With Scheduled Polling Triggers, your journeys can now reach out to external systems on a schedule, check for new data, and automatically create travellers when certain conditions are met.
Unlike Webhook Triggers (which wait for an external POST message), Scheduled Polling actively queries an endpoint at regular intervals. You can then:
Map the incoming data to traveller fields
Apply conditions so only matching records create travellers (and start journeys)
This makes it perfect for pulling data from systems that do not support webhooks such as certain ATS, HRIS, or CRM tools.
How It Works
You set up a Scheduled Polling Trigger on a journey.
The trigger periodically sends a GET request to your chosen endpoint, for example your ATS’s API.
The system receives data such as candidates, employees, or applicants.
You define conditions so that only the right records create travellers.
Each matching record creates a traveller and starts their workflow.
Important: Email address is used to ensure we only fetch each record once.
Example Scenario
You want to onboard new candidates from your ATS for a specific job ad.
Every 15 minutes, the Scheduled Polling Trigger queries the ATS for candidates.
The condition checks: Stage = "AI Sifting".
Only candidates meeting this stage are created as travellers in your journey.
The system skips candidates already fetched based on their email address.
Powerful HR Use Cases
1. Automatically Onboard Shortlisted Candidates
Poll your ATS for candidates in the “Shortlisted” stage and instantly start their onboarding journey.
Benefit: You never have to manually transfer data from recruitment to onboarding.
2. Trigger Pre-boarding for Visa Holders
Schedule checks to your HRIS for employees flagged with a visa-required field and start pre-boarding tasks.
Benefit: Ensure compliance and prepare documentation in advance.
3. Launch Probation Reviews Automatically
Query for employees whose start date is exactly 90 days ago, triggering a probation review workflow.
Benefit: Consistency in performance check-ins without HR having to track dates.
4. Fetch New Hires from a Specific Department
Pull employees from your HR system who have Department = Sales and create travellers in your Sales Enablement journey.
Benefit: Department-specific onboarding without filtering manually.
5. Send Compliance Training to Non-Compliant Staff
Check your LMS daily for employees with Training Status = Incomplete and enroll them in a compliance journey.
Benefit: Keeps your workforce up to date and audit-ready.
Visual Setup Guide
Follow these steps to configure your Scheduled Polling Trigger.
Step 1: Select Scheduled Polling as a Trigger
Open your journey and click on Add Trigger and choose Scheduled Polling.
Step 2: Select the Endpoint
Click on the "Manage visible endpoints" too add the available integration endpoints to the configuration panel.
Enable the endpoint you wish to use and those you might want to use in other journeys. The endpoints you enable here will be available globally after.
Now select the endpoint you want to use for further configuration:
Step 3: Configure the Field Mapping
The system will automatically use all the fields that are used in the integration request so you can map data from the third-party system to the journey fields.
Please note that you always have to set the name and email (required fields).
Step 4: Set Conditions
Define the rules that must be met before a traveller is created. In our case we want to start a journey for all employees that have the employment status as "Not Active".
Only records that match all conditions will create travellers.
Step 5: Configure Schedule
The last configuration step is to set the Polling interval (schedule). The options are:
This means that the system will query the endpoint every 6 hours, 12 hours etc. and check if there is a match.
Lastly you can configure when the polling should start, date and time and additionally when it should end, which is optional but we highly recommend using to prevent endless polling.
Step 6: Activate and Test
If you don't want to wait for the scheduled date, you can go back to the journey builder, click on the three dot options for the trigger and select "Fetch now" which will execute the query immediately, and if all things go well, should create travellers (if there is a match)!
The right records are retrieved
Travellers are created only when conditions match
No duplicates are made
Pro Tips
Use narrow conditions to avoid importing irrelevant data
Scheduled Polling is ideal for systems without webhook support
You can set up multiple triggers for different conditions in the same journey