Integrating Greenhouse ATS

Table of Contents

Overview

What Does the Integration Do?

Setup Instructions

Using the Integration

Field Mapping

Candidate Volume

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 are 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. 

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.

Setup Instructions

1. Create a Harvest API Key in Greenhouse
2. Select Appropriate Permissions in Greenhouse
3. Connect the Integration from Within Findem

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.

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.

Permission Category	Permission Name
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 Tags
Tags	Get: List tags applied to candidate Get: List Candidate Tags Post: Add New Candidate Tags Put: Add a candidate tag
Users	Get: Retrieve User Get: List Users
EEOC	GET: Retrieve EEOC Data for Application GET: List EEOC
Scorecards	GET: Retrieve Application's Scorecard GET: List Scorecards for Application GET: Retrieve Scorecard GET: List Scorecards
Offers	GET: List Application's Offers GET: Retrieve Application's Current Offer GET: Retrieve Offer GET: List Offers
Scheduled Interviews	GET: List Interviews for Application GET: Retrieve Interview GET: List Interviews Activity Feed
Activity Feed	GET: Retrieve Activity Feed
Departments	GET: Retrieve Department GET: List Departments
Email Templates	GET: Retrieve Email Template GET: List Email Templates
Custom Locations	GET: Retrieve Custom Location for Job Board Jobs
Jobs	GET: Retrieve Job GET: List Jobs GET: Get hiring team 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
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
Offices	Get: Retrieve Office Get: List Offices
Rejection Reasons	GET: List Rejection Reasons
Sources	GET: List Sources
User Roles	GET: List User Roles
Prospect Pool	GET: Retrieve Prospect Pool GET: List Prospect Pools
Tracking Links	GET: Retrieve Job Tracking Link
Custom Fields Options	GET: Custom field options
Close Reasons	GET: Get close reasons
Education	GET: Get degrees GET: Get disciplines GET: Get schools Approvals GET: List Approval Flows For Job GET: Get single approval flow

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!

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)	[e-mail]
	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
Email	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

In some rare cases, data may take up to 2 hours to sync.