=email-calendar&section=api-access

3. In the configure section, enter relevant info to help us match the candidate
   1. Activity Type: Pick the appropriate activity type (e.g. Note, Meeting Note).
   2. Note Content: Here you can pass the relevant note data from the zapier trigger (e.g. a summary transcript from the notetaker)
   3. Name: Here, you want to pass in the candidate or client data. Some note takers will differentiate that, so pick the appropriate one. If it doesn’t, pick the closes
   4. Option fields: Linkedin URL (if available), Email, Job Title
   5. Any other description: anything else you want to provide that can help match this person.
   The more info you can pass, the better the matching is for AI to reason over. This will make sure that misspellings won’t mean

4. Click Continue to test.
5. Publish if everything works

​

Example with Granola

1. Pick Note Added to Granola Folder as the trigger event, connect your Granola account by signing in, and configure it as below. Make sure to test it. This trigger will fire every time a new note/transcript is added to a selected folder in Granola.

2. Pick Add Activity action from Stardex, and enter your API key. You can get it from Settings → Email & other integrations → API access & Webhooks: https://stardex.com/settings?tab=email-calendar&section=api-access

3. In the configure section, enter relevant info to help us match the candidate.
   1. Activity Type: Pick the appropriate activity type (e.g. Meeting Note).
   2. Note Content: Pass the relevant note data from the Granola trigger. We recommend using Enhanced Notes (clean summary) instead of raw transcript if available.
   3. Name: Pass in the candidate or client data. If Granola doesn’t clearly separate this, use the meeting title or closest identifier.
   4. Option fields: LinkedIn URL (if available), Email, Job Title
   5. Any other description: anything else you want to provide that can help match this person.
   The more info you can pass, the better the matching is. This helps Stardex correctly attach notes even if names are incomplete or slightly misspelled.
4. Click Continue to test.
5. Publish if everything works.

​

Example with Google Calendar

1. Find the google calendar Trigger and then Pick New Event as a trigger. Pick the right calendar on the next screen. Test the trigger to pick a sample recent event.

2. Add Stardex add activity action. Add appropriate Note Content, and then under Emails, add Google’s attendee emails.

​

Example with Dialpad (experimental)

​

Logging Dialpad Call Activity into Stardex via Zapier

​

Before You Start

• A Dialpad Pro or Enterprise plan (required for the Zapier integration)
• A Zapier account (any plan works)
• Access to the Stardex Zapier app — join via this invite link: https://zapier.com/developer/public-invite/217677/a121df430f700c9b335635ea4d2f5eb1/
• Your Stardex API key — find it at stardex.com/settings?tab=email-calendar&section=api-access

​

Step 1 — Create a New Zap

1. Log into Zapier and click Create → New Zap
2. Name your Zap something like Dialpad Call Ended → Stardex Activity

​

Step 2 — Set Up the Dialpad Trigger

1. In the Trigger step, search for and select Dialpad
2. For the trigger event, choose Call State Changed

   This is Dialpad’s primary trigger for call activity. It fires whenever a call changes state — you’ll filter it down to call_ended in the next step.

3. Click Sign in to Dialpad and authenticate via OAuth. When prompted about the sandbox option, select False (unless you’re testing in a sandbox environment), then click Yes, Continue and Allow
4. Once connected, configure the trigger options:
   • Call States: Select call_ended — this fires once a call completes
   • Scope: Choose Company to capture all calls, or narrow to a specific Department or Main Line if you only want calls from certain numbers
   • Sandbox: Set to False
5. Click Continue, then Test Trigger to pull a sample call record

Tip — Missed Calls: Dialpad doesn’t have a dedicated “missed call” trigger. To capture missed calls, select call_ended as the state and add a Filter step after the trigger where date_connected is empty/null.

Tip — Call Dispositions: If your team sets call dispositions in Dialpad, you can also use the call_disposition state to trigger off those events specifically.

​

Step 3 — (Optional) Add a Filter

1. Click the + icon between trigger and action
2. Select Filter by Zapier
3. Set your condition, e.g.:
   • Direction → (Text) Exactly matches → outbound
   • Or Duration → (Number) Greater than → 30 (seconds) to skip very short/accidental calls

​

Step 4 — Set Up the Stardex Action

1. In the Action step, search for and select Stardex
2. Choose Add Activity as the action event
3. Enter your Stardex API key when prompted (from stardex.com/settings?tab=email-calendar&section=api-access)

​

Step 5 — Configure the Activity Fields

​

Suggested Note Content Template

Dialpad call - {{direction}} call with {{contact_name}}
Duration: {{duration}} seconds
Date: {{date_connected}}
Number: {{to_number}}

On matching: Stardex will try to find the person using the name, email, or other identifiers you pass. If it can’t find an exact match, it uses AI to resolve near-matches (e.g. name variations). If it still can’t match, the activity shows up as unassigned on your home page so you can manually link it. The more fields you fill in, the more reliably it matches automatically.

​

Step 6 — Test and Publish

1. Click Continue then Test action — Stardex will attempt to create a test activity
2. Check your Stardex home page or the person’s activity feed to confirm the activity appeared
3. If everything looks right, click Publish Zap

​

Logging Full Call Transcripts (Separate Zap)

Important: The transcription call state in Dialpad’s Zapier trigger is for voicemail transcriptions only — not AI call transcripts. Getting the actual call transcript requires one extra step via Dialpad’s API.

​

Option A — Full AI Transcript (meeting_transcript)

1. Create a new Zap and name it Dialpad Call Transcript → Stardex
2. Set the trigger to Dialpad → Call State Changed
3. Set Call States to call_transcription — this fires when Dialpad’s AI transcript is ready after a call ends (separate from and slightly later than call_ended)
4. Configure Scope and authenticate the same way as the call note Zap

1. Add a new action: Dialpad → API Request
2. Set method to GET
3. Set the URL to https://dialpad.com/api/v2/transcripts/ and append the call_id field from the trigger
4. Authenticate with your Dialpad API key

​

Option B — AI Recap Summary (call_note)

1. Set Call States to recap_summary in the trigger — this fires when Dialpad’s AI Recap is generated
2. The recap content is included directly in the trigger payload (no extra API call needed)
3. In Stardex, use Activity Type call_note or meeting_note and map the recap text to Note Content

Which should I use? For a recruiting CRM context, the AI Recap (Option B) is usually more practical — it gives you action items and a summary without storing walls of verbatim text on every contact. Use Option A if you need the full transcript for compliance, coaching, or detailed review purposes.

​

Verifying It’s Working

​

Troubleshooting

​

What Gets Logged in Stardex

​

Example with Calendly

​

Updating to the latest Stardex app version

1. Open the Zap that uses Stardex and click on the Stardex step.
2. In the Setup tab, click Change next to App.

3. Search for Stardex and select it without a version number next to it — that’s always the latest version.

4. Zapier may ask you to update the connected Account to match the new version. Click Change next to Account and pick a connection on the latest version.

5. Go to the Test tab, re-test the step to confirm it still works, then click Publish.

💡Repeat this for each Zap that uses Stardex — every Zap keeps its own app version until you update it individually.

​

Reconnecting with a new API key

1. In the Stardex step, click Change next to Account, then click + Connect a new account.

2. Grab a fresh API key from Settings → Email & other integrations → API access & Webhooks in Stardex (stardex.com/settings?tab=email-calendar&section=api-access), paste it into the API Key field, and click Connect.

3. Select this new connection as the Account for your Zap step, then test and publish.