Greenhouse ATS Admin Setup/Connection with Findem Instructions

Setup Instructions

1. Create a Harvest API Key in Greenhouse
2. Select Appropriate Permissions in Greenhouse
3. Connect the Integration from Within Findem
4. Mapping ATS Stages for Inbound Applicants

Create a Harvest API Key in Greenhouse

1. As the Greenhouse Admin user, from your Greenhouse account, click the Configure (gear) icon in the top navigation bar, then click Dev Center on the left.
2. Click API Credential Management.
3. Click Create New API Key.
4. Fill in each of the following components:
   • API type: Choose Harvest from the dropdown
   • Partner: Leave unselected
   • Description: Findem API Key
5. Click Manage Permissions.
6. Once you see the key that was generated, be sure to copy it and paste it somewhere you have easy access to. You'll need it shortly. Click I have stored the API key. Note that You can't access the full API key again after clicking I have stored the API Key. If you lose your API key and need to access it later, you must create a new one, provide it to the integration, and then revoke access to the original key.
7. Keep your Greenhouse tab open and move on to the next section of this article to view all required permissions you need to select.

Generating a new API key

In most cases, you can use the same Harvest API key long term and won't need to change it after the initial setup. However, if changes are made in Greenhouse that affect API access (for example, deactivating the key, changing permissions, or updating security settings), an existing key can become invalid. If your Findem/Greenhouse integration starts showing API-related errors, confirm in Greenhouse that the key is still active and has the correct permissions. If needed, generate a new key, update it in Findem, and revoke the old key.

Required API Permission Requests

Once you've configured the Harvest API key, you'll need to select the permissions in Greenhouse below. After selecting each applicable permission, click Save. Note, the permissions not listed here are not required from Findem. You won't need to provide access to those.

Permission Category	Permission Name
Activity Feed	GET: Retrieve Activity Feed
Applications	Get: Retrieve Application Get: List Applications Patch: Update Application Post: Advance Application Post: Hire Application Post: Move Application Post: Reject Application Post: Moves Application to Job Post: Unreject Application Post: Add Attachment to Application Patch: Convert a prospect Patch: Update a rejected application's rejection reason
Approvals	GET: Get single approval flow GET: List Approval Flows for Job
Candidates	GET: Retrieve Candidate GET: List Candidates PATCH: Edit Candidate POST: Add Candidate POST: Add Note POST: Add E-mail POST: Add Attachment POST: Add Application POST: Add Education POST: Add Employment POST: Add Prospect PUT: Anonymize Candidate PUT: Merge two candidates
Close Reasons	GET: Get close reasons
Custom Fields	GET: Get custom fields
Custom Field Options	GET: Custom field options
Custom Locations	GET: Retrieve Custom Location for Job Board Jobs
Departments	GET: Retrieve Department GET: List Departments
Education	GET: Get degrees GET: Get disciplines GET: Get schools Approvals
EEOC	GET: Retrieve EEOC Data for Application GET: List EEOC
Email Templates	GET: Retrieve Email Template GET: List Email Templates
Jobs	GET: Retrieve Job GET: List Jobs GET: Get hiring team
Job Openings	GET: List Openings For a Job
Job Posts	GET: List Job Posts GET: Retrieve Job Post for Job GET: List Job Posts for Job
Job Stages	GET: Retrieve Job Stage GET: List Job Stages GET: List Job Stages for Job
Offers	GET: List Application's Offers GET: Retrieve Application's Current Offer GET: Retrieve Offer GET: List Offers
Offices	Get: Retrieve Office   Get: List Offices
Prospect Pool	GET: Retrieve Prospect Pool GET: List Prospect Pools
Rejection Reasons	GET: List Rejection Reasons
Scheduled Interviews	GET: List Interviews for Application GET: Retrieve Interview GET: List Interviews
Scorecards	GET: Retrieve Application's Scorecard GET: List Scorecards for Application GET: Retrieve Scorecard GET: List Scorecards
Sources	GET: List Sources
Tags	GET: List tags applied to candidate GET: List candidate tags POST: Add new candidate tags PUT: Add a candidate tag
Tracking Links	GET: Retrieve Job Tracking Link
User Roles	GET: List User Roles
Users	GET: Retrieve User GET: List Users

Connecting Greenhouse in Findem

When finishing the connection from within Findem, you will need the following:

• The Harvest API key you copied and pasted earlier

1. Log into Findem and navigate to Admin > Integrations.
   
    
2. From the Connect ATS menu, select Manage > Connect your ATS system.
   
    
3. Select Greenhouse from the ATS options.
   
4. Paste the Harvest API key and click Save. The integration is now complete! 
   

Checking Greenhouse Integration Status in Findem

After connecting, you can verify the status of your Greenhouse integration:

1. Log in to Findem, hover over the Globe icon in the left-hand pane, and select Integrations. On this page you can review the Greenhouse connection and see any error details. If a specific action is required, you will typically see a red error message explaining what to do.

Troubleshooting Integration Errors

If you encounter any issues with the integration, follow these steps to troubleshoot:

1. Navigate to the Integration Settings page in Findem.
2. Check the activity history for specific error messages.
3. Collect detailed information about the error, including screenshots if possible.
4. If the error appears to be API-related, try the following before reaching out to Support:
   1. Confirm whether anyone on your team recently made changes in Greenhouse (for example, deactivated or edited the API key, changed permissions, or updated security settings) that could impact API access.
   2. In Greenhouse, verify that the API key created for Findem is still active and has the required Harvest permissions.
   3. In Findem, remove the stored API key for Greenhouse and then re-add the same (or a newly generated) key to see if that clears the error.
   4. Check whether the error only occurs during a specific action (for example, advancing an application, creating a candidate, or syncing stages) rather than generally.
5. Contact Findem Support with the error details if the issue persists. You can also email [e-mail]. Our team will review your ATS integration, examine backend logs to identify the root cause, and may update or correct user mappings.

Mapping ATS Stages for Inbound Applicants

To map various stages from your Greenhouse ATS to Inbound applicants in Findem:

1. Head to Integrations > Greenhouse > Manage > Stage Mapping.
   
2. From here, you can select from the Stage Mapper builder:
   1. Which ATS stages should be in the Inbound Applicants tab.
   2. Which ATS stages should be excluded when advancing an application.
   3. Milestone mapping to align with your ATS.
   4. Which rejection reasons should be excluded when rejecting an application.
3. Scroll down to group and map existing ATS stages to Findem stages. This helps us organize your data into logical buckets. Click and drag any applicable variable within each stage. You can also set SLA days for each stage.