Greenhouse Application Workflow Integration: Setup

The Application Workflow style integration for Greenhouse enables a fully automated candidate flow. Meaning, candidates that apply via Greenhouse will automatically be sent to career.place and those that are deemed qualified will automatically progress to the next step in the Interview Plan within Greenhouse.

This part of the setup should be done after completing the Initial Setup for Greenhouse.

The Application Workflow setup involves 5 steps that need to be performed by a Greenhouse Admin.

1. Create a Harvest API key in Greenhouse
2. Create Greenhouse Webhooks
3. Create two Greenhouse Application custom fields
4. Find and save a Recruiter User ID
5. Initialize career.place for Greenhouse

Create a Harvest API key in Greenhouse

1. In Greenhouse, go to Settings
2. Click on Dev Center then API Credential Management
   
3. Click Create New API Key at the top of the screen; a pop-up will appear
   Description: Career.Place Harvest API
   Type: (Select Harvest)
   Click Create
   
4. On the next page, be sure to select the following permissions in the Applications, Candidates, Users, Jobs, Job Stages and Sources sections.
   
   
   
   
   
   
   
   And click the Update button at the bottom of the screen.
5. The new Harvest API key will be generated. Now, Copy the API key and store in a safe place (like a document). We will need this later.
   

Create 2 Greenhouse Webhooks

1. While you are still in Settings and Dev Center, click Web Hooks on the left menu followed by the option Web Hooks on the main part of the screen.
   
2. You will be on the Create a New Web Hook screen. Specify the following values:
   Name this web hook: CareerPlace New Candidates (can be any name)
   When: (select When a candidate has submitted an application)
   Endpoint URL: https://webhooks.career.place/api/integrations/greenhouse/webhooks
   Error recipient email: (email of the Greenhouse Admin)
   Disabled?: No
   
3. Click Create Web hook
4. Create a 2nd webhook with the following settings
   Name this web hook: CareerPlace Existing Candidates (can be any name)
   When: (select When a candidate has changed stage)
   Endpoint URL: https://webhooks.career.place/api/integrations/greenhouse/webhooks
   Error recipient email: (email of the Greenhouse Admin)
   Disabled?: No
5. Click Create Web hook
6. Create a 3rd webhook with the following settings
   Name this web hook: CareerPlace Candidate Hired (can be any name)
   When: (select Candidate has been hired)
   Endpoint URL: https://webhooks.career.place/api/integrations/greenhouse/webhooks
   Error recipient email: (email of the Greenhouse Admin)
   Disabled?: No
7. Click Create Web hook

Create two Greenhouse Application custom fields

Two new custom fields are needed in the Applications section within Greenhouse. They are for storing Application Status (status of candidate within career.place) and Application Link (a URL to take you to the candidate details within career.place).

1. While you are still in Settings, click Custom Options on the left menu followed by the Applications option on the main part of the screen under Company Custom Fields.
   
2. Click the Add Field button
3. Create the Application Status field:
   Field Name: Career.Place Application Status
   Description: (leave blank)
   Field Type: (Select Short textbox)
   Click Save
4. Click Add Field again to create the Application Link field:
   Field Name: Career.Place Application Link
   Description: (leave blank)
   Field Type: (Select URL)
   Click Save
5. Now we need to save off the internal Greenhouse ID's for these fields. Click on the first field and the field detail screen will open up.
   
   
   
6. Look up on the browsers URL line and copy the number portion of the URL. This is the field identifier for this field in Greenhouse. Save this value along with the field name in a document. You will need this later.
   
7. Repeat these last 2 steps for the other field.

Find and save a Recruiter User ID

Now we need to choose any user with Recruiter permissions in Greenhouse that will be used by career.place to move candidates from one Interview Stage to another. You can choose any Recruiter or the Greenhouse Admin user account for this.

1. While you are still in Settings, click Users and then click any Recruiter or Admin user on the list to open their details screen.
2. Look at the URL line of your browser and copy the number which represents the internal identifier for that user in Greenhouse. Save this off in a document because it will be used later.
   

Initialize career.place for Greenhouse

Now we are going to enable career.place for integrating with Greenhouse and use some of the saved values you created above.

1. Log into career.place by going to https://app.career.place, go to your Organization Settings (top menu) and click the Integrations tab.
   
   
   Scroll down until you find the Greenhouse section.
2. There are two fields to fill in, the API Key and the User ID. Use the values you captured above for the Harvest API Key and the User ID you copied for a recruiter user and paste them into these fields.
   
3. Click Connect Greenhouse Account
4. New fields will appear after you successfully connect.
   
5. Set these values:
   Type of Greenhouse Integration: (Select Greenhouse Application Workflow)
   Career.Place Application Link: (paste the Application Link field identifier you created above)
   Career.Place Application Status: (paste the Application Status field identifier you created above)
6. Click Save Greenhouse

The setup is complete. Reach out to us at [e-mail] if you run into any issues or have any questions.