Greenhouse Integration description

The integration between Employee Referrals and the application tracking system Greenhouse was developed based on the Harvest API documentation from Greenhouse. The integration supports the following process steps: 

  1. Job import from Greenhouse to Employee Referrals
  2. Application export from Employee Referrals to Greenhouse or 
    - OR alternatively: Candidate Forwarding based on application URL (CEP - Candidate Experience Package)
  3. Talent Scout Feedback export from Employee Referrals to Greenhouse
  4. Recruiter Rating import from Greenhouse to Employee Referrals
  5. Application status import from Greenhouse to Employee Referrals

 

1. Job Import from Greenhouse to Employee Referrals

Jobs are created as usual by the user in Greenhouse. The users are responsible for the content and completion of the jobs including adding additionally required information if necessary (e.g. selecting a reward). All Job Posts are imported and automatically published in the Employee Referrals account at 60-minute intervals as soon as they are LIVE in Greenhouse (independent from the job board on which the job is published). Furthermore, published as well as jobs in drafts are updated in 60-minute intervals in case recruiters make changes to the jobs in Greenhouse (e.g. wording of the job description, etc.).

During the job import, the integration automatically matches fields from Greenhouse to fields from Employee Referrals in order to ensure that jobs are imported and automatically published. Location, Department, Reward, and Branding (optional) within Employee Referrals are matched on an exact, case-sensitive, name basis. The mapping of the contact person requires the registration with the role Recruiter or Admin in Employee Referrals of the assigned contact person in Greenhouse. The mapping between the fields from Greenhouse and the fields within Employee Referrals is listed below. 

The creation and publication of jobs within Employee Referrals can be supported by the usage of custom fields in Greenhouse, mapping tables, or default values (see options below).

Please note: Only if, according to the specification, all mandatory fields in Employee Referrals can be filled, the job is automatically published. If mandatory fields are missing, the integration will create a draft with all available fields filled, requiring manual intervention within Employee Referrals to fill in missing fields and publish the job.


Fields marked with * are mandatory fields for publishing jobs. 

Fields marked with ** are mandatory fields for creating a draft.

Greenhouse (User Interface) Greenhouse (API) Employee Referrals

Standard Field: Title

jobpost → title

OR if empty: job → name

Job title**

Standard Field

id

Job Reference Number*

Standard Field: Department

departments → name

Department*

Standard Field: Office

offices → name

Location*

Standard Field: Recruiter

hiring_team → recruiters → name

Contact*

Custom Field

custom_fields → reward

Reward*

Custom Field

custom_fields → branding

Branding

Default value

Per default no end date is set.

End date / job with unlimited duration

Custom Field: Hot

custom_fields → hot

Mark this job as Featured Job

Default value

Empty

Hiring Team

Standard Field

custom_fields → job_description 

OR if empty: jobpost → content

Description**


The job description within Employee Referrals is an HTML template that can be filled with textual standard fields only. Graphical elements such as icons, images, etc. are not in the scope of the integration.

Jobs are automatically set to the status “Closed” in Employee Referrals 24 hours after they have been closed in Greenhouse.

 

2. Application export from Employee Referrals to Greenhouse

The candidate completes the application in Employee Referrals. Employee Referrals creates a candidate profile via the API of Greenhouse with the information provided by the candidate.

Candidate profiles and applications are created via the Greenhouse API with the following information:

Employee Referrals Greenhouse (API)  Greenhouse (user interface)

First name

first_name

First Name

Last name

last_name

Last Name

E-Mail

email_addresses

E-Mail

Phone number

phone_number

Phone

Social media URL

social_media_addresses

Social media

Attachments

attachments

All Attachments (Admin Only)

Firstbird

source_id

Source

firstbird

tags

Candidate Tags

Talent Scout Name

referrer

Who gets credit

 

 

3. Talent Scout Feedback Export from Employee Referrals to Greenhouse

The Talent Scout Feedback is an optional part of the recruiting process and depends on the Talent Scout. Employee Referrals complements the information that was added by the Talent Scout in the candidate profile (“Note”) in Greenhouse. 

Employee Referrals Greenhouse (API)  Greenhouse (UI)

Talent Scout Name

candidates → activity_feed → notes Talent Scout Feedback

Status

Where do you know each other from?

Feedback

 

Example

Employee Referrals Greenhouse

Referral

Talent Scout John Doe provided referral Feedback for the candidate.

Connection: Former employer

Reason: John Doe is great

Former employer

XY is great!

 

4. Recruiter Rating import from Greenhouse to Employee Referrals

The recruiter rating is an optional field, where the recruiter can rate the quality of the referral in a custom field “Firstbird Rating” (single select, custom_fields → firstbird_rating) in Greenhouse, which is synchronized at 60  minutes intervals with plus points rating in Employee Referrals based on the following logic:

Greenhouse Employee Referrals

1 plus point

1 plus point

2 plus points

2 plus points

3 plus points

3 plus points

 

5. Application Status Import from Greenhouse to Employee Referrals

The status of an application in Employee Referrals is synchronized at 60 minutes intervals with the workflow in Greenhouse. The goal of the application status synchronization is to close the referral in Employee Referrals when the candidate has reached a final status (“Hired” or “Rejected”) in Greenhouse.

The following status mapping is available by default:

Greenhouse Employee Referrals

Active / Converted

Accepted → In Progress

Hired

In Progress → Hired

Rejected

In Progress → Rejected (without rejection reason)


Important note
: Hiring the candidate in Employee Referrals requires the first day of work. As the integration does not import this date, the 1st of the next month is automatically set as the first day of work.

 

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