Table of Contents
Application Review and Disposition
Integration Overview
Note:
Greenhouse's Support website also hosts documentation on this integration.
Connecting your Greenhouse ATS with Findem allows you to access candidate information, boost collaboration and view all applicant data in both Findem and Greenhouse without having to switch between platforms.
Findem's integration with Greenhouse ATS is a bi-directional sync between both platforms, meaning recruiters can accelerate their workflows. With this integration, you can:
- Save time and worry knowing that up to-date candidate information is displayed in both Findem and Greenhouse
- View all hiring/recruiter notes and attachments in Greenhouse for a complete view of your candidate interactions
- Automatically create or update a candidate profile within Greenhouse when a candidate responds to an email message
Note:
To help expedite your implementation, Findem requires that a login to your ATS environment be created for our usage. This login will be used to test the flow of information between the ATS and Findem, and by providing it directly to Findem, our engineers and technical staff can validate functions without needing your team to be present. Once the technical implementation is over, you can remove the Findem access from your account.
When you're introduced to your Findem project team, Findem will relay the name and email address of the project team member who will need said login.
In the event your ATS integration will include a sandbox and a production environment, we would request the login be created for both environments.
What Does the Integration Do?
Candidate Export
You can export candidate data directly to your ATS profiles. Candidate profiles can be exported independently or combined with an application directly to a job requisition. At a minimum, profiles will contain:
- Contact info
- First name, last name
- Phone number(s)
- Email address(es)
- Location
- Social media and website links
- Current company:
- Company name
- Job title
- Tags
- Previous work experience
(all when applicable)
Findem Specific items that get exported:
- Attachments of the profile added before export
- Notes on the candidate
- Findem campaign emails to email activity feed.
Application Review and Disposition
Findem allows recruiters to discover, score and prioritize applicants for any open role. Efficiently review candidate profiles and disposition applications with just a few clicks.
Candidate Rediscovery
Your ATS data is mirrored in Findem and enriches a candidate's profile with their ATS history. Candidate statuses, stages, rejection reasons and more are recorded so you have a full picture of your company's engagement. Search and filter to find past applicants that are qualified for open roles.
Candidate Refresh
Findem keeps candidate profiles in your ATS up to date while also de-duplicating candidates when searching via Findem.
Greenhouse Analytics
Findem imports your Greenhouse ATS data to supply actionable insights into your recruiting operations. Findem provides a complete view for your recruitment team and recruitment process.
| Capability | Capability | Greenhouse |
| Exports | Export Candidate to Job | Yes |
| Export to Job as Prospect (With an application) | Yes | |
| Export as Prosect (Not to a Job) | No | |
| Export with Notes | Yes | |
| Export with Findem Tags | Yes | |
| Export with Custom Tags | Yes | |
| Export with Attachments | Yes | |
| Advance | Advance Application | Yes |
| Advance Receipt in Findem Interactions | Yes | |
| Reject | Reject an application | Yes |
| Reject an application with rejection reasons | Yes | |
| Leverage ATS Email Templates for Rejection Email | Yes | |
| Reject in Bulk | Yes | |
| Reject with a delay | Yes | |
| Candidate Profile | ATS Applications Appear in Enrhiched Profile (ATS Tab) | Yes |
| ATS Attachments Appear in Enriched Profile | Yes | |
| ATS Activities Appear as events in the Activity Feed | Yes | |
| ATS Notes Appear in Enriched Profile (Activity Tab) | Yes | |
| ATS Candidate Custom Fields | Yes | |
| ATS Application Custom Fields | Yes | |
| Search | Search by Job | Yes |
| Search by Stage | Yes | |
| Search by Rejection Reason | Yes | |
| Search by Tags | Yes | |
| Copilot | Copilot Cards | Yes |
| Copilot Card Filters (Hiring Team) | Yes | |
| External JD Link | Yes | |
| Enrichment | Enriched with Resumes | Yes |
| Activity | Advance Receipt in ATS | No |
| Reject Receipt in ATS | No | |
| Action Owners in ATS (Exported By, Rejected By, Advanced By) | No | |
| Advance/Reject Email Content for Rejection in the ATS | No |
Setup Instructions
Once the integration is complete, you'll have the ability to complete different recruitment tasks between the two systems, including:
- Link Jobs on Greenhouse to Findem Searches
- Auto-Sync Candidates with Greenhouse
- Export Profiles to ATS
Using the Findem Integration with Greenhouse
Information Exported to Greenhouse Recruiting
You can view the complete profile, email responses, and attachments for any candidates exported from Findem to Greenhouse ATS.
Once candidate information is exported to Greenhouse Recruiting from Findem, it can be found on the candidate's profile in Greenhouse Recruiting (All Candidates > Select Candidate).
- A candidate's personal details are on the Details tab.
- Findem Search Tags are added as Candidate Tags
- Any Email attachments are available in the Attachments window.
- A candidate's email reply is included in the Activity Feed tab.
The table below includes all information that is sent from Findem to Greenhouse Recruiting.
| Category | Detail Name | Example |
| Candidate's Personal Information | Name | John Doe |
| Current Company | ACME | |
| Current Job Title | Sales Manager | |
| Email ID (Personal & Work) | Johndoe@demo.com | |
| Findem Enriched Profile Link | https://app.findem.ai/profile?prid=demoID | |
| LinkedIn Profile Link | https://www.linkedin.com/in/johndoeID | |
| Github Profile Link | https://github.com/demoID | |
| Social Links (Twitter/Facebook/Dribble/etc) | https://dribble.com/demoID | |
| Findem Search Tags | Findem Search Name | Software Engineer (9/4/2020 10:35 pm) |
| Findem Search Owner's name | Findem Owner | |
| Findem Shortlisted User name | Findem Shortlisted User | |
| Findem Exported | Findem Exported | |
| Candidate's Email Responses & Attachment | Candidate's Email Reply | N/A |
| Candidate's Email Attachments | All email attachments |
Field Mapping
When exporting data and objects from your Greenhouse ATS to Findem, use the table below to ensure you have accurate mapping.
| Findem Field | Greenhouse Object | Greenhouse Field Name |
| Candidate Name | Candidate | First Name + Last Name |
| Company | Candidate | Company |
| Location | Candidate | address |
| Title | Candidate | Title |
| Candidate | email_addresses | |
| Tags | Candidate | tags |
| Attachments | Candidate | attachments |
| Notes | Candidate | Activity Feed.Notes |
| Activity Feed | Candidate | Activity Feed |
| LinkedIn URL | Candidate | website_addresses |
| Findem Profile URL | Candidate | website_addresses |
| Education | ? | ? |
| Work Experience | ? | ? |
| Application | ||
| Application Stage | Application | Stage |
| Application Status | Application | Status |
| Prospect | Application | Prospect |
| Application Source | Application | Source |
| Application Rejection Reason | Application | Rejection Reason |
Candidate Volume
Findem recommends that a candidate population of a million records will take approximately 48 hours to load. If you have approximately a million candidate records, please make that clear to the Findem project team to help set expectations for candidate loading.
How long does it take for data to synchronize?
| Task | Time to synchronize |
|---|---|
| Export candidates | 30 minutes |
| Import requisitions/candidates | 1 hour + Indexing time |
| Live applications | 2 hours |
| Notes/attachments/tags (if available for this ATS) | 2 hours |
Findem syncs Applications, Jobs, and Attachments approximately every hour, but the process can take up to 2 hours depending on the number of candidates. During this time, new candidates or changes in candidate status might not be immediately reflected in the Findem platform. Users can also manually trigger a sync using the 'sync now' option to ensure the most up-to-date information is displayed.
FAQ
Q: If a candidate in Greenhouse is marked as private, does that candidate show up in Findem?
A: Yes, all candidates from Greenhouse will appear in Findem results.
Q: If a candidate has notes that are marked as private (but the candidate is not marked as private), does that show up in Findem?
A: Yes, all candidate notes appear in Findem.
Q: Why are there differences in the number of applications shown in Greenhouse compared to Findem?
A: Synchronization issues can sometimes occur between Greenhouse ATS and Findem, which may result in a mismatch of application counts. These discrepancies can occur due to various reasons, including system outages, timing of data updates, or temporary technical glitches. If you notice inconsistent applicant numbers, we recommend checking the timing of any recent changes and contacting support to investigate potential sync problems.
Q: Why are inbound candidate resumes not displaying in Findem when integrated with Greenhouse?
A: If resumes are not showing up in Findem, try the following steps:
- Verify that your Greenhouse ATS integration is correctly configured and still connected.
- Check whether Findem can parse resume details for the affected candidates (for example, by confirming that work history, skills, or education appear in the candidate profile). If Findem can parse these details, the resume is likely present even if the file is not visible where expected.
- Force a manual sync of your applicant data using the sync now option, then wait for the sync window noted above to complete.
- If the issue persists, contact Findem Support and include specific examples (candidate names, email addresses, Greenhouse job IDs, and relevant Findem searches) so the team can investigate and, if needed, perform targeted updates.
Q: Why can't I see our Greenhouse ATS jobs in Findem?
A: If your account is connected to Greenhouse but ATS jobs are not visible in Findem, check your organization job-source settings. If the organization was configured to use career site scraping at the same time the Greenhouse ATS connection was active, jobs will not display correctly. These two configurations are not compatible. Disable the career site scraping configuration so that the ATS connection is the sole job source. Once updated, jobs from Greenhouse should appear in the Findem jobs carousel and you will be able to create projects from ATS roles.
Q: Can Findem automatically exclude candidates marked as "Hired" in Greenhouse from campaign targeting?
A: No. Findem does not automatically filter campaign recipients based on Greenhouse stages. Exports to the ATS are primarily for tracking, and Findem cannot guarantee that a candidate has completed a formal application or that ATS stage information will be used to block that candidate from being included in campaigns. If you need to avoid contacting hired candidates, we recommend using filters and lists within Findem and Greenhouse to manually manage your outreach audiences.
Q: How can I prevent jobs from an internal or secondary Greenhouse job board from appearing on my public careers site when using Findem with a careers-site vendor?
A: To keep internal-only roles off your public careers site, use a combination of configuration and validation steps:
- Confirm the job settings in Greenhouse: make sure jobs intended only for an internal board are not marked as live on any external boards, and that the external job URL field is only populated for roles you want publicly listed.
- Refresh the Job Board API feed as recommended by Greenhouse so the latest job board membership and job data are available to Findem and your careers-site vendor.
- Ensure your ingestion pipeline or middleware filters by the correct job board token and validates that an external job URL is present before sending jobs to the public careers site. This helps ensure only jobs from the configured external board are posted.
If you continue to see internal roles on your public site after checking these items, contact Findem Support and your careers-site vendor so they can review filters and job board tokens in your specific setup.
A: Yes, all candidates from Greenhouse will appear in Findem results.
Q: If a candidate has notes that are marked as private (but the candidate is not marked as private), does that show up in Findem?
A: Yes, all candidate notes appear in Findem.
Q: Why are there differences in the number of applications shown in Greenhouse compared to Findem?
A: Synchronization issues can sometimes occur between Greenhouse ATS and Findem, which may result in a mismatch of application counts. These discrepancies can occur due to various reasons, including system outages, timing of data updates, or temporary technical glitches. If you notice inconsistent applicant numbers, we recommend checking the timing of any recent changes and contacting support to investigate potential sync problems.
Q: Why are inbound candidate resumes not displaying in Findem when integrated with Greenhouse?
A: If resumes are not showing up in Findem, try the following steps:
- Verify that your Greenhouse ATS integration is correctly configured and still connected.
- Check whether Findem can parse resume details for the affected candidates (for example, by confirming that work history, skills, or education appear in the candidate profile). If Findem can parse these details, the resume is likely present even if the file is not visible where expected.
- Force a manual sync of your applicant data using the sync now option, then wait for the sync window noted above to complete.
- If the issue persists, contact Findem Support and include specific examples (candidate names, email addresses, Greenhouse job IDs, and relevant Findem searches) so the team can investigate and, if needed, perform targeted updates.
Q: Why can't I see our Greenhouse ATS jobs in Findem?
A: If your account is connected to Greenhouse but ATS jobs are not visible in Findem, check your organization job-source settings. If the organization was configured to use career site scraping at the same time the Greenhouse ATS connection was active, jobs will not display correctly. These two configurations are not compatible. Disable the career site scraping configuration so that the ATS connection is the sole job source. Once updated, jobs from Greenhouse should appear in the Findem jobs carousel and you will be able to create projects from ATS roles.
Q: Can Findem automatically exclude candidates marked as "Hired" in Greenhouse from campaign targeting?
A: No. Findem does not automatically filter campaign recipients based on Greenhouse stages. Exports to the ATS are primarily for tracking, and Findem cannot guarantee that a candidate has completed a formal application or that ATS stage information will be used to block that candidate from being included in campaigns. If you need to avoid contacting hired candidates, we recommend using filters and lists within Findem and Greenhouse to manually manage your outreach audiences.
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