Exporting a candidate as a Prospect vs. Applicant

A candidate can either be exported as a prospect or as an applicant through Greenhouse. If a candidate seems to be a potential fit for the role but hasn't applied yet, they can be chosen as Prospects. Refer to this Greenhouse help article for more information on prospects.

In Findem, this distinction has a direct impact on what you see in the candidate's ATS Tab:

• Applicants represent job applications in your ATS. When a candidate is exported as an applicant, their application will appear in the candidate's ATS Tab in Findem as soon as the application record is created in your ATS.
• Prospects represent prospect-level records that are not yet job applications. When a candidate is exported as a prospect, that export will not appear in the candidate's ATS Tab in Findem until the prospect is moved to an applicant stage in your ATS.

Prospects from Greenhouse talent pools are still synced to Findem even when they are not tied to a specific application. To view these prospect-only records via the ATS channel, use the ATS filter named Profiles with no application in Findem. This filter surfaces Greenhouse prospects that belong to your talent pools but do not yet have an application. If you believe particular talent-pool members are missing, note the specific talent pool or collect a few sample candidate profiles so they can be investigated further by your Findem support team.

Before proceeding, make sure Greenhouse is integrated into your Findem account and the Add Prospect permission is enabled.

Required Greenhouse Permissions

Note that in order to export candidates as prospects from Greenhouse, the user who is exporting will either need to have Greenhouse Site Admin permissions, or Job Admin permissions on the job role the Project is tied to, plus have the Manage unattached prospects option checked on each Job Admin permission applicable to what the user manages in Findem.

To ensure you have these settings accurate:

1. From your Greenhouse portal, click the Configuration icon (gear icon) in the upper right corner, then click Users. 
   
2. Click the name of the user(s) you want to verify have the appropriate permissions. Scroll down to Permissions and ensure the box for Manage unattached prospects is checked. If the user is a Job Admin, you can click Reassign permission and make them a Site Admin if you wish. Note that Site Admin permissions come with a lot more freedoms to manage applicants and jobs on Greenhouse. 
   

Troubleshooting Permission Errors

If you receive a 403 Forbidden error when trying to export candidates to Greenhouse, this typically indicates insufficient permissions. Follow these steps:

1. Contact your Greenhouse administrator and provide them with the specific error code: 'Received status code 403 for https://harvest.greenhouse.io/v1/prospects'.

• Request that they grant you the necessary permissions to create prospects in the system.

Change on a Project Level

1. Open the Project you'd like to configure applicants vs prospects. select the Connect ATS by clicking the three dots.
2. A dialog box will appear as shown below. You can toggle between as a prospect and as an applicant.
   
3. Click on the Save option at the bottom right corner of the box to save your settings.

Change Default Options

You can also have each Project set to Applicants or Prospects by default. To adjust the default settings:

1. As the Findem admin user, from the left-hand panel, head to Integrations > Greenhouse > Settings.
2. Select either as a prospect or as an applicant and save your changes. Your selection will now be the default configuration on all Projects.