Greenhouse Software, Inc. FAQs

Rather than repetitively performing the same action for multiple jobs like toggling on/off EEOC data or adjusting a custom question, etc... your organization can leverage the BulkEdit Job Post feature to perform a single action to apply these changes. In this article, we will cover how to access the bulk edit job post page and outline the various actions that can be taken.

Note: Internal and external job posts can not be edited in bulk together.

To perform a bulk edit on internal or external job posts, clickAll Jobson your navigation bar.

Navigate to the list of jobs and select which jobs will be included in the bulk action by clicking the checkbox to the left of the job name.

When finished, click either External Job Posts or Internal Job Posts.

From the subsequent Bulk Edit Job Posts page, configure the components for every job post included in the bulk action.The page is divided into four different tabs:

Basic Information

Custom Questions

Job Boards

Settings

Click on any tab header to view and edit components in that section.

Below is a table of various bulk actions that can be performed from this page:

Note: Not every action in the below list can be applied to every single field. For instance, a candidate's First Name will always be required and cannot be made Hidden or Optional.

Make Optional for All Job Posts

Click the ellipsis beside a field to make the information field or response to a question optional for all jobs included in the bulk edit.

Make Required for All Job Posts

Click the ellipsis beside a field to make the information field or response to a question required for all jobs included in the bulk edit.

Make Hidden for All Job Posts

Click the ellipsis beside a field to make the information field or response to a question hidden for all jobs included in the bulk edit. Candidates will not know the field existed.

Remove From All

Click the icon to remove the question from all job posts included in the bulk edit.

Edit Question

Click the Edit iconnext to a question to edit the question. Edits will be applied to all jobs that currently have the question.

Add New Question

Clickto add a new question to all jobs included in the bulk action. Custom Questions added in bulk will be optional unless otherwise changed.

Change Job Boards

Use the Move All Posts To dropdown menu underneath the Job Boards tab and select an external job board. All jobs included in the bulk action will be moved to that job board.

Note: This is only available if editing external job posts.

When finished with the bulk edits, be sure sure to click Save and Exit to confirm your work.

Hiring Manager role

The Hiring Manager Review stage is a secondary Application Review step within a job's interview plan. It allows a Hiring Manager to (re)view candidates that initially caught a recruiter's eye. With this stage, your organization can determine how and when to solicit feedback from a job's Hiring Manager about potential candidates. In this article, we will cover:

Add the Hiring Manager Review Stage in Bulk

Applications to Review Panel

Add the Hiring Manager Review Stage in Bulk

To bulk add the Hiring Manager Review Stage,clickAll Jobson your navigation bar.

Navigate to the list of jobs and select which jobs will be included in the bulk action by clicking the checkbox to the left of the job name.

When finished, clickEdit: Stages/Interviews.

From the Edit Stages/Interviews page, navigate to the bottom of the list and click + Add a Stage.

From the subsequent dialog box, scroll down and click the Hiring Manager Review stage. Click Add.

Note: If one or more of the jobs selected for the bulk edit already has a Hiring Manager Review stage, the stage should already be present on the available stages. In this case, hover over the Hiring Manager Review stage and click Add to all.

Applications to Review Panel

The Hiring Manager Review stage is tied to users who are assigned the . Any user who is assigned to this role on a Hiring Team will need to review candidates in the Hiring Manager Review stage.

Applications for candidates in the Hiring Manager Review stage can be accessed from the My Dashboard page by navigating to the Applications to Review panel.

Once the Hiring Manager Review stage is added to an Interview Plan, reviewable applications can also be found from the Job Dashboard under the Pipeline panel

Greenhouse Recruiting’s integration with Flo Recruit allows the transfer of candidates’ data (name, email, resume, answers to qualifying questions, events and feedback from your employees) from Flo Recruit into Greenhouse. In this article, we will cover how to:

Configure User Setup Permissions in Greenhouse Recruiting

Create a Harvest API Key for the Greenhouse/Flo Recruit Integration

Transfer data from Flo into Greenhouse

Where Flo data lives in Greenhouse

Configure User Setup Permissions in Greenhouse Recruiting

In order to enable the Greenhouse/Flo Recruit integration, you will need the developer permission “Can manage ALL organization’s API Credentials”.

Contact a Greenhouse user in your organization with Site Admin level permissions with the additional user-specific permission "Can edit another user's advanced permissions" to apply the API credential management permission to your account. Have the user with Site Admin level permissions edit your user account's permissions by navigating to the Configure icon (settings gear icon in upper right side of Greenhouse) > Users > Your Name.

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When you signed up with Greenhouse, they gave one person at your company “Site Admin” level permissions. This individual should navigate to the Configure settings Icon, then to Users and click on an individual user's name. They would then open the Developer permissions dropdown and select “Can manage ALL organization’s API Credentials” so that a check is in the checkbox. When finished, click Save.

Create a Harvest API Key for the Greenhouse/Flo Recruit Integration

To create a Harvest API key for the integration, click on the Configure icon. Navigate to Dev Center on the left-hand panel. From the Dev Center page, click API Credential Management.

To finalize your Greenhouse Integration with Flo Recruit, please fill out the form located . You will need your API Key & User ID, which is further explained below.

On the Manage API Key Permissions page, only select candidates. When finished, click Update. Your Harvest API key for the Greenhouse/Flo Recruit integration is created and configured.

Next, you will need to retrieve your user name. If you have a general user (like recruiting@) instead of a specific person (like jane@), we suggest you use the general user so that if the specific user ever leaves the organization, our integration remains intact. To retrieve the User ID, navigate to Configure Icon. Next, click Users. Then, click Export to Excel. In the Excel sheet, find the column that says User ID. Copy the User ID.

How to select candidates and integrate their data from Flo into Greenhouse

In Flo Recruit, go to your candidate database. Select the candidates you want to integrate into Greenhouse. Go to Export Options dropdown and select Export Selected Candidates to Greenhouse.

How to access Flo Recruit data in Greenhouse after Integration

To access Flo Recruit data in Greenhouse, go to the “More” menu (3 periods) at the top of the page and select Sourcing.

Go to “See all Candidates and Prospects”.

Select a candidate. Candidates’ email + resume will be at the top of their profile page, with registered events and answers to qualifying questions as candidate tags.

How to access Flo Recruit data in Greenhouse after Integration

Feedback from your employees will be under “Activity Feed” section. This data will include the name of the employee who left feedback, event title and date, rating and comments.

Need help?

Please feel free to reach out to us using the Intercom messaging system on the bottom right side of your Flo Recruit account.

The main purpose of this feature is to be able to access your SMS-based Emissary conversations from within Greenhouse's native interface. This is not only for convenience, but also provides a transcript record for each candidate that can be preserved for posterity. Each Emissary inbox may be linked to, at most, one Greenhouse account. This step only needs to be performed once for each inbox.

Generate Greenhouse API Key

Head to your greenhouse dashboard at https://app2.greenhous.io/ :

Navigate to the Configure page by clicking on the icon at the top-right of the page:

Click on the “Dev Center” link on the left-hand column, and then select “API Credential Management” on the right-hand column:

Next click on the “Create New API Key” Button

Name the new API key (something like “Emissary Integration”), choose “Harvest” as the

type, and click the Create button.

In the next screen under the “Manage API Key Permissions” section, check the box next to the “Candidates” group and check the box next to the “Users” group, then click the “Update” button:

Next, find your newly created key in the list and hit the Copy button to place it onto your clipboard:

Add API Key To Emissary

Next, go to your emissary inbox. In the Tenant dropdown, click on “ATS Integrations”:

Click on the “Integrate Greenhouse” button next to the Greenhouse logo:

Next you will see a list of instructions that guide you through the Greenhouse API Key Creation process outlined above. If you have not already done so, you may do it here:

In the last step (step 5), paste your new Greenhouse API key into the “API Key” text box and click on the “Finish Integration” button:

That’s it! If successful, you will see the integration and the number of contacts that are currently being synced between Emissary and Greenhouse:

PLEASE NOTE: The integration uploads candidate conversations nightly to Greenhouse in order to provide a full day's worth of conversation at a time, so conversations will not appear immediately in your Greenhouse interface. Any conversations that exists in your Emissary inbox before it is linked to your Greenhouse account should be visible the morning after the first synchronization process. Likewise, any subsequent conversations should appear each following morning.

How To Use The Integration

Once the integration steps are complete, using the integration is simple. Conversations will take place throughout the day while using the various tools of Emissary’s Text Platform. Through the integration those conversations will be saved each day within Greenhouse. Below you can see two samples of the same conversation for the candidate name Coney Broward. One image is from our web interface (Emissary’s Inbox) and the other is from our Chrome plug-in view (Emissary’s Extension).

Emissary Inbox View

Emissary Extension View

To find this conversation within the Greenhouse user interface, first navigate to the specific candidate profile page of the applicant you are looking for and select the ‘Details’ tab.

Next, scroll down to the ‘All Attachments’ section at the bottom of the Details page. There you will find a clickable pdf file, which is a transcript of the conversation between the Emissary user and that specific candidate, Coney Broward in this example.

You can access the pdf by clicking on the image of the page to enlarge the document.

Consider uses active matching technology to surface the best possible candidates no matter where they live on the web. Online resumes, social profiles, code repositories (GitHub), and online publications (scientific and academic journals) contain a universe of passive candidates that Consider can search.

Greenhouse Recruiting's integration with Consider allows users to source, access, engage, and track candidates from Consider. Based on your job postings, Consider’s algorithms create constantly improving matches, eliminating the repetitive and tedious work of boolean searching, surfacing only the most relevant candidates from the universe of profiles. Instantly review diverse candidates, generate references and referrals from your network through Slack, and review the best-matching profiles from the stock of resumes who have already expressed interest in working with you. In this article, we will cover how to:

Configure User Setup Permissions in Greenhouse Recruiting

Create a Harvest API Key for the Greenhouse Recruiting / Consider Integration

Configure the Greenhouse Recruiting / Consider Integration

Add Candidates to Greenhouse Recruiting from Consider

Use the Greenhouse Recruiting / Consider Integration

Get Help

Configure User Setup Permissions in Greenhouse Recruiting

In order to enable the Greenhouse Recruiting / Consider integration, you will need the developer permissionCan manage ALL organization's API Credentials.

Contact a Greenhouse user in your organization withSite Adminlevel permission with the additional user-specific permissionCan edit another user's advanced permissionsto apply the API credential management permission to your account. Have the user with Site Admin level permissions edit your user account's permissions by navigating to theConfigureicon [email protected] >Users>Your Name.

The user with Site Admin level permissions should navigate to the Permissionspanel on your user page and expand the Developer Permissionsdropdown menu.

Select Can manage ALL organization’s API Credentials so a check is in the checkbox. When finished, click Save.

Repeat as necessary for any other user who should have access to set up the integration.

Create a Harvest API Key for the Greenhouse Recruiting / Consider Integration

To create a Harvest API key for the integration, click on theConfigureicon in the upper right-hand corner. Navigate toDev Centeron the left-hand panel.

From the Dev Center page, clickAPI Credential Management.

From theAPI Credential Managementpage, clickCreate New API Keyto generate the API key for Consider.

From theCreate new credentialdialog box, name your API keyConsiderand selectHarvestfrom theTypedropdown menu. When finished, clickCreate.

On theManage API Key Permissions page,provide the following permissions to the Consider Harvest API key:

Candidates:

All permissions

Job Posts:

GET: List Job Posts

GET: Retrieve Job Post for Job

GET: List Job Posts for Job

Jobs:

GET: Retrieve Job

GET: List Jobs

Users:

GET: Retrieve User

GET: List Users

When finished, clickUpdateat the bottom of the page.

Your Harvest API key for the Greenhouse Recruiting / Consider integration is created and configured. Provide your Harvest API key to your Consider onboarding team so they can set up the integration.

Configure the Greenhouse Recruiting / Consider Integration

Before completing this step, ensure your Harvest API key for the Greenhouse Recruiting / Consider integration is created and configured with correct permissions, as well as provided to your Consider onboarding team.

To configure the integration, you must authenticate Greenhouse Recruiting from Consider. To do this, navigate to Consider's platform, then choose to any project and click theExport prospectsicon. Next, click theSign in with Greenhouselink.

Next, you will authorize Consider to use your Greenhouse Recruiting account. Enter the credentials used to access Greenhouse Recruiting, then clickNext Step.

On the subsequent page, clickAuthorize.

When authorization is successful, you will see a success message.

Return to your Consider project to export candidates to Greenhouse. You will not be required to sign into Greenhouse the next time you want to export, unless you are signed out.

Add Candidates to Greenhouse Recruiting from Consider

To export candidates from any Consider project to Greenhouse Recruiting, open the Export dialog.

Select an existing job in Greenhouse Recruiting for this export.

ClickExport.

Consider will send the following information to Greenhouse Recruiting:

Candidate name

Candidate email address(es) (if available)

The Greenhouse Recruiting job with which the candidate should be associated

Web links like the candidate's website URL, LinkedIn URL, GitHub URL, or Twitter URL

Email of the candidate's referrer (if available)

Candidate's current company

Candidate's current title

The candidate's source in Greenhouse Recruiting will be set toConsider.

Use the Greenhouse Recruiting / Consider Integration

Sign in to Consider at https://consider.com/login and navigate toProjects. Review the automatically created companion Consider projects for job openings in Greenhouse Recruiting. From any project, you can now export Consider-sourced profiles to Greenhouse Recruiting. You can find matches for your job search from resumes already in Greenhouse Recruiting.

Visit consider.com for more details.

Get Help

For troubleshooting assistance with the Greenhouse Recruiting / Consider integration, contact the Consider support team at .

Call-Em-All is an effective phone broadcasting service that provides the option to send automated phone calls, text messages, and surveys on-demand. Greenhouse Recruiting's integration with Call-Em-All allowsyou to send broadcasts to your Greenhouse Recruiting contacts and candidates, all from within your Call-Em-All account. In this article, we will cover how to:

Configure User Setup Permissions in Greenhouse Recruiting

Create a Harvest API Key for the Greenhouse Recruiting / Call-Em-All Integration

Connect Greenhouse Recruiting and Call-Em-All

Send a Broadcast to Greenhouse Recruiting Candidates

Review Results in Greenhouse Recruiting

Configure User Setup Permissions in Greenhouse Recruiting

To connect your Call-Em-All and Greenhouse Recruiting accounts, you will need to first create an API key within your Greenhouse Recruiting account.

In order to enable theintegration, you will need the developer permissionCan manage ALL organization’s API Credentials.

Contact a Greenhouse Recruiting user in your organization withSite Adminlevel permissions with the additional user-specific permission Can edit another user's advanced permissionsto apply the API credential management permission to your account. Have the user with Site Admin level permissions edit your user account's permissions by navigating to theConfigure here icon >Users >Your Name.

The user with Site Admin level permissions should navigate to thePermissionspanel on your user page and expand theDeveloper Permissionsdropdown menu.

SelectCan manage ALL organization’s API Credentialsso that a check is in the checkbox. When finished, clickSave.

Repeat as necessary for any other user who should have access to set up the integration.

Create a Harvest API Key for the Greenhouse Recruiting / Call-Em-All Integration

To create a Harvest API key for the integration, click on theConfigure icon in the upper right-hand corner. Navigate toDev Centeron the left-hand panel.

From the Dev Center page, clickAPI Credential Management.

From the API Credential Management page, clickCreate New API Keyto generate the API key for Call-Em-All.

From the Create new credential dialog box, name your API key "Call-Em-All" in the Description field and selectHarvestfrom theTypedropdown menu. When finished, clickCreate.

On theManage API Key Permissionspage, please provide the key all permissions included in the following three images. When finished, clickUpdate.

Connect Greenhouse Recruiting and Call-Em-All

Once you have the Harvest API key, log into your Call-Em-All account and navigate to your Settings. From there, click on Integrations. On the Integrations page, find Greenhouse and clickConnect.

A pop-up window will appear asking for both your Greenhouse User Email and your Harvest API key. Enter those and complete the connection by clickingConnect Meat the bottom of the pop-up window.

Send a Broadcast to Greenhouse Recruiting Candidates

To send out messages to your candidates, you will need to log into your Call-Em-All account and click on Create Broadcast. You will then follow the steps as you normally would to create a Broadcast, the difference being in step 2 where you are asked who you wish to send the message to.

Here in step 2, you can search for any candidates you have in Greenhouse Recruiting. You can search by any of the displayed criteria, as well as by tags, if you need to find a custom list of people you tagged in Greenhouse Recruiting.

Note: Tags are a good way of saving searches in Greenhouse Recruiting and finding those searches in Call-Em-All to message a list of candidates simultaneously. To learn more about tagging candidates in Greenhouse Recruiting, click .

Once you find the contacts you wish to message, simply add them to your broadcast and continue. That is it!

Review Results in Greenhouse Recruiting

Once your Broadcast goes out, Call-Em-All pushes back the results to Greenhouse Recruiting so you can easily see what happened when your message went out. To view these results, navigate to the candidate profile for someone you contacted and view their Activity feed. There, Call-Em-All will post the results of your broadcast for you to review.

You can also view the Broadcast details in their entirety in your Call-Em-All account.

user-specific permissions

Greenhouse Recruiting allows your organization to edit the for multiple users at the same time using the bulk action feature. With the bulk action feature, you can edit individual user-specific permissions for a single permission level at a time.

To edit user-specific permissions in bulk, click theConfigureicon in the upper-right hand corner and navigate to theUserson the left-hand panel.

Click theAll Permissionsdropdown menu to expand, then select a single permission level to filter the Users list for that single permission. ClickBulk Actionswhen finished.

Note: Bulk editing user-specific permissions can be performed only for users belonging to a single permission level.

Select the users you want to edit from the filtered list, then clickEdit Selected (#).

ClickEdit User-Specific Permissionsfrom the subsequent dialog box.

Note:If you have filtered the list of users by the Site Admin permission level, clickEdit Site Admin Permissions.

For each user-specific permission you wish to edit, clickTurn all onto grant the permission to all selected users, or clickTurn all offto remove the permission from all selected users. This will edit the user-specific permission setting for evert user included in the bulk action. Skip any user-specific permissions you do not wish to edit in bulk.

ClickSave Permissions when finished.

user-specific permissions

Greenhouse Recruiting allows your organization to add for multiple users at the same time. With Greenhouse Recruiting's bulk action feature, you can assign individual user-specific permissions for a single permission level at a time.

To assign user-specific permission in bulk, click the Configure icon in the upper right-hand corner and navigate to Users on the left-hand panel.

Click theAll Permissionsdropdown menu to expand, then select a single permission level to filter the Users list for that single permission.Click Bulk Actions when finished.

Note: Bulk editing user-specific permissions can be performed only for users belonging to a single permission level.

Select users from the filtered list and click Edit Selected (#).

Click Edit User-Specific Permissions from the subsequent dialog box.

Note: If you have filtered the list of users by Site Admin, click Edit Site Admin Permissions instead.

In the subsequent list, clickTurn all onfor each user-specific permission you wish to grant to the selected users. This will edit the user-specific permission setting for every user include in the bulk action. Skip any user-specific permissions you do not wish to assign to all selected users.

Click Save Permissions when finished.

developer permissions

User-specific permissions are extra permissions granted to a user in addition to those included in that user's permission level (Basic, Job Admin, Site Admin).

For more information about the user-specific permissions for the other permission levels, click the links below:

Job Admin/Interviewer User-Specific Permissions

Site Admin User-Specific Permissions

Users assigned to the Basic permission level have limited actions available to them in Greenhouse Recruiting, and can only share job posts to their respective social networks and make referrals. Accordingly, the Basic permission level does nothave optional general user-specific permissions. Your organization can, however, grant to users with a Basic permission level.

Site Admin User-Specific Permissions

User-specific permissions are extra permissions granted to a user in addition to those included in that user's permission level (Basic, Job Admin, Site Admin). In this article, we will cover the different user-specific permissions associated with the Job Admin/Interviewer permission level.

Job Admin/Interviewer User-Specific Permissions Overview

Job Admin/Interviewer User-Specific Permissions In-Depth

Additional Resources

Job Admin/Interviewer User-Specific Permissions Overview

Users who are assigned the Job Admin/Interviewer permission level can be assigned the following optional user-specific permissions:

Can create new jobs and request job approvals

When granted, this permission allows the user to create a job, which can be accessed from the Add iconon the navigation bar. Limits can be imposed on this permission so users can create jobs only for select departments and/or offices.

Note:When granting a user this permission, you must select a default Job Admin permission level for the user on new jobs they create.

Can create confidential jobs

If a user is granted the Can create new jobs and request job approvals permission, they also can be granted an additional permission to create confidential jobs. When assigned, users will see the additional option to create a confidential job available.

A confidential job is visible only to the person who created the job, and to users the creator explicitly adds to the job. Any confidential jobs which are later made public will bypass the approval process, so the permission to create confidential jobs should be somewhat limited in most organizations.

Can invite new users to Greenhouse and reactive disabled users

This permission allows the user some control over who to invite into your Greenhouse Recruiting account, and gives the user the ability to re-enable user accounts which were deactivated previously.

Can manage custom fields

Custom fields can be created to house additional information for Candidates, Jobs, Offers, or your Referral Questionnaire. Site Admins can always manage custom fields; this permission allows Job Admin/Interviewers the ability to create, make changes to, and remove custom fields for your entire organization.

Can manage company metadata

Similar to custom fields, metadata includes information that appears in dropdown menus throughout Greenhouse, like Referrers, Rejection Reasons, Sources, and Tags.

Can manage company email and social media templates

If you have a Job Admin or Interviewer who manages your templates, you can allow them tomake changes to Organization-Wide email templates and company social media templatesthat will be accessible to all of the users in your Greenhouse Recruiting account.

Can manage unattached prospects (Job Admin only)

A prospect is consideredunattachedif they have been added to Greenhouse Recruiting without being assigned to a job, department, or office.This permission allows the user to add unattached prospects to jobs or convert them to candidates.This permission also allows the user to view information under the Private tab on prospect profiles. Click here to learn more.

Can create new job stage names (Job Admin only)

This permission allows your organization to control who has the ability to create new job stage names on Interview Plans. Ideally, this permission will help reduce erroneous or duplicate job stages that will need to be cleaned up later. For more information, click here.

Can invite and deactivate agency recruiters

This permission allows the user to i nvite/deactivate agency recruiters. If granted, users will find extra functionality on the agency management page.

Can manage offer templates

This permission allows the user to upload new offer templates, test offer tokens, rename offer templates, and download or delete offer templates.

Note: Permissions marked Job Admin onlywill impact only users who are assigned a Job Admin permission level on at least one job. If a user is assigned only the Interviewer permission level, they will not be able to use theJob Admin onlyuser-specific permissions.

Job Admin/Interviewer User-Specific Permissions In-Depth

Can create new job stage names (Job Admin only)

This user-specific permission gives your organization tighter control over your Interview Plans by limiting which users can create new stage names. Without this permission, Job Admins can select stages only from a list of stage names that exist on at least one job in your account, but won't be able to create new stage names.

Limiting which users can create new stage names helps prevent the creation of multiple stages that represent the same step in your Interview Plans, making reporting across multiple jobs a cleaner process.

Additional Resources

For more information about the user-specific permissions for the other permission levels, click the links below:

Basic User-Specific Permissions

Click here

User-specific permissions are extra permissions granted to a user in addition to those included in that user's permission level (Basic, Job Admin, Site Admin). In this article, we will cover the different user-specific permissions associated with the Site Admin permission level.

For more information about the user-specific permissions for the other permission levels, click the links below:

Basic User-Specific Permissions

Job Admin/Interviewer User-Specific Permissions

Site Admin User-Specific Permissions

Users who are assigned the Site Admin permission level can be assigned the following optional user-specific permissions:

Can edit another's users advanced permissions

This permission allows the user to configure the user-specific permissions for other users in the organization. A user with this permission cannot configure their own user-specific permissions.

Can create and override default approval flows

If your organization has any approval flows configured, this permission allows the user to create and circumvent any of those processes. This permission should be granted judiciously.

Can see EEOC and demographic reports

If your organization collects EEOC or custom demographic data, this permission allows the user to view your organization's EEOC and demographic reports.

Can create and view private candidates

This permissions allows the user to create and view private candidates on all non-confidential jobs. When granted, the user will have additional functionality when adding a candidate.

Can bulk edit jobs

This permission allows the user to perform a single action to edit multiple jobs at the same time. For more information on bulk editing jobs, click here. This permission is available only for Pro and Enterprise subscription tiers.

Can see private notes, salary info, manage offers, and approve jobs/offers

This permission allows the user to view information under the Privatetab on a candidate's profile; this includes private notes, salary, offer details, etc. This permission also allows the user to create and edit candidate offers, and to be added as an approver for jobs and/or offers.

Can manage unattached prospects

A prospect is consideredunattachedif they have been added to Greenhouse Recruiting without being assigned to a job, department, or office.This permission allows the user to add unattached prospects to jobs or convert them to candidates. This permission also allows the user to view information under thePrivatetab on prospect profiles. to learn more about unattached prospects.

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User-specific permissions are extra permissions assigned to specific users who may need to perform additional tasks that fall beyond their blanket permission level (i.e. Basic, Job Admin, Site Admin). Unlike job-based permissions, which define a user's permissions on specified jobs only, user-specific permissions impact a user’s abilities across all of Greenhouse Recruiting. By configuring user-specific permissions, your organization can tailor individual user accounts to perform certain tasks without providing users extraneous permissions.

In this article, we will cover:

General User-Specific Permissions

Developer Permissions

Additional Resources

General User-Specific Permissions

General user-specific permissions are tied to the user's blanket permission level (i.e. Basic, Job Admin, Site Admin) and are not the same across all permission levels. That is, the available general user-specific permissions for Site Admin users are not the same as those for Job Admin or Basic users.

Site Admin User-Specific Permissions

Job Admin User-Specific Permissions

Basic users can be granted developer permissions, but cannot be granted general user-specific permissions.

To learn more about general user-specific permissions available for each permission level, click the links below:

Site Admin User-Specific Permissions

Job Admin/Interviewer User-Specific Permissions

Basic User-Specific Permissions

Developer Permissions

Unlike general user-specific permissions, which are dependent on the user's assigned permission level (i.e. Basic, Job Admin, or Site Admin), developer permissions are the same across all three permission levels. Developer permissions are user-specific permissions which allow a user to manage an organization's APIs, webhooks, and certain integrations.

Additional Resources

For more information on how to configure user-specific permissions, click .

HRorganizer provides self-service assessments for every type of job. We have replaced the selection psychologist with an expert system which drives the creation of online assessment programs and provides clear decision-support information to recruiters and hiring managers. You can think of it as an automated independent second opinion of your candidates.

Greenhouse Recruiting's integration with HRorganizer allows you to seamlessly add HRorganizer’s assessment to a job's interview plan. In this article, we will cover how to:

Enable the Greenhouse/HRorganizerIntegration

Add HRorganizerStage to Job’s Interview Plan

Configure the HRorganizerStage

Send and Review the Test

Enable the Greenhouse/HRorganizer Integration

In the end, the results of the online assessment will be uploaded to Greenhouse via the Harvest API. For this HRorganizer needs to access Greenhouse with an API key. You can create this key by navigating to API Credential Management (Gear > Dev Center > API Credential Management) and clicking ‘Create New API Key’. Enter a description and choose type ‘Harvest’:

SendSafely link

Next, on the Manage API Key Permissions, open the ‘applications’ section and select ‘POST: Add Attachment to Application’. And tab ‘Update’ on the bottom of the page. Copy the API Key and send it to your HRorganizer representative ([email protected]).

In addition, the integration needs the Greenhouse id of a user for auditing purposes. Go to users page (Gear > Users) and tab ‘Export to Excel’. Choose an id from the first column in the excel and send it to your HRorganizer representative ([email protected]).

Configuring the assessment:

To start, contact your HRorganizer representative([email protected]) to receive your API key. Once you have received your API key, click here to open a ticket with Greenhouse.

Note: Do not send the API key in this initial email. API Keys allow access to sensitive data and must be kept secret. If an API Key is shared in an email and your email is intercepted by a malicious third party or your email account is hacked, the hacker would be able to view and access your API Key. For this reason, we require API Keys to be shared securely using SendSafely, Greenhouse’s secure data transfer platform.

The Greenhouse Support Team will respond with a for you to enter your API key. A notification will be sent to the Greenhouse Support Team after you have entered your API key and they will email you to confirm that your API key has been set up in your account and your integration is enabled.

Add HRorganizer Stage to Job’s Interview Plan

Once the Greenhouse/HRorganizer integration is enabled for your organization, you will be able to add the HRorganizer assessment as an Interview stage.

To do this for an existing job, navigate to a job (All Jobs>Job Name) and click Job Setup from the Job navigation bar.

From the Job Setup page, navigate to Interview Plan on the left-hand panel. Scroll down the page and click + Add a Stage.

From the Add Stage dialog box, select the HRorganizerstage. When finished, click Add to apply the stage to the job's interview plan.

Configure HRorganizer Stage

Once the stage has been added to the job's interview plan, click Edit Take Home Test. Use the provided drop-down menu to choose assessments that you have previously set up in HRorganizer.

Select the appropriate assessment and assign at least one Greenhouse user to grade/review submitted assessments. When finished, click Save.

Note: Keep in the mind that all configuration of the assessment itself, as well as the email template, will need to be done inHRorganizer.

Send and Review the Test

When candidates are moved into the HRorganizerinterview stage, Greenhouse will display a Send Test link.

Note: When you send a test from Greenhouse, the interview instructions are actually sent by HRorganizer.

The status of the assessment will be viewable in Greenhouse:

Once the candidate has submitted their test, the reports will be instantly available for viewing in the ‘All attachments’ section of the ‘Details’ page. Contact your HRorganizer representative([email protected]) for configuration of these reports.

Need help?

Please contact [email protected] for troubleshooting assistance regarding the integration.

Offer Section Token

Offer sections allow your organization to create conditional language for custom offer fields options andcan be an entire paragraph (or multiple paragraphs)of text. Additionally, offer sections can include other tokens within the paragraph to further customize your offer language.

By configuring offer sections, your organization can build and customize offer letters based on the selections made when generating a candidate offer. By reducing the number of templates needed to cover every possible offer permutation, ongoing offer document maintenance is streamlined and it is easier for recruiters to make the right template choice for each candidate.

Use Case: Your organization has a custom offer field for Employment Type with the following options: Full-time, Part-time, Contract, and Intern.

For each option, your organization can create an offer section with different text.A unique offer section token that can be included in an offer letter template will indicate which details to utilize in the offer letter based on the option selected.

Note: If a new option is added to the custom offer field, the option will will not have an offer section configured by default. Additionally, if an existing custom offer field option is renamed or deleted,any configured offer section text for that option will be removed.

For more information on how to configure and manage offer sections, please click the links below:

Create Offer Section

Edit Offer Section

Delete Offer Section

Click here

Offer sections allow your organization to create conditional language for custom offer field options. This conditional languagecan be used to build and customize offer letters based on selections made when generating a candidate offer. In this article, we will cover how to create a new offer section for an existing custom offer field.

Click Configure in the upper right-hand corner and navigate to Custom Options on the left-hand panel.

Click Offers on the subsequent page.

From the subsequent list, click the ellipsis inline with a custom offer field and click Add Offer Section from the dropdown menu.

Note: Only offer custom fields whose type is Single Select can be customized with offer sections.

Navigate to the Offer Section Token field and edit the token (if necessary). This token will be used in offer templates to insert the correct offer section when creating a candidate offer. to learn more about the offer section token.

The page will list every option for the custom offer field. Click + Add Offer Section inline with an option to add text that should appear in an offer letter when this option is selected.

Note: Offer section tokens cannot be used in the text of another offer section.

Note: If an offer section is not configured for an option,a blank space will be inserted into your offer template when that option is selected.

Click Save when finished.

Remove Offer Section

Offer sections allow your organization to create conditional language for custom offer field options. This conditional language can be used to build and customize offer letters based on selections made when generating a candidate offer. In this article, we will cover how to perform the following for an existing offer section:

Edit Offer Section

To navigate to an existing offer section, click Configure in the upper right-hand corner and navigate to Custom Options on the left-hand panel.

Click Offers on the subsequent page.

From the subsequent list, click the ellipsisinline with a custom offer field and clickEdit Offer Sectionfrom the dropdown menu.

Edit Offer Section

Navigate to the Custom Field Options section of the page and click the text box inline with a custom offer field option.Edit the text that should appear in an offer letter when this option is selected.

Click Save when finished.

Note: If a new option is added to the custom offer field, the option will will not have an offer section configured by default. Additionally, if an existing custom offer field option is renamed or deleted,any configured offer section text for that option will be removed.

Remove Offer Section

Navigate to the Custom Field Options section of the page and click X Remove underneath the text box for a custom offer field option.

A subsequent dialog box will ask to confirm the decision to remove an offer section. Click Remove.

Note:This action cannot be undone and any existing offer section text will be deleted for this custom offer field option.

offer section token

Offer sections allow your organization to create conditional language for custom offer field options. This conditional language can be used to build and customize offer letters based on selections made when generating a candidate offer. In this article, we will cover how to completely delete an offer section.

Note: Deleting an offer section is different from removing an individual offer section for a custom offer field option. When deleting an offer section, the offer section token will no longer work in any offer template.

Click Configurein the upper right-hand corner and navigate to Custom Options on the left-hand panel.

ClickOfferson the subsequent page.

From the subsequent list, click the ellipsisinline with a custom offer field and clickEdit Offer Sectionfrom the dropdown menu.

Navigate to the bottom of the subsequent page and click Remove All.

A subsequent dialog box will ask to confirm the decision to remove an offer section. ClickYes,Remove All.

Note: This action cannot be undone and any existing offer section text will be deleted. In addition, the will no longer work in any offer templates.

Offer Template Offer sections allow your organization to create conditional language for custom offer field options. This conditional language is pulled into an offer letter template via an offer section token. Depending on which custom offer field option is selected when creating a candidate offer, the offer section token will display the appropriate configured language. In this article, we will cover:

Offer Section Token Overview

Edit Offer Section Token

Offer Section Token Overview

Offer section tokens allow you to dynamically display conditional language for a custom offer field in an offer template. Offer sections configured for a custom offer field will have a single offer section token. From the page, expand the menu for a specific offer section token to view the conditional language that can be displayed.

Note: If no conditional language is configured for a custom offer field option, a blank will be inserted in the offer letter.

Edit Offer Section Token

Note: Editing an existing offer section token that is already included in an offer template will require your organization to re-upload those templates with the edited name of the offer section token.

Click Configurein the upper right-hand corner and navigate to Custom Options on the left-hand panel.

ClickOfferson the subsequent page.

From the subsequent list, click the ellipsisinline with a custom offer field and clickEdit Offer Sectionfrom the dropdown menu.

Navigate to theOffer Section Tokenfield and edit the token.

Click Save when finished.

Workday

Developer permissions are a subset of user-specific permissions which allow a particular user to manage Greenhouse features related to APIs, webhooks, and certain integrations. Developer permissions can be assigned to any permission level (Basic, Job Admin, Site Admin).

In this article, we will cover:

Assign/Remove Developer Permissions

Developer Permissions Summary

Assign/Remove Developer Permissions

To add or remove a Greenhouse Recruiting user's developer permissions, click the Configure icon in the upper right-hand corner and navigate to Users on the left-hand panel.

Select a Greenhouse user profile from the subsequent list.

Navigate to the User-SpecificPermissions panel and expand the Developer Permissions panel.

Check the boxes for the permissions that will be added to or removed from the user.

Click Save when finished.

Developer Permissions Summary

The following developer permissions can be assigned to a user:

Can manage Job Board related API Credentials

Allows the user to manage Job Board APIs to build careers pages with a unique look and feel, construct department-level pages, etc.

Can manage ALL organization's API Credentials

Allows the user to manage Job Board APIs and Harvest APIs to build job boards and programmatically access your jobs, candidates, interviews, and other data from Greenhouse Recruiting.

Can manage and configure web hooks

Allows the user to manage and configure webhooks for your organization so you are notified when particular events occur in Greenhouse Recruiting.

Can configure Workday integrations

Allows the user to configure Greenhouse Recruiting's integration with . This permission will appear only if your organization has enabled the Workday integration.

If your organization needs to edit or downgrade a user's user-specific permissions in Greenhouse Recruiting, click the Configure icon in the upper right-hand corner and navigate to Users on the left-hand panel.

Select a Greenhouse user profile from the subsequent list.

Navigate to the User-SpecificPermissions panel on the Edit User Profile page. Check the boxes next to the permissions to be added to the user's account, and uncheck the boxes next to the permissions to be removed from the user's account.

Note: The user-specific permissions listed are dependent on the permission level (Basic, Job Admin, Site Admin) assigned to the user.

Click Save when finished.

Basic User-Specific Permissions

User-specific permissions allow your organization to grant additional privileges to individual users that fall beyond those included in their permission level (Basic, Job Admin, Site Admin).

For information about the user-specific permissions available for each permissions level, click the links below:

Site Admin User-Specific Permissions

Job Admin/Interviewer User-Specific Permissions

To add user-specific permissions to a Greenhouse user, click the Configure icon in the upper right-hand corner and navigate to Users on the left-hand panel.

Select a Greenhouse user profile from the subsequent list.

Navigate to the User-SpecificPermissions panel on the Edit User Profile page. Click the permission(s) that will be added to the user.

Note: The user-specific permissions listed are dependent on the permission level (Basic, Job Admin, Site Admin) assigned to the user.

Click Save when finished.

To remove a user-specific permission, click theConfigureicon in the upper-right hand corner and navigate toUserson the left-hand panel.

Select a Greenhouse user profile from the subsequent list.

On the Edit User Profilepage, navigate to theUser-Specific Permissionspanel. Uncheck the permissions to be removed from the user.

Note: The user-specific permissions listed are dependent on the permission level (Basic, Job Admin, Site Admin) assigned to the user.

ClickSavewhen finished.

In this article, we will cover how to delete personal data for multiple candidates and/or prospects using Greenhouse Recruiting's bulk action feature.If you need to delete the personal data for multiple candidates because their data retention timer has lapsed,click All Candidates on the navigation bar.

From the All Candidates page, expand the Profile Details filter panel on the left-hand side.

Use the Profile Details filter panel to select Rejected from the Status dropdown menu. Additionally, click the checkbox to the right ofGDPR data due to be deleted.

Note: You will also need to remove the active filter that is applied to the list of candidates/prospects by default.

When your list of candidates have been filtered by the appropriate requirements, click Bulk Actions.

Click Select All to choose all candidates on the filtered list and clickEdit Selected (#) when finished.

From the subsequent dialog box navigate to the Action header and click Delete Candidates' Personal Data.

Review all the pre-selected personal data fields that will be deleted for candidates included in the bulk action. When ready, click Delete Data.

pre-selected candidate data

If you have been notified to delete an individual candidate's personal data because:

the data retention timer has lapsed on a rejected candidate

or you are responding to an individual request to have personal data deleted by the rejected candidate

You can deleteby navigating to the rejected candidate's profile (Dashboard>Candidates>Name of Rejected Candidate).

From a rejected candidate or prospect profile, navigate to the top panel. The data retention timer should be displayed. To delete the candidate's personal data, click Delete Data.

A dialog box will confirm the pre-selected personal data fields that will be deleted. To continue, click Delete Candidate.

Note: The data that is deleted for the candidate or prospect will depend on the Data Retention Rule applied to the candidate or prospect.

Data Retention Rule Notifications

To comply with GDPR, you can select specific candidate data to be deleted when requested by the candidate or after a candidate has been rejected from all applications, at a time specified by you and your legal team.

Note: As is the case with other features that help your offices be GDPR compliant, we advise that you seek legal counsel before configuring the details of this feature.

Greenhouse Recruiting allows your organization to control the data retention timeframe, data to be deleted, and notifications on a per office basis with our Data Retention Rules.In this article, we will cover how to:

Data Retention Period

Data Retention Rule Offices

Data to be Deleted

To start, click the Configure icon in the upper right-hand corner and select GDPR on the left-hand panel.

Navigate to the Data Retention Rules panel and click Add a Rule.

Configure Data Retention Period

From the subsequent Add a Rule panel, use the provided field to input how long (in days) your organization wishes to retain candidate personal data after they have been rejected on all applications.

Note: If a rejected candidate is converted into a prospect for a different job or is otherwise being considered for another job, the data retention timer will be deactivated and reset. Likewise, if a job is moved to a non-GDPR compliant office in your organization, the data retention timer for candidate personal data will also be deactivated.

The data retention timer will start from when a candidate is rejected on all job applications and will be applied retroactively to all rejected candidates. You will receive an email immediately for existing rejected candidates in your system if those candidates exceed the data retention period

For example, if you activate the data retention timer on May 25, 2018 and set the period for 365 days. You will receive an email immediately after activation to delete candidate personal data for any rejected candidates who were rejected on or prior to May 25, 2017.

Configure Data Retention Rule Offices

Select the office(s) that will be impacted by this rule by clicking the checkbox inline with the office name.

Configure Data to be Deleted

Use the Data to be Deleted table to select what candidate personal data will be deleted for candidates.

Note: Any personal data deleted will no longer show up in reports.

Note: Selecting Name from the Data to be Deleted panel will anonymize the candidate throughout the system except from the candidate's Activity Notes. To remove a candidate's name from Activity Notes as well, select Activity Notes from Data to be Deleted.

Configure Data Retention Rule Notifications

Since deleting candidate personal data is a destructive process, it is not automated and must be done manually. Once the data retention timer has lapsed for candidates rejected on all job applications someone will be notified that they should manually delete the data.To configure the notification to delete candidate personal data, navigate to the Notifications to Delete Data section.

From the subsequent fields, select user(s) who should be notified of candidates who need their personal data deleted.Select the time, time zone, and on what day(s) you would like notifications to be sent out.

When you have finished, click Save to save to Data Retention Rule.

Recipients will be notified on the day and time selected that the data retention period for certain rejected candidates is over and the candidates' personal data should be deleted.

Your new Data Retention Rule will be added to your GDPR configuration. Repeat this process to add additional rules to your organization.

Click here

A custom opening field allows your organization to record select information on a per opening basis rather than for the entire job. Recording information on a per opening basis can be usefulI if you plan to hire multiple candidates of varying experience, location, etc... against the same hiring plan and need to capture information specific to the opening. for more information.

In this article, we will cover how to edit an existing custom opening field for your organization.

Click the Configure iconin the upper right-hand corner and select Custom Options from the left-hand panel.

ClickOpeningson the subsequentCustom Optionspage.

The Custom Fields: Openings page will list all of your organization's custom opening fields. Click inline with a custom opening field that should be edited.

Use the subsequent dialog box to edit the details of the custom opening field. Refer to the following table for additional information:

Field

The name of the field.

Description

Provide any additional context, direction, and/or summary of this custom opening field.

Only show for openings made in these offices

If this custom opening field should only be available for certain offices in your organization, select those offices from the dropdown menu. If none are selected,the custom opening field will default to all offices.

Only show for openings made in these departments

If this custom opening field should only be available for certain departments in your organization, select those departments from the dropdown menu. If none are selected,the custom opening field will default to all departments.

Mark Private

Field can only be viewed by users with Job Admin permission levels or higher with the additional user-specific permission Can see private notes, salary info, manage offers, and approve jobs/offers.

Required

Makes the custom opening field a required field when creating any new opening.

Changes to this field require reapproval

When checked, any changes to the custom opening field will re-trigger any job approval flows that your organization has configured.

Note: Once created, it is impossible to edit the Type of a custom opening field.

When finished, click Save to confirm your edit(s).

Job Status report

A custom opening field allows your organization to record select information on a per opening basis rather than for the entire job. Recording information on a per opening basis can be usefulI if you plan to hire multiple candidates of varying experience, location, etc... against the same hiring plan and need to capture information specific to the opening. Click here for more information.

In this article, we will cover how to create a new custom opening field for your organization.

Click the Configure icon in the upper right-hand corner and select Custom Options from the left-hand panel.

ClickOpeningson the subsequentCustom Optionspage.

The Custom Fields: Openings page will list all of your organization's custom opening fields. To add a custom opening field to the list, click + Add Field.

Use the subsequent dialog box to configure the details of your new custom opening field. Refer to the following table for additional information:

Field

The name of the field.

Description

Provide any additional context, direction, and/or summary of this custom opening field.

Only show for openings made in these offices

If this custom opening field should only be available for certain offices in your organization, select those offices from the dropdown menu. If none are selected,the custom opening field will default to all offices.

Only show for openings made in these departments

If this custom opening field should only be available for certain departments in your organization, select those departments from the dropdown menu. If none are selected,the custom opening field will default to all departments.

Type

Select what type of response should be made for the custom opening field. Available types include:

Short textbox

Long textbox

Yes/No

Single Select

Multi select

Currency

Number

Date

URL

User

Currency range

Number range

Once the custom opening field is saved, the field type can no longer be changed. For single select and multi select type options each answer option should be input in a separate line.

Mark Private

Field can only be viewed by users with Job Admin permission levels or higher with the additional user-specific permission Can see private notes, salary info, manage offers, and approve jobs/offers.

Required

Makes the custom opening field a required field when creating any new opening.

Changes to this field require reapproval

When checked, any changes to the custom opening field will re-trigger any job approval flows that your organization has configured.

When finished, click Save to create your new custom offer field.

The new custom opening field can now be added to new and existing job openings, and viewed in the .

Note: Once created, responses for the new custom opening field can be recorded for Open, Pending, and Closed job openings.

In an effort to improve our suite of products, Greenhouse Software regularly releases new product features, updates, and improvements. Stay up-to-date with what's new at Greenhouse by Following our Release Notes.

Find our releases for this week below:

Greenhouse Recruiting

API

Integrations

Greenhouse Recruiting

Greenhouse Recruiting is very excited to announce the release of Custom Opening Fields ! Your organization can nowrecord select information on a per opening basis rather than for the entire job.

Sora

With the deprecation of gravatars from the Greenhouse Recruiting application, the Photo option has been removed from the Data to be Deleted dialog box.

API

For more information regarding updates to our API, click here.

Date

Description

Jan 15, 2020

Added ability to update a rejection reason on a rejected application. PATCH: Update Rejection Reason

Integrations

HRIS/Onboarding:

* Please note that SSO is not available for organizations in Greenhouse on our basic subscription tier.

After logging into the JumpCloud console as an administrator, click on Applicationsin the sidenav. Click on the green + icon to add a new app:

www.greenhouse.io/asksupport

In the Configure New Applicationwindow, search for ‘Greenhouse’ and click configure

In the Greenhouse configuration window, replace the default values with your company’s specific values in the following fields:

IdP Entity ID: Enter your company’s unique domain

SP Entity ID: Enter {subdomain}.greenhouse.io

ACS URL: Enter https://{subdomain}.greenhouse.io/users/saml/consume

Click activateto complete the configuration in JumpCloud.

To configure JumpCloud for SSO, a private key and a public certificate are required. After you activate an application, we automatically generate a public certificate and private key pair for you. When the application is saved, you can download the certificate by clicking Download Certificatein the notification in the upper-right of the screen.

Fill out the form at to request that single sign on be enabled for your account and include the following information:

Single Sign On URL: https://sso.jumpcloud.com/saml2/greenhouse

Single Log Out URL: https://console.jumpcloud.com/userconsole/

IdP Certificate Fingerprint:Copy and paste your public certificate fingerprint here (for additional information on determining your SHA1 certificate fingerprint, see the note at the bottom of the page)

Greenhouse will complete the configuration and coordinate with you to determine exactly when SSO should be enabled for your organization. It's important that this launch is carefully timed, because you'll need to instruct users about the change.

* If a new user has a JumpCloud account but not a Greenhouse account, Greenhouse will automatically create a Greenhouse user account the first time they log in via JumpCloud. They'll be created with Basic permissions. Administrators can still invite users and change permissions in Greenhouse.

* Data will be unaffected. Your users will still have access to all of their existing jobs, scorecards, interviews, etc. JumpCloud only changes the way people log in.

Note On Private Keys/Public Certificates:

You can manually generate your own private key and public certificate. For an example of generating signed certificates on Linux, see below. Please refer to other guidance for generating keys on other operating systems.

Create a private key: `openssl genrsa -out private.pem 2048`

Create a public certificate for that private key: `openssl req -new -x509 -key private.pem -out cert.pem -days 1095`

Determine the SHA1 fingerprint for the public certificate: `openssl x509 -sha1 -in cert.pem -noout -fingerprint`

Click here

Note: The Generate Opening IDs feature can only be performed during the new job creation flow. It can not be performed on jobs that have already been created.

Each opening for a requisition can be assigned its own Opening ID to help your organization and any downstream systems differentiate between each opening for a requisition. to learn more about requisitions and openings.For your convenience, your organization can utilize Greenhouse Recruiting's Generate Opening IDs feature to automatically assign Opening IDs to job openings during the new job creation flow.

To generate Opening IDs for openings on a new job, click Add in the upper right-hand corner and select Create a Job from the dropdown menu.

Choose a starting point to create a new job.

From the subsequent page, navigate to the Job Info panel and fill in any necessary details in the appropriate fields. Additionally, either input a value in the Requisition ID field or click Generate Requisition ID.

Note: The Generate Opening IDs feature can only be activated when a job has a Requisition ID listed.

Navigate to the Openings panel.ClickAdd Newto add a single opening to the job.

Alternatively, your organization can add multiple openings to a job simultaneously by clickingand selecting a number from the dropdown menu. ClickAddwhen finished.

When finished, click Generate Opening IDs.

An Opening ID will be added to each opening. The Opening ID will be comprised of the Requisition ID followed by a dash and a sequential number (e.g. 324-1, 324-2, 324-3, etc...)

Ultimate Software's UltiPro cloud HR, payroll, and talent solution helps organizations improve the employee experience at all levels, beginning with personalized recruiting and onboarding that fosters long-term relationships and continuing with convenient, role-based access to pay, benefits, and development information. Greenhouse Recruiting has developed an integration with Ultipro Onboarding that allows your organization to export hired candidates from Greenhouse to Ultipro Onboarding. In this article, we will cover:

Set Up the Integration

Export Candidates to UltiPro Onboarding

Exported Fields

Set Up the Integration

Before beginning the setup process, please open a case in the UltiPro Customer Success Portal and requestthat the Greenhouse integration be applied to your UltiPro Onboarding environment. Step 12 of this guide will be unavailable until this setup has been completed by the UltiPro team.

In UltiPro Core

1. Have an Admin log into UltiPro Core. At the top menu, click the System Configuration tab and select Service Account Administration.

https://et19.ultipro.com/pages/edit/CompanyRoleAddChange.aspx?USParams=coid=PUQKQ!country=USA!eeid=1HL8YU000080!pk=ESYSA!roleid=130!

2. At the top of the resulting page, click the + button to add a new service account.

3. On the next page, add a Username, and Email Address for the service account.

Note: The password will be auto-generated after the new service account is saved.

Remember the Username and Password, as they will be added to Greenhouse Recruiting.

4. On the permissions grid, ensure that View is selected for Company Configuration Integration and Personnel Integration and save the new Service Account.

5. On the previous page, record the Customer API Key from the top of the page. This value will also be added to Greenhouse Recruiting.

6. At the top of the page, select Web Services, which should be one tab to the left of the current tab. On the resulting page, you should see a list of many different URLs that all start the same way. You’ll need to record the first part of this url (ex. Service2.ultipro.com), as this value will also be added to Greenhouse Recruiting.Note: do not includehttp:// when pasting the value into Greenhouse Recruiting.

7. Back on the main menu, click the System Configuration tab again and select Role Administration.

8. On the resulting page, search for Onboarding Owner from the list and click on its description.

9. In the resulting pop-up, copy and paste the URL from the top of the page. It should look something like this:

Look for the value after roleid!, which in this case is 130. This value will also be added to Greenhouse Recruiting.

In UltiPro Onboarding

10. Have an Admin log into UltiPro Onboarding and look at the URL for the page. It should look something like this:

The first value you need is the Onboarding Host, which in this case is the first part of the URL (services-onb.ultipro.com).Note: do not includehttps:// when pasting the value into Greenhouse Recruiting.

The second is theTenant Alias, which is the second part of the URL (ET16SCUSG0251S).

11. Navigate to Integrations.

12. At the bottom of the page, enable the Greenhouse Software integration.

In Greenhouse Recruiting

13. Have a Job or Site Admin log in and navigate to the Integrations tab.

14. Search for UltiPro Onboarding or find it under the Onboarding category.

15. Click connect and enter the information from Ultipro:

The Service Account Username from Step 3.

The Service Account Password from Step 3.

The Service Account API Key from Step 5 (ex. A4R9NJ14).

The Service Account Hostname from Step 6 (ex.Service2.ultipro.com).

The RoleID from Step 9 (ex. 130).

The Tenant Alias from Step 10 (ex.ET16SCUSG0251S).

The Onboarding Host from Step 10(ex. services-onb.ultipro.com).

Export Candidates to UltiPro Onboarding

After configuring the integration, a new checkbox for Export to UltiPro Onboarding will appear (and be checked by default) each time a user marks a candidate as hired. Enabling the checkbox will display several different fields that must be selected before exporting a new hire to UltiPro Onboarding.

Once the candidate is exported, a note on the profile will specify the time and the user who took the action for future reference.

If a user decides not to export while marking the candidate as hired, a button will appear on the profile prompting users to Export to UltiPro Onboarding. Clicking this button will once again bring up the options for Onboarding Owner and Job Code so it can be included in the export.

Exported Fields

The integration exports the following fields from Greenhouse Recruiting:

First Name

Last Name

Email Address

Phone Number(s)

Hire Date

Start Date

Job

Onboarding Owner

Component Company

Work Location

Greenhouse Onboarding integrates seamlessly with Greenhouse Recruiting so that you can push your newly hired candidate and manage their transition into your organization as an onboarding new hire. In this article, we will cover how to:

Enable Greenhouse Recruiting/Onboarding Integration

Configure New Hire Import Rules

Map Fields

FAQs

Enable Greenhouse Recruiting/Onboarding Integration

Contact your Greenhouse Onboarding Customer Success Manager to request your organization's Greenhouse Recruiting account be integrated with it's Greenhouse Onboarding account.

Configure New Hire Import Rules

Once your organization's Greenhouse Recruiting account is integrated with it's Greenhouse Onboarding account, candidates marked as Hired in the GHR will be pushed automatically to GHO.

By default, the integration will import all candidates marked Hired in Greenhouse Recruiting as Pending Hires into Greenhouse Onboarding. No further action is necessary if your organization would like to keep this default. Click here to navigate to the next step in the integration setup.

If your organization only plans to use Greenhouse Onboarding for certain departments and/or offices only, and would like to customize which hired candidates are imported into Greenhouse Onboarding click Settings from the navigation bar.

Click Integrations on the right-hand side and navigate to the Greenhouse Recruiting panel.

Use the provided fields to select Department, Location, and/or Employment Status for New Hires. Only New Hires who match these criteria will be imported into Greenhouse Onboarding.

When finished, click Save.

Map Fields

By default, the following information for each Pending Hire will be pulled into Greenhouse Onboarding using the integration:

First Name

Last Name

Personal Email

Personal Phone

Note: First and Last Name will be imported into Greenhouse Onboarding's Legal Name section (instead of Preferred Name). This is because Greenhouse Recruiting does not have the concept of Preferred Name.

In order to pull additional information from Greenhouse Recruiting into Greenhouse Onboarding for a Pending Hire, you will need to perform a one-time mapping of fields. This will allow Greenhouse Onboarding to successfully link a Greenhouse Recruiting value with it's corresponding field in Greenhouse Onboarding.

To map a Greenhouse Onboarding field to a Greenhouse Recruiting field, click Settings from the navigation bar and selectFields from the left-hand panel.

Click any unmapped field.

From the Edit Field dialog box, navigate to the Greenhouse Recruiting section and use theCorresponding dropdown menu toselect a Greenhouse Recruiting field.

When finished, click Save and Close.

The Greenhouse Onboarding is now mapped to the corresponding Greenhouse Recruiting field and will be included in pre-filled fields for Pending Hires.

FAQs

I tried to map fields, but the values are not being pulled from Greenhouse Recruiting. What do I need to do?

Are the fields in Greenhouse and Greenhouse Onboarding, multiple choice?

If you are mapping a multiple choice field between Greenhouse and Greenhouse Onboarding, the answer values in Greenhouse must exactly match the answer values in Greenhouse Onboarding.

Ex: If you are mapping T-Shirt size and the options in Greenhouse are Small, Medium, Large, then the options for T-Shirt size in Greenhouse Onboardingmust also be Small, Medium, and Large (instead of S, M, L).

Is the field in Greenhouse a text field, and the corresponding field in Greenhouse Onboardinga multiple choice field?

If the value entered in Greenhouse is not one of the available multiple choice options in Greenhouse Onboarding, it will not be brought over.

The answer values in Greenhouse must exactly match the answer values inGreenhouse Onboarding

With this integration, users will be able to source, access, engage, and track candidates from Entelo'sbroad database of over 20 million professionals in any stage of the hiring process.

Follow these steps to generate your API key:

Click the Configure tab

Click Dev Center

Click API Credential Management

Important note: Only users who have the advanced "Can manage ALL organization's API credentials" permission can generate Partner API keys.

check out this blog post!

On the API Credential Management page, click theCreate New API Key button.

From the Type drop-down menu, select Partner.

From the Client Application drop-down menu, select Entelo and enter a description for internal reference (although it is optional).

From there, send the API key over to your Entelo account manager to get things finalized! If you want to take a look at what the integration will look like within Entelo,

www.greenhouse.io/asksupport

Tracking Links and Source Tokens Overview

Greenhouse tracks the source of your candidates using tracking links. A tracking link is a link made up of your job board or job post URL (e.g. www.example.com/jobs), and an appended Source Token that identifies the source of the candidate. The Source Token will be a combination of numbers and letters that Greenhouse will generate when a new source is added to your account. When a tracking link is generated, Greenhouse automatically appends the Source Token to your job board or job post URL in a parameter that follows the format “gh_src={TOKEN}”.

For example, if you made a Tracking Link for your job board URL: https://example.com/jobs, Greenhouse would append the Source Token on the URL to create a link that looks like this: https://example.com/jobs?gh_src=abc123. In this link, the source parameter is "gh_src" and the Source Token is “abc123.”

Below is an example of how to generate a tracking link, and how the tracking link works to identify the source of your candidate in your browser.

How do Tracking Links and Source Tokens work?

To generate a Tracking Link, go to Configure > Job Board, and click "Tracking Link" next to the job post you’d like to track.

Choose the source you’d like to track (for example, “Customer Newsletter”) and then click “Create Link”:

Greenhouse will then generate a shortened version of the tracking link. In the example above, you can see the Source Token, “0nfjew1” at the end of the shortened link. When you click on this link and open it in your browser, the tracking link will expand to the full job post URL, with the Source Token included. You can see the Source Token in the full URL in the example below. Candidates can be directed to the shortened tracking link URL or the full URL - it will work the same as long as the Source Token is present!

Any time a candidate clicks on your tracking link, the Source Token will map the candidates back to the Source ( “Customer Newsletter” in our example).

For source tracking to work properly, you’ll need to make sure the Source Token is included in the URL of the application page when the candidate applies. The Source Token will always appear in the format “gh_src={TOKEN}”, where the token is a combination of numbers and letters.

Learn more about how to create tracking links for third-party job posts and other sources here in our “How do I create a Tracking Link” FAQ: https://greenhouse.zendesk.com/hc/en-us/articles/200767105-How-do-I-create-a-tracking-link-for-a-source-

If you experience any issues, check out our “What should I do if my candidates’ sources aren’t being tracked in Greenhouse?” FAQ: https://greenhouse.zendesk.com/hc/en-us/articles/216902526

Please reach out to with any questions!

Don’t miss out on qualified candidates. Double the amount of completed applications by integrating with CareerBuilder using Applink. CareerBuilder Applink is a free integration service that allows you to seamlessly send applicants from CareerBuilder to your ATS or CRM system, automatically formatting application data in your system. Applink also allows for a simple, intuitive and mobile-optimized application process for job seekers that ensures you receive all of the intended applications to your job postings in your ATS or CRM system.

Integration Setup Instructions:

Step 1 (Pre-Integration Requirements)

Follow the “Preparing a Greenhouse ATS for a new Integration”instructions provided below

Step 2

Enter Integration API Credentials (previously created in Step 1)in the Integration Self-Service Portal:

Instructions Below:

From the client’s recruiter desktop >> click on the bento box >> Select Admin Tools >> Hover over Company Admin in website toolbar >> select Integration Configuration >> Select Add Configuration for the Greenhouse ATS Option >> Enter client API Credentials >> Select ‘YES’ under the ‘Activate Applink?’ question >> Click Submit

Step 3

A CareerBuilder team member will complete the rest of the fulfillment and notify your CareerBuilder Sales Rep that the integration is complete

Preparing a Greenhouse ATS for a new Integration

These are the steps to prepare a new Greenhouse ATS Integrations account

Get the Job BoardAPI Credentials

Here are the steps to create credentials:

Go to the https://app.greenhouse.io/configure/dev_center/credentials link

You can also access it from the menu bar in the Configuration option https://app.greenhouse.io/configure/notifications

Then click on the Dev Centerlink and inside this option open the API Credentials Management.

Select Create New API Keyoption.

Provide a Descriptionfor the system using the credentials i.e: CareerBuilder ATSSyncand select Job Boardtype and click Create.

Save the credentials and send it to the CareerBuilder’s integration team.

Set the Job board token

1. Go to the https://app.greenhouse.io/jobboard link

a. You can also access it from the menu bar in the Configuration option

b. Then click on Job Boardand inside this option click “Create a Job Board”

2. Fill in the details as follows:

Provide Company Name andDescription.

Set URL. This will be your board token.

Leave other options to its default values.

And click Create.

For instance,

Job Board Source / Tracking link:

1. Go to https://app.greenhouse.io/jobboard again.

2. Select Tracking Linkfrom the menu of your Board Name.

3. Select a sourceand click on “Create Link”

This will give you the Tracking token.

Here “bfe2ecb61” is your tracking token.

To Receive Notifications:

Users can receive Notifications, when a candidate submit application on a specific or all job, or when a candidate take any action that the user is following.

Users can receive Notifications for a specific Job as well.

Steps to set Notification by Job:

1. Go to https://app.greenhouse.io/configure/notifications link.

2. Select Set Notifications by : job and choose a job

3. A list will come below, select which type of notification report you want and provide users to whom it is to be sent.

Steps to set Notification by User:

1. Go to link.

2. Select Set Notifications by : User and choose a User.

A table will display the searched User, select for which Job and Candidate you want that user to receive notifications.

Note: The User must be created in Greenhouse with a correct email Id to receive the notifications.

Greenhouse Recruiting’s integration with Jopwell allows you to sendyour jobs and application updates to Jopwell, while also allowing you to send Jopwell candidates directly into your Greenhouse account as either candidates or prospects.

All clients that have set up the Greenhouse integration on Jopwell are given two options: to either send a profile as a Prospect (just the user info) or as a Candidate (an application to a specific job).

Please note that not all Greenhouse Core users will have the prospects feature enabled in their account. If you do not have the prospects feature, then candidates will be submitted by Jopwell.

In this article, we will cover how to:

Configure User Setup Permissions in Greenhouse Recruiting

Create a Partner API Key for the Greenhouse/JopwellIntegration

Use your Greenhouse/Jopwell Integration

Configure User Setup Permissions in Greenhouse Recruiting

In order to enable the Greenhouse/Jopwell integration, you will need the developer permission Can manage ALL organization’s API Credentials.

Contact a Greenhouse user in your organization with Site Adminlevel permissions with the additional user-specific permission Can edit another user's advanced permissionsto apply the API credential management permission to your account. Have the user with Site Admin level permissions edit your user account's permissions by navigating to the Configureicon Frequently Asked Questions > Users > Your Name)

The user with Site Admin level permissions should navigate to the Permissionspanel on your user page and expand the Developer Permissionsdropdown menu.

Select Can manage ALL organization’s API Credentials so that a check is in the checkbox. When finished, click Save.

Repeat as necessary for any other user that should have access to set up the integration.

Create a Partner API Key for the Greenhouse/JopwellIntegration

To create a Partner API key for the integration, click on theConfigureiconin the upper right-hand corner. Navigate toDev Centeron the left-hand panel.

From the Dev Center page, clickAPI Credential Management.

From the API Credential Management page, clickCreate New API Keyto generate the API key for Jopwell.

From the Create new credential dialog box, give your API key a name and selectPartnerfrom theType dropdown menu. Next, find the appropriate partner from the Client Application dropdown menu. When finished, clickCreate.

Your Partner API key for the Greenhouse/Jopwellintegration is created and configured.

Keepthis newly created Jopwell Partner API Key handy, you’ll need it in the next step.

Enter your Partner API Key on Jopwell platform.

Login to your Jopwell account and follow the steps here:

https://www.jopwell.com/dashboard/application-tracking

When prompted, enter the Partner API Key you created to complete the integration. Once the integration is set up, your jobs, candidates and application statuses will be sent to Jopwell. The transferred data will include: job title, job description, job location and status of current applications.

How to use the JopwellIntegration with Greenhouse

To transfer Jopwell profiles to Greenhouse simply click the "Send to ATS" button when viewing a candidate profile on Jopwell and the profile will be created as a prospect in your ATS account.

With Jopwell integration all job candidates applying through Jopwell will automatically be tagged. To identify them you can simply sort by "Source = Jopwell".

To update Jopwell on the status of your candidates simply make application status updates in Greenhouse, and they’ll automatically be updated on Jopwell as well. No need to do double the work!

Have additional questions on how to use the integration?

Find answers here:

Need help?

Please contact [email protected] for troubleshooting assistance regarding the integration.

TalentScan provides AI recruiting tools to simplify hiring.

Greenhouse Recruiting’s integration with TalentScan allows you to add candidates to jobs in Greenhouse Recruiting directly from platforms such as GitHub, Stack Overflow, and LinkedIn. The integration also allows you to add comments directly to a candidate's Greenhouse Recruiting candidate profile, and see all historic interactions with the candidate. In this article, we will cover how to:

Configure User Setup Permissions in Greenhouse Recruiting

Create a Harvest API Key for the Greenhouse Recruiting / TalentScan Integration

Install the TalentScan for Greenhouse Recruiting Chrome Plugin

Use the Greenhouse Recruiting / TalentScan Integration

Get Help

Configure User Setup Permissions in Greenhouse Recruiting

In order to enable the Greenhouse Recruiting / TalentScan integration, you will need the developer permission Can manage ALL organization’s API Credentials.

Contact a Greenhouse Recruiting user in your organization with Site Admin level permissions with the additional user-specific permission Can edit another user's advanced permissions to apply the permissionCan manage ALL organization's API Credentialsto your user account.

Have the user with Site Admin level permissions edit your user account's permissions by navigating to the Configure icon [email protected] > Users > Your Name.

The user with Site Admin level permissions should navigate to the Permissions panel on your user page and expand the Developer Permissions dropdown menu.

Select Can manage ALL organization’s API Credentials so that a check is in the checkbox. When finished, click Save.

Repeat as necessary for any other user who should have access to set up the integration.

Create a Harvest API Key for the Greenhouse Recruiting / TalentScan Integration

To create a Harvest API key for the integration, click on theConfigureicon in the upper right-hand corner. Navigate toDev Centeron the left-hand panel.

From theDev Centerpage, clickAPI Credential Management.

From the API Credential Management page, click Create New API Key to generate the API key for TalentScan.

From the Create new credential dialog box, give your API key a name and select Harvest from the Type dropdown menu. When finished, click Create.

On the Manage API Key Permissions page, enable the following permissions:

Activity Feed

Candidates

Jobs

Users

When finished, clickUpdate.

Your Harvest API key for the Greenhouse Recruiting / TalentScan integration is created and configured. Copy and save your Harvest API key, as you will need to provide it to TalentScan in the next step.

Install the TalentScan for Greenhouse Recruiting Chrome Plugin

Click here to access the TalentScan Chrome plugin in the Chrome Web Store. ClickAdd to Chrometo install the plugin.

Once the plugin is installed, open any profile on LinkedIn, then click theTalentScanicon to expand the right-hand panel.

Click to sign in with Google or LinkedIn.

Copy the Harvest API key created previously in Greenhouse Recruiting, and paste it in the TalentScan plugin. ClickSync.

Use the Greenhouse Recruiting / TalentScan Integration

Add a candidate to Greenhouse Recruiting from LinkedIn or other platforms.

To use the TalentScan plugin, navigate to a profile on LinkedIn, then click the TalentScan icon.

Select the vacancy / open job where you want to add the candidate in Greenhouse Recruiting, then clickAdd.

Navigate to Greenhouse Recruiting to view the candidate on the job you selected.

Add a comment to a candidate profile from LinkedIn or other platforms.

Navigate to a profile on LinkedIn, then click the TalentScan icon.

Add your notes as a comment.

To view the comment, navigate to Greenhouse Recruiting and search for the candidate's profile. Any comments added to the candidate through the TalentScan plugin will appear on thePrivatetab under thePrivate Notessection.

In addition, comments you add to the candidate's profile in Greenhouse Recruiting will appear in the TalentScan plugin when viewing the candidate on LinkedIn or other platforms.

Get Help

If you have questions, visit https://beta.talentscan.pro to contact the TalentScan team via Intercom chat in the bottom right-hand corner.

Contact for troubleshooting assistance regarding the integration.

Resume-Library is America's fastest-growing job board offering flexible hiring packages. Users can post their jobs across 100+ specialist sites in Resume-Library's network, and search over 13 million candidates from every industry nationwide.

Greenhouse Recruiting's integration with Resume-Library allows you to seamlessly search and view resumes in Resume-Library's database until you find the perfect match for your jobs. Once you have found the perfect candidate, simply unlock their resume and import their details straight into your Greenhouse Recruiting account! In this article, we will cover how to:

Configure User Setup Permissions in Greenhouse Recruiting

Create a Harvest API Key for the Greenhouse Recruiting / Resume-Library Integration

Use the Greenhouse Recruiting / Resume-Library Integration

Get Help

Configure User Setup Permissions in Greenhouse Recruiting

In order to enable the Greenhouse Recruiting / Resume-Library integration, you will need the developer permission Can manage ALL organization’s API Credentials.

Contact a Greenhouse Recruiting user in your organization with Site Admin level permissions with the additional user-specific permission Can edit another user's advanced permissions to apply the following permission to your account:Can manage ALL organization'sAPI Credentials.

Have the user with Site Admin level permissions edit your user account's permissions by navigating to theConfigureicon [email protected] >Users>Your Name.

The user with Site Admin level permissions should navigate to the Permissions panel on your user page and expand the Developer Permissions dropdown menu.

Select Can manage ALL organization's API Credentials so a check is in the checkbox. When finished, click Save.

Repeat these steps for all users who should have access to set up the integration.

Create a Harvest API Key for the Greenhouse Recruiting / Resume-Library Integration

To create a Harvest API key for the integration, click on theConfigureicon in the upper right-hand corner. Navigate toDev Centeron the left-hand panel.

From theDev Centerpage, clickAPI Credential Management.

From theAPI Credential Managementpage, clickCreate New API Key to generate the API key for Resume-Library.

From theCreate new credentialdialog box, give your API key a name and selectHarvestfrom theTypedropdown menu. When finished, clickCreate.

On theManage API Key Permissionspage, enable the following permissions:

Candidates

Sources

User Roles

Users

When finished, clickUpdateat the bottom of the page.

Your Harvest API key for the Greenhouse Recruiting / Resume-Library integration is created and configured. Provide your Harvest API key to your Resume-Library onboarding team so they can set up the integration.

Use the Greenhouse Recruiting / Resume-Library Integration

To use the integration, log into your Resume-Library account and hover over the cog icon to surface a dropdown menu. From the dropdown, selectIntegrated Services. Locate Greenhouseand switch the toggle toOn, then clickRe-authenticate. Next, enter your Harvest API key created in Greenhouse Recruiting, and clickAuthenticate.

ClickSearch Resumes. Enter your search criteria, then clickSearch Resumesagain.

All matching candidates on Resume-Library will be displayed in your search results. To open a candidate's resume, clickPreview Resume.

Once you have found a candidate you like, clickUnlock resume.

Note:If you do not have any remaining credits on your account, you will be prompted to purchase more.

Once a candidate is unlocked, you can import their details to your Greenhouse Recruiting account. Simply clickImport Resumeand chooseGreenhousefrom the dropdown menu.

To view the candidates in your Greenhouse Recruiting account, login and clickAll Candidatesat the top of your navigation bar. Then expand theApplication Typefilter on the left-hand side and set theType dropdown toProspects only. Next, expand theSourcefilter and set theSourcedropdown toResume Library. This allows you to view a list of all candidates imported from Resume-Library.

Note: It may take up to five minutes for candidates to appear in Greenhouse Recruiting after exporting from Resume-Library.

Get Help

For assistance setting up access to Resume-Library, call Resume-Library's team at 1-800-672-6706, or email [email protected].

Contact for troubleshooting assistance regarding the integration.

Frequently Asked Questions

What is a Greenhouse Data Migration?

What kind of data can Greenhouse migrate?

What if there are fields that I want to bring over from my old system that do not appear in your templates?

When can I start migrating my data?

What is the timeline for migrating?

Can I use a self-service migration tool?

What kinds of resources do I need to dedicate to the migration project for it to be successful?

What tasks am I responsible for as part of the migration process?

What if I want to migrate private information or EEOC data?

Are Greenhouse candidate migrations the same thing as the prospect import tool available on the Configure menu?

Will importing my legacy data mess up the clean new data that I am collecting in Greenhouse?

What can I do to prepare?

What will I need to do after a migration is over?

What is a Greenhouse Data Migration?

A data migration is a one-time import of historical recruiting data into a customer’s configured Greenhouse instance.

Greenhouse’s data migration tools are only meant to create content in a customer’s Greenhouse, and they are built to load all of a customer’s legacy data in one shot.

Migrations shouldn’t be confused with data integrations. A migration does not involve an ongoing sync of information between Greenhouse and another system. It also does not allow for deletions of or updates to existing applications.

What kind of data can Greenhouse migrate?

Greenhouse can usually import the following data points as long as they exist in your source data:

Candidate and Prospect Applications

Biographical information - name, most recent title and company, address

Contact information - email, phone number(s), website(s), social media links

Application information - applicant type, source and referrer, job name, application date

Application status - applicant status, rejection reason and rejected date

Candidate tags

Notes/Comments

Attachments - resumes, cover letters, additional documents

Closed Jobs

Open jobs should be created by the customer during implementation, but we can bulk-create your old closed jobs using the open jobs you’ve set up as templates. If they are made available in your source data, we can usually bring over the following fields. All other fields will get copied from your template jobs.

Job name

Department

Office

Open date

Description (text only, no html)

What if there are fields that I want to bring over from my old system that do not appear in your templates?

If there are other fields in the exports from your old system that you want us to migrate, we can usually bring them over as candidate activity feed notes (which are full-text searchable), or as tags. Bringing over additional fields in this way requires that you purchase a Greenhouse-serviced data migration, rather than using one of the free self-service tools, which have more strictly-defined field mappings.

When can I start migrating my data?

We recommend that you wait until after launching your Greenhouse- powered careers page before exporting data from your old ATS. This will ensure that the dataset you pull from your old system is unchanging and complete, and will help prevent applications from getting lost during the migration process. We’ve found that this approach puts you in the best position to have a successful migration, allowing you to transition from using your old ATS to using Greenhouse without any downtime.

What is the timeline for migrating?

Because an effective data migration requires collaboration between Greenhouse, you, and usually another vendor, the timeline can vary greatly. It’s best to plan for the process to take approximately two-to- three weeks if you’re using a self-service migration tool, or four-to-six weeks if you’re doing a Greenhouse-serviced migration.

Can I use a self-service migration tool?

We’ll let you know which migration options are available to you during the sales process. We currently offer self-service tools for imports from Jazz, Jobvite, Jobscore, and Taleo. For larger datasets (of 45,000 application records or more), it’s best to do a Greenhouse-serviced migration, regardless of the system that you’re migrating from. If you are eligible and interested in doing a self-service migration, Greenhouse can provide additional documentation detailing the exact field mappings for that particular tool.

What kinds of resources do I need to dedicate to the migration project for it to be successful?

Greenhouse will do everything we can to make the migration process as painless as possible. As long as you can provide consistently formatted exports containing all of the information that you want to migrate, our data migrations team can take care of the tedious file formatting and data transformation work for you.

That means that, beyond pulling the initial set of exports from your old system, you shouldn’t need to devote any technical resources to the project. However, we will need your input on how best to map your historical jobs, sources, and statuses to the hiring plans configured in your Greenhouse. Therefore, the data migrations point-of-contact on your end should be someone who is familiar with both the source data and with your Greenhouse implementation.

What tasks am I responsible for as part of the migration process?

During migration:

Share any questions or concerns you have about data migration with your Greenhouse Customer Success Manager. Our data migrations team is available via email and phone as needed to discuss the process.

Add all of your sources, open jobs, and in-process candidates to Greenhouse before launching your careers page.

After launching your Greenhouse-powered careers page:

Download exports from your old ATS, or request them from your contact there.

Confirm that the exports contain all of the information that you want to migrate to Greenhouse and then share them with [email protected]

Respond to questions from your designated data migrations expert to assist in the mapping of your legacy jobs, sources, and statuses to Greenhouse

After your data is imported

Check the data for accuracy, with guidance from Greenhouse. We ask that you take some time to QA your data within two weeks of the migration being completed.

What if I want to migrate private information or EEOC data?

EEO data collected through your Greenhouse careers page will be automatically anonymized and not surfaced anywhere on a candidate’s profile. It’s ultimately up to you if you want to export and migrate this sensitive information for your legacy applicants, but we recommend that you just retain a final set of EEO reports from your old system and collect this information for new candidates in Greenhouse going forward.

If needed, we can load these fields or any other confidential information as private notes, so that they are only accessible to users who can view private candidate data.

Are Greenhouse candidate migrations the same thing as the prospect import tool available on the Configure menu?

It’s not. Prospect bulk-imports are very useful, and the templates contain some of the same fields, but data migrations are much more robust, involve a stricter validation process, and are run by Greenhouse staff. Prospect bulk-imports do not allow for the importing of statuses, stages, rejection reasons, application dates, rejection dates, tags, activity feed notes, or attachments, but you can run them on your own.

Will importing my legacy data mess up the clean new data that I am collecting in Greenhouse?

Ultimately, it’s up to you whether or not you want to migrate your historical data. It is not necessary to finish a migration to start using Greenhouse. The most common reasons that customers choose to migrate their data are:

To keep records on all of the candidates they've interacted with.

To maintain all historical and recent recruiting data in a single system of record.

To support some very basic reporting on pre-Greenhouse recruiting activity

Even if your old data isn’t as consistent and clean as the information you’ll be collecting in Greenhouse going forward, importing it shouldn’t interfere with your effective use of the system. You’ll be able to filter migrated candidates out of most reports and those associated with closed jobs won’t appear by default on the Candidate Search page.

What can I do to prepare?

The best thing you can do to help the migrate process go smoothly

is to carefully set up your Greenhouse jobs and sources during the implementation process. You should also add all of your in-process candidates to the system so that you can continue working with them while the migration is in progress. Please note that you do not need to create every single historical job, source, and stage in Greenhouse. You should focus on creating the content that’s going to best support your recruiting processes in the future. We’ll be able to bring in your old closed jobs and sort out any source and stage discrepancies later.

If you’re worried about having to wait a long time to receive your legacy data after going live with your Greenhouse-powered careers page, you may want to reach out to your old ATS contact ahead of time to see if they can schedule your export to be generated on your Greenhouse launch date. You want to make sure that they don’t actually create the exports until all applications are flowing into Greenhouse, though.

What will I need to do after a migration is over?

Your Data Migrations contact at Greenhouse will reach out to let you know as soon as your migration is complete. We’ll provide details at that time and a list of suggested items to review to ensure your data was migrated accurately. We ask that you take the time to check your migrated data and report any issues you encounter soon after it is imported. After two weeks, if you haven’t reported any issues to us, we’ll consider your data migration project to be complete.

Data Facts provides Human Resource Professionals with cutting edge, top-of-the-line background screening technology and personalized support and service.

Greenhouse Recruiting's integration with Data Facts allows users to send a background check request form to candidates automatically from within Greenhouse Recruiting. In this article, we will cover how to:

Configure User Setup Permissions in Greenhouse Recruiting

Create a Harvest API Key for the Greenhouse Recruiting / Data Facts Integration

Create the Data Facts Web Hook

Provide Data Facts a Greenhouse Recruiting User ID

Create Custom Candidate Fields

Add Background Check Stage to Interview Plan

Order a Background Screening Package for a Candidate

Configure User Setup Permissions in Greenhouse Recruiting

Contact a Greenhouse Recruiting user in your organization with Site Admin level permissions with the additional user-specific permission Can edit another user's advanced permissions to apply the following permissions to your account:

Can manage ALL organization's API Credentials

Can manage and configure web hooks

Have the user with Site Admin level permissions edit your user account's permissions by navigating to the Configure icon here > Users > Your Name.

The user with Site Admin level permissions should navigate to the Permissions panel on your user page and expand the Developer Permissions dropdown menu.

Select Can manage and configure web hooks and Can manage ALL organization's API Credentials so a check is in each checkbox.

When finished, click Save.

In addition to the above developer permission, the user configuring the integration should have a Site Admin permission level, or a Job Admin permission level with the additional user-specific permission Can manage custom fields.

Repeat these steps for all users who should have access to set up the integration.

Create a Harvest API Key for the Greenhouse Recruiting / Data Facts Integration

To create a Harvest API key for the integration, click on the Configure icon in the upper right-hand corner. Navigate to Dev Center on the left-hand panel.

From the Dev Center page, click API Credential Management.

From the API Credential Management page, click Create New API Key to generate the API key for Data Facts.

From the Create new credential dialog box, give your API key a name and selectHarvestfrom theTypedropdown menu. When finished, clickCreate.

On the Manage API Key Permissions page, provide the following permissions to the Data Facts Harvest API key:

Activity Feed

GET: Retrieve Activity Feed

Candidates

GET: Retrieve Candidate

GET: List Candidates

PATCH: Edit Candidate

Custom Field Options

GET: Custom field options

POST: Create custom field options

PATCH: Update custom field options

Users

GET: Retrieve User

GET: List Users

When finished, clickUpdate.

Your Harvest API key for the Greenhouse Recruiting / Data Facts integration is created and configured. Provide your Harvest API key to your Data Facts onboarding team so they can set up the integration.

Create the Data Facts Web Hook

Click theConfigureicon in the upper right-hand corner. Navigate toDev Centeron the left-hand panel.

From the Dev Center page, click Web Hooks. Click Web Hooks from the subsequent page.

You will be directed to a page where you can create a new web hook. From this Create A New Web Hook page, provide the following details:

Name:We suggest Data Facts Integration

When:Be sure to select the correct action so the web hook fires at the appropriate event in Greenhouse Recruiting [Candidate has changed stage]

Endpoint URL:https://apiaN.tiltingwindmills.com/service/grnhs/ WILL BE PROVIDED /ApplicantEvent

Note: Production host is assigned at go-live

The "N" in apiaN is specifically assigned (apia1, apia2, etc.) at go-live

Secret Key:The XML username set up for the integration

Error Recipient Email:Aresponsible party from the client, and other parties that need to be notified of Greenhouse Recruiting errors

ClickCreate Web Hook.

That is it! Your Greenhouse Recruiting account and Data Facts account can now talk to each other. These settings dictate execution of the Data Facts web hook once the end user transitions the candidate into the Background Check stage for a job.

Provide Data Facts a Greenhouse Recruiting User ID

In order to send information from Data Facts to Greenhouse Recruiting using the Harvest API key, Data Facts will need a Greenhouse Recruiting User ID to associate with the data. This user account must be a Site Admin, but does not require any additional user-specific permissions.

To find a Greenhouse Recruiting user's User ID, have a user with Site Admin permissions click theConfigureicon in the upper right-hand corner and selectUsersfrom the left-hand panel.

ClickExport to Excel. A spreadsheet will be downloaded onto your computer.

Open the Excel file and navigate to the User ID column. Select a Site Admin User ID from the column that will be associated with any data pushed from Data Facts to Greenhouse Recruiting.

You will need to share this User ID with the Data Facts team when you provide the Harvest API key.

Note: If you would prefer to create a new user specifically to be associated with data pushed from Data Facts to Greenhouse Recruiting, follow the steps linked .

Create Custom Candidate Fields

This portion of the configuration allows you to select a background screening package for the candidate, as well as to receive a URL to the candidate's results after the background screening is completed by Data Facts.

Click on the Configure icon in the upper right-hand corner, then click Custom Options on the left-hand panel.

Under the Company Custom Fields section, click Candidates.

On theManage Candidate Fieldspage, click + Add Field.

Add Background Package for the Field name, and chooseSingle selectas theType. ClickSave.

Repeat the steps above to create a second Custom Candidate Field named Background Report. TheTypefor the Background Report field should be URL. Be sure to check the box to mark the field as private.

Once the Custom Candidate Fields are created, click the pencil icon in line with each field, then copy the Immutable Field Key. Provide both Immutable Field Keys to the Data Facts team.

Add Background Check Stage to Interview Plan

Add a Background Check stage to one of your jobs by navigating to a job (All Jobs>Job).

From the Job page, clickJob Setup and navigate toInterview Planon the left-hand panel.

Navigate down the page and click+ Add a Stage. Select the Background Check stage from the subsequent list.

Repeat these steps to add the Background Check stage to the Interview Plan for each job where you would like to execute a Data Facts candidate background screening.

Order a Background Screening Package for a Candidate

Before moving a candidate to the Background Check stage, you must choose the Background Screening Package.

Navigate to the candidate's profile, then clickDetails. Under theAdditional Detailspanel, find the Custom Candidate Field named Background Check and select the correct package from the dropdown. ClickSavewhen you are finished.

Once the package is chosen, advance the candidate to the Background Check stage. The candidate information will be sent to Data Facts to begin the background screening process. You can see updates about the status of the background screening by clicking the URL in the Background Report Custom Candidate Field.

Note: The background screening request is sent to Data Facts as soon as the candidate is moved to the Background Check stage. If the candidate is moved to the Background Check stage before the Background Check Package is selected, no information about the requested package will be sent to Data Facts. To resolve this, move the candidate backward one stage, select the Background Check Package, and then advance the candidate to the Background Check stage again.

Grayscale’s conversational recruiting platform makes it easy to text with candidates from within Greenhouse Recruiting, while automating repetitive tasks in the hiring process. The Greenhouse Recruiting / Grayscale integration offers powerful texting capabilities for engaging with talent from directly within Greenhouse. In this article, we will cover how to:

Configure User Setup Permissions in Greenhouse Recruiting

Create a Harvest API Key for the Greenhouse Recruiting / GrayscaleIntegration

Create the Grayscale Web Hooks

Use the Greenhouse Recruiting / Grayscale Integration

Answer Frequently Asked Questions

Get Support

Configure User Setup Permissions in Greenhouse Recruiting

Contact a Greenhouse Recruiting user in your organization with Site Admin level permissions with the additional user-specific permission Can edit another user's advanced permissions to apply the following permissions to your account:

Can manage ALL organization's API Credentials

Can manage and configure web hooks

Have the user with Site Admin level permissions edit your user account's permissions by navigating to theConfigureicon [email protected] >Users>Your Name.

The user with Site Admin level permissions should navigate to the Permissions panel on your user page and expand the Developer Permissions dropdown menu.

Select Can manage and configure web hooks and Can manage ALL organization's API Credentials so a check is in each checkbox. When finished, click Save.

Repeat these steps for all users who should have access to set up the integration.

Create a Harvest API Key for the Greenhouse Recruiting / Grayscale Integration

To create a Harvest API key for the integration, click on theConfigureicon in the upper right-hand corner. Navigate toDev Centeron the left-hand panel.

From theDev Centerpage, clickAPI Credential Management.

From theAPI Credential Managementpage, clickCreate New API Keyto generate the API key for Grayscale.

From theCreate new credentialdialog box, give your API key a name and selectHarvestfrom theTypedropdown menu. When finished, clickCreate.

On theManage API Key Permissionspage, enable the following permissions:

Candidates

Users

When finished, clickUpdateat the bottom of the page.

You Harvest API key for the Greenhouse Recruiting / Grayscale integration is created and configured. Provide your Harvest API key to your Grayscale onboarding team so they can set up the integration.

Create the Grayscale Web Hooks

Once the Harvest API key is saved in the Grayscale platform, you will see a section calledIncoming Webhooks. This section will provide you the URL and Secret Key for the web hook to be created in Greenhouse Recruiting.

Copy and paste the URL and Secret Key somewhere you can easily access them again, as you will need them to create the web hooks in Greenhouse Recruiting.

Return to the Greenhouse Recruiting platform, and click theConfigureicon in the upper right-hand corner. Navigate toDev Centeron the left-hand panel.

From theDev Centerpage, clickWeb Hooks. ClickWeb Hooksfrom the subsequent page.

You will be directed to a page where you can create a new web hook. From thisCreate A New Web Hook page, provide the following details to create your first web hook:

Name:We suggestGrayscale: Delete Application

When:Be sure to select the correct action so the web hook fires at the appropriate event in Greenhouse Recruiting [Delete Application]

Endpoint URL: Paste the Endpoint URL copied from Grayscale's platformunder Settings > ATS Integration

Secret key: Paste the Secret Key copied from Grayscale's platformunder Settings > ATS Integration

ClickCreate Web hook.

You will create 12 web hooks in total to enable all necessary integration capabilities. Repeat the steps above to create the additional 11 web hooks, using the following details:

Web hook #2: Application Updated

Name:We suggestGrayscale: Application Updated

When:Application Updated

Endpoint URL: Paste the Endpoint URL copied from Grayscale's platform

Secret key: Paste the Secret Key copied from Grayscale's platform

Web hook #3: Delete Candidate

Name:We suggestGrayscale: Delete Candidate

When:Delete Candidate

Endpoint URL: Paste the Endpoint URL copied from Grayscale's platform

Secret key: Paste the Secret Key copied from Grayscale's platform

Web hook #4: Merged Candidate

Name:We suggestGrayscale: Merged Candidate

When:Merged Candidate

Endpoint URL: Paste the Endpoint URL copied from Grayscale's platform

Secret key: Paste the Secret Key copied from Grayscale's platform

Web hook #5: Candidate Has Changed Stage

Name:We suggestGrayscale: Candidate Has Changed Stage

When:Candidate Has Changed Stage

Endpoint URL: Paste the Endpoint URL copied from Grayscale's platform

Secret key: Paste the Secret Key copied from Grayscale's platform

Web hook #6: Candidate Has Been Hired

Name:We suggestGrayscale: Candidate Has Been Hired

When:Candidate Has Been Hired

Endpoint URL: Paste the Endpoint URL copied from Grayscale's platform

Secret key: Paste the Secret Key copied from Grayscale's platform

Web hook #7: Candidate or Prospect Rejected

Name:We suggestGrayscale: Candidate or Prospect Rejected

When:Candidate or Prospect Rejected

Endpoint URL: Paste the Endpoint URL copied from Grayscale's platform

Secret key: Paste the Secret Key copied from Grayscale's platform

Web hook #8: Candidate or Prospect Unrejected

Name:We suggestGrayscale: Candidate or Prospect Unrejected

When:Candidate or Prospect Unrejected

Endpoint URL: Paste the Endpoint URL copied from Grayscale's platform

Secret key: Paste the Secret Key copied from Grayscale's platform

Web hook #9: Candidate or Prospect Updated

Name:We suggestGrayscale: Candidate or Prospect Updated

When:Candidate or Prospect Updated

Endpoint URL: Paste the Endpoint URL copied from Grayscale's platform

Secret key: Paste the Secret Key copied from Grayscale's platform

Web hook #10: Candidate Has Submitted Application

Name:We suggestGrayscale: Candidate Has Submitted Application

When:Candidate Has Submitted Application

Endpoint URL: Paste the Endpoint URL copied from Grayscale's platform

Secret key: Paste the Secret Key copied from Grayscale's platform

Web hook #11: Job Created

Name:We suggestGrayscale: Job Created

When: Job Created

Endpoint URL: Paste the Endpoint URL copied from Grayscale's platform

Secret key: Paste the Secret Key copied from Grayscale's platform

Web hook #12: Job Updated

Name:We suggestGrayscale: Job Updated

When:Job Updated

Endpoint URL: Paste the Endpoint URL copied from Grayscale's platform

Secret key: Paste the Secret Key copied from Grayscale's platform

That is it! Your Greenhouse Recruiting account and Grayscale account can now talk to each other. These settings dictate execution of the Grayscale web hooks as users execute the actions defined above in Greenhouse Recruiting.

Use the Greenhouse Recruiting / Grayscale Integration

The Greenhouse Recruiting / Grayscale integration allows you to text candidates directly within Greenhouse via Chrome extension. Your Grayscale Customer Success Manager will give you access to download the extension, which will work within Greenhouse Recruiting, along with recruiting sites like LinkedIn.

Upon downloading the extension, you will see agicon appear on the right-hand side of your screen when in Greenhouse Recruiting.

Click on thegtab to open the Grayscale extension. This allows you to start texting with candidates.

If the candidate is not recognized within Grayscale, you can seamlessly add them to Grayscale to start texting. Grayscale automatically pulls in name, cell phone number, and email address, so all you need to do is clickSave.

To access your full inbox, click on the Hamburger icon on the top right-hand corner of the Chrome extension and select Inbox.

When texting, your conversation historyautomatically will be imported into the candidate's Activity Feed in Greenhouse Recruiting.

Note:To ensure the full communication is organized together in one Activity Feed note, Grayscale imports the entire conversation one hour after the last message is sent/received.

To send a bulk message, search open jobs in Greenhouse Recruiting directly from the Grayscale Chrome extension. Grayscale will provide you a list of the relevant candidates to message.

For example, if you want to message all candidates at the Phone Interview stage of an open req, simply search for the job in the Grayscale extension, select the stage, and off you go!

Answer Frequently Asked Questions

Where do I download the Chrome extension?

Contact your Grayscale Customer Success Manager, who will provide you with a link to download the extension.

I downloaded the Chrome extension, and the Grayscale tab is not showing up.

First, check that you are using the Chrome browser. Then try refreshing the page.If that does not resolve the issue, make sure you are on a supported website (such as Greenhouse Recruiting, LinkedIn, etc.). If you are not in Greenhouse Recruiting, navigate there, refresh the page, and try again. Still not working? Try closing all your browsers and restarting Chrome.

My texting history is not displaying within the Activity Feed. What do I do?

Grayscale updates the candidate's Activity Feed one hour after the latest text message was sent/received for that candidate. This ensures your entire conversation is organized within the same note in the Activity Feed. If it has been longer than an hour, try refreshing the candidate's profile page in Greenhouse Recruiting.

Get Support

Please contactfor troubleshooting assistance regarding the integration.

custom application question

Tracking links are unique URLs for your job's online application that can be pasted on an external job board and/or as part of the marketing of the job. When candidates apply through a tracking link, they will be tagged with a pre-determined Source and Credit.

At this time, tracking links (and job post links) do not work on Craigslist. This is due to the fact that Craigslist blocks all tracking links from Applicant Tracking Systems (ATS) like Greenhouse Recruiting to prevent spamming and abuse from organizations.

In order to track any candidates who learn about a job in your organization from Craigslist, create a such as: How did you hear about this job? and include Craigslist as an available option.

In an effort to improve our suite of products, Greenhouse Software regularly releases new product features, updates, and improvements. Stay up-to-date with what's new at Greenhouse by Following our Release Notes.

Find our releases for this week below:

Greenhouse Recruiting

Integrations

Bug Fixes

Greenhouse Recruiting

Greenhouse Recruiting is pleased to release a new feature that allows a user with Site Admin permissions to officially mark jobs asofficial templates. This feature will make template jobs more visible within your Greenhouse account and allow for future permissions that limit job creation to official templates.Click the following links for more information on how to create a new template job or mark an existing job as a template job.

Greenhouse Prospecting Chrome Plugin

We also released a newChoose a starting point pagewhen creating a new job (or Prospect Post for organization's with that feature). This redesigned page will enable us to include new starting points in the future and will hopefully give your organization a better user experience.

Users in your organization will notice a new UI when attempting to bulk edit jobs. Users need only select jobs that will be included in the bulk edit by clicking the checkbox to the left of the job name. Clicking the checkbox(es) will automatically bring up the bulk edit panel.

Coming Soon: In the near future, Greenhouse Recruiting will begin releasing new functionality that allows your organization to view the progress of candidate bulk actions and cancel them if necessary.

Integrations

Job Board Analytics: VONQ

Reference Check: Veremark

Bug Fixes

Google Chrome's update ( version 72 ) on January 30, 2019 broke the drag and drop resume parsing functionality of the. We are excited to announce that we have fixed the issue and your organization can now use the drag and drop resume parsing functionality on all versions of Google Chrome after accepting new permissions.

API-driven job board

The perfect job description is a key element in hiring the perfect candidate. The Job Post Conversion report helps your organization determine if your descriptions are selling your positions successfully, or if they might need some work to attract the right candidates.

A high Conversion Rate might indicate your descriptions are too generic, while a low Conversion Rate could suggest your descriptions are intimidating or otherwise unappealing to candidates. The Job Post Conversion report allows you to A/B test over time to craft the perfect message and maximize the number of qualified candidates who apply.

Note: If your organization currently is using an, the Job Post Conversion report will not work for your organization. This report tracks views and conversion only for Greenhouse-hosted job boards and posts.

To navigate to the Job Post Conversion report, click the ellipsis iconon your navigation bar, and then selectReportsfrom the dropdown menu.

From theReportspage, navigate to theLearn from Past Recruiting Effortssection and clickJob Post Conversion.

The Job Post Conversion report will display information for all jobs where you have appropriate access.

This report displays data only for candidates who applied directly from one of your organization's job posts. Any manually added referrals or candidates, or candidates added through other means (such as LinkedIn Limited Listings) will not be counted in this report.

Report Filters

The Job Post Conversion report can be filtered byJobsandActivityDate, which is the date the candidate viewed the page or applied to the job.

Note:By default, the Activity Date for the report is set to Current Year.

Filtering byOpen Jobs will show you only jobs which are open currently, and not jobs which were open during a specific date range. For example, setting theActivity Datefilter to December 2016 and filtering by Open Jobs won't return results for a job that was open in December 2016 but is closed now.

ad campaigns

The Candidate Quality by Campaign report provides insight to the effectiveness of your by revealing which campaigns return the most candidates and more importantly, the highest quality candidates by assigning each campaign a Quality \%.

The Quality \% iscomputed by looking atthe average distance a candidates travel throughthe pipeline. If every candidate was hired, itwould be 100\%. If every candidate was rejected in the first stage, it would be 0\%.

Example: Let's say candidate Jane applies through one of your ad campaigns.Jane has a pretty strong background, so she makes it through 5 of your 7 stages. If she was the only candidate to apply through that campaign, your Quality \% for that row would be 5/7, or roughly 71\%.

To navigate to the Candidate Quality by Campaign report, click theellipsisicon on your navigation bar and selectReportsfrom the dropdown menu.

From the Reports page, navigate to theLearn from Past Recruiting Effortssection and clickCampaign inline with Candidate Quality by.

The Candidate Quality by Campaign report will display data for jobs where you have appropriate access.

Report Filters

The Candidate Quality by Campaignreport can be filtered byJobsandDate Applied.

Note: By default, the Date Applied filter for the report is set to Current Year.

here

The Candidate Quality by Referrer report takes your organization's referral culture a step further by considering the caliber of each referrer's submitted candidates, rather than the volume.The report assigns aQuality \%to each referrer who has submitted candidates. This percentage can be used to identify which referrers provide the highest quality candidates.

Note:The Referrer metric in this report is pulled from theWho Gets Creditfield on each candidate, so there may be sources listed which are not strictly referrers.

TheQuality \%iscomputed by looking atthe average distance a candidates travels throughthe pipeline. If every candidate was hired, the Quality \% be 100\%. If every candidate was rejected in the first stage, it would be 0\%.

Example:Candidate Jane is referred by one of your employees.She has a pretty strong background, so she makes it through 5 of your 7 stages. If she was the only person referred by that employee, your Quality \% for that row would be 5/7, or roughly 71\%.

To navigate to the Candidate Quality by Referrer Report, click the ellipsisicon on your navigation bar and selectReportsfrom the dropdown menu.

From the Reports page, navigate to theLearn from Past Recruiting Effortssection and clickReferrerinline with Candidate Quality by.

The Candidate Quality by Referrer report will display Referrers on jobs where you have appropriate access.

Report Filters

The Candidate Quality by Referrerreport can be filtered by Stage or Milestone, Jobs, Date Applied, and Source. You can also click the blue numbers in each cell to see the candidates associated with each field. To learn more about filtering by Milestones, click .

Note:By default, the Date Applied filter for the report is set to Current Year.

Greenhouse Software will be closed in observance of the following holidays:

Wednesday, January 1 - New Year's Day

Monday, January 20 - Martin Luther King Jr. Day (MLK Day)

Monday, February 17 - Presidents Day

Monday, May 25 - Memorial Day

Friday, July 3 - Independence Day

Monday, September 7 - Labor Day

Wednesday, November 11 - Veterans Day

Thursday, November 26 - Thanksgiving Day

Friday, November 27 - Day After Thanksgiving

Friday, December 25 - Christmas Day

Karat conducts highly predictive technical interviews that power world-class hiring processes for leading organizations. Greenhouse Recruiting’s integration with Karat allows your organization to seamlessly add Karat's assessment to a job's interview plan, invite candidates to the Karat interview, and receive result summaries within Greenhouse.

In this article, we will cover how to:

Enable Greenhouse/Karat Integration

Add Karat Stage to Job's Interview Plan

Configure the Karat Stage

Send and Review Test

Enable Status updates and advanced insights with Karat

Enable Greenhouse/KaratIntegration

These are the steps your Karat admin will take to set up the Assessment API integration.

Generate your API key in Central

In Central, go to Settings > Integrations to access your Assessment API key.

Copy the “Interview Assessment API Key”. If you are also using Karat Code Challenges, copy the “Code Challenge Assessment API Key” as well.

Open a support ticket with Greenhouse ( https://support.greenhouse.io/hc/en-us ) indicating that you wish to integrate with Karat. Don’t send you API key(s) in this ticket, send the message below.

“Hello! My team would like to integrate our Greenhouse with Karat using the Assessment API. Can you advise on how you would like us to provide the API key?”

Greenhouse support will reply with a secure way for you to provide the key(s) generated in step one.

The Greenhouse support team will then let you know once the integration is enabled.

Add Karat Stage to Job's Interview Plan

Once the Greenhouse/Karat integration is enabled for your organization, you will be able to add the Karat assessment as an Interview stage.

To do this for an existing job, navigate to a job (All Jobs>Job Name) and click Job Setup from the Job navigation bar.

From the Job Setup page, navigate to Interview Plan on the left-hand panel. Scroll down the page and click + Add a Stage.

From the Add Stage dialog box, select the Karatstage. When finished, click Add to apply the stage to the job's interview plan.

Configure Karat Stage

Once the stage has been added to the job's interview plan, click Edit Take Home Test. Use the provided drop-down menu to choose assessments that you have previously set up in Karat.

Select the appropriate assessment and assign at least one Greenhouse user to grade/review submitted assessments. When finished, click Save.

Note: Keep in the mind that all configuration of the assessment itself, as well as the email template, will be configured by your Karat Account Manager.

Send and Review the Test

When candidates are moved into the Karat interview stage, Greenhouse will display a Send Test link.

Note: When you send a test from Greenhouse, the interview instructions are actually sent by Karat.

The status of the assessment will be viewable in Greenhouse:

Once the candidate has submitted their test, their activity feed will contain a link to view the submitted test on Karat.

Enabling status updates and advanced insights with Karat

Now that you are able to invite candidates to the Karat interview and get results all from within Greenhouse, you can also extend your integration using Greenhouse’s Harvest API. This will enable you to:

Get Karat status updates in Greenhouse

Enable Karat to align the bar based on onsite outcomes

Enable Karat to provide advanced insights

Step 1: Get your Harvest API key

In Greenhouse, click the Configure tab

Click Dev Center

Click API Credential Management

From the Type drop-down menu, select Harvest. In the description, write “Karat”

Step 2: Set up permissions

The last step will take you to the Manage API Key Permissions page, where you can select the endpoints that the key will give Karat access to.

Please contact your Karat Account Manager for the endpoints Karat requires for this integration.

Step 3: Complete setup

Once you’ve selected the endpoints in Step 2, click “Update.”

Step 4: Add Harvest Key to Central

Once you have updated your Greenhouse settings you will need to add the Harvest API key you created in the last step to Central. To do that, log in to Central and navigate to Settings > Integrations, then enter your key.

Once these steps are complete your Karat Account Manager will be in touch confirming that the integration was successful.

Sora is a HR automation tool that makes it easy for you to build and personalize workflows for onboarding, offboarding, and all the key moments in between. It works with your existing HR tools, like Greenhouse, so you can automatically send a welcome email, schedule a new manager training, or even deliver an anniversary cupcake to the right employee at the right time.

By integration Greenhouse with Sora, you’re able to import a new hire right from Greenhouse, into Sora, and add them to your onboarding workflow, to begin sending automated emails, collecting necessary information, and assigning tasks.[a]

Configuring your Greenhouse integration

To configure Greenhouse with Sora you'll need to create an API key and set up a webhook.

You'll need to be a Site Admin in Greenhouse to access the controls to do this.[b]

Creating your Greenhouse API key

To give Sora API access to retrieve information from your Greenhouse you will need to provide an API key and set permissions.

1. Click on the gear icon to get to the Settings screen

2. Navigate to Dev Center in the Sidebar

3. From the Dev Center, click on “API Credential Management”

4. Click the “Create New API Key” button

5. Name API Credential

When a modal titled Create new credential shows up, input the following description and type before clicking Create:

Description:Sora

Type:Harvest

6. Copy your API key

You should now be in a view called Manage API Key Permissions. Click the green box with the key icon and API Key to copy it.

You will need to paste this API key into Sora in Settings > Integrations > Greenhouse.

7. Set permissions

Below this you will see a series of permissions you can toggle on and off. Please set up permissions as follows before clicking Update.

Under Candidate:

Select GET:Retrieve Candidate This allows you to retrieve Candidate specific data.

Select GET:List Candidates This allows you to retrieve a list of Candidates.

Under Custom fields:

Select GET:Custom fields This allows you to retrieve custom field data.

Creating a webhook

You will also need to set up webhooks so we can listen to updates from your Greenhouse instance when there is a change made to a Candidate.

1. Click on the gear icon to get to the Settings screen

2. Navigate to Dev Center from the sidebar

3. From the Dev Center, click on “Web Hooks”

4. Then click on “Web Hooks”

5. Configure your web hook

You should now be on a page titled Create A New Web Hook. Fill out the following details before clicking Create Web hook:

Name this web hook:Sora Candidate Hired

When:Candidate has been hired

Endpoint URL:You will need to get this from Sora.

Secret key:You will need to get this from Sora.

Error recipient email:[email protected]

Disabled?:No.

You will need to paste this Webhook Client ID into Sora in Settings > Integrations > Greenhouse.

Great, you’re done! Now save your settings in both Greenhouse and Sora and you’re good to go.

By default, after configuring your Greenhouse integration, Sora will map the candidates “Name” and “Email” data fields from Greenhouse into Sora. But working with your Sora implementation expert you are able to map any field or custom field in Greenhouse to an employee field in Sora.

Now you’ll be able to import a new hire right from Greenhouse into Sora and add them to your onboarding workflow.

If there are job requisitions that always remain open, it is important to follow these best practices so your organization can collect accurate data and report on the roles in a consistent manner.

For your convenience, we have included a downloadable PDF of this article.

Make sure the number of openings is kept up to date

When you first create the role, make sure to enter the current number of openings you are hiring for. If this number increases, update it! If you plan the headcount monthly, quarterly, or annually, make sure to come back and update the number of openings any time the new headcount is approved.

If it is a role that you always have carte blanche to hire for, leave the number of openings at 1, but keep the role open anytime you make a hire.

Use Opening IDs to track each unique opening within the job. While the title of the job stays the same, having an alphanumeric ID will make reporting and goal setting easier.

You can either generate the IDs with the Generate IDs button if you want to keep the IDs a numeric sequence or type them yourself if you have a different structure.

Mark each relevant candidate as Hired and keep the job open if it is the last opening.

Every time you make a hire you should be marking this candidate as Hired in Greenhouse. When you hire against the last opening for the evergreen role, you’ll be given the option to keep the job open.Select Yes to automatically add a new opening to the job.

Doing this consistently is essential for accurate time to hire data, as time to hire is calculated from the open date of a job opening. Once you mark the candidate as Hired,the close date will be captured for one opening and the new open date will be used to start tracking time to hire for the next opening.

If the role is ever On Hold, make sure to close the job in Greenhouse. You can reopen the job when you are hiring again.

Close the job by modifying the status on the Job Info page, and be sure to choose On Hold as the Close Reason.

Check the details of openings and time On Hold by navigating toReq IDs and Openingsunder Job Info.

When you click Manage Openings, you will be able to see and adjust all of the open dates for previous openings and when the job was put On Hold.

Leverage reports to track metrics for each opening.

If you’ve followed all of these tips, you are now ready to report on your evergreen roles. There are a few reports that will be most helpful.

Job Status: View each opening for the role and all of the details of when it was opened and closed.

Offer Details: See all of the offers extended over time for your evergreen roles, with each of the offer details.

Time to Hire per Job: Report on the days from open date to hire for each opening.

Hiring Speed per Candidate: Measure how quickly you were able move each candidate from application to offer. This will be a much more reliable recruiting metric if you are continuously hiring.

Frequently Asked Questions

How do evergreen roles affect time to hire?

Time to hire is calculated off of the open date for each opening. As long as you are creating a new opening every time you get approved for additional headcount or make a hire, the time to hire will count the total number of days from opening date to hire for each unique opening. This is why it is important to always mark candidates as Hired and to make sure to update headcount when you start the search for additional hires. You can always retroactively update the open date for an opening by going to Job Setup > Job Info > Edit Details.

Should I open a new job every time I make a hire for an evergreen role?

No, you should just be creating a new opening within the same requisition. This will allow you to keep your data a lot more organized and reportable in Greenhouse.

What if we pause hiring on the role?

If you pause hiring, close the job and select the On Hold close reason. Then, as soon as you are ready to start hiring again change the status back to Open. This will allow you to keep track of when you put the job On Hold and the duration. It will also make sure that time to hire does not include time when the job was not actually open.

How do I track headcount if the number of approved openings changes every quarter?

When the new headcount is approved, go to the Job Info section of the job and update the number of openings. For tracking purposes, make the open date for the openings the first date of that quarter, or whenever the new headcount was allocated. Then, you will be able to track time to fill for each opening accurately and for each quarter accurately.