Setting up the Greenhouse integration

This section covers the process of setting up the ChartHop Greenhouse integration app which allows you to migrate your job data between Greenhouse and ChartHop.

Setting up the ChartHop Greenhouse integration app requires the following steps:

1. Create a Greenhouse API key
2. Install the Greenhouse integration app
3. Set up the API connection
4. Configure the flow of job data

5. Set up the flow of new hire data

6. Configure outbound group job openings

In order for ChartHop to access your organization's Greenhouse recruiting data, you need to create an API key to provide to ChartHop.

You use Greenhouse to create this API Key. The user that you use to create the API key must have the Can manage ALL organization’s API Credentials permission in Developer permissions. You can work with your Greenhouse administrator if you have questions. 

To create your API key, follow the steps outlined in the Greenhouse API Documentation.

Use the Greenhouse instructions to create your API key and enter the following values when creating the key.

Once you've created your API key, you can install the Greenhouse integration app.

 To install the Greenhouse integration app:

1. Navigate to Apps from the settings (gear) menu in the left side bar.
2. Select the All Apps tab.
3. Scroll the list down to the Greenhouse app.
4. Select Install.

Select Install from the app install page.

To allow ChartHop to access your Greenhouse data, enter your Greenhouse API credentials in the proper fields in the Settings section of the app.

Using the following fields, add both your Greenhouse Domain and Harvest API Key:

Once you establish your API connection, you can configure the type of job data flow that the integration runs. 

When setting up your integration, you can choose the primary source of truth when referencing new job data. Selecting ChartHop results in an outbound job data flow where ChartHop is the source of truth, whereas, selecting Remote System (Greenhouse) results in an inbound job data flow where the ATS is the source of truth.

To select your Greenhouse integration’s source of truth:

1. Navigate to Apps from the settings (gear) menu in the left side bar.
2. Select the All Apps tab.
3. Scroll the list down to the Greenhouse app.
4. Select the Greenhouse app.
5. From the ChartHop Greenhouse app settings page, scroll down to the Source of Truth section.
6. Select one of the two options:
   1. ChartHop - ChartHop is the source of truth and the integration is configured to run an outbound job data flow.
   2. Remote System (Greenhouse) -  Greenhouse is the source of truth and the integration is configured to run an inbound job data flow.

You can configure the Greenhouse integration app to handle two types of data migrations (job data flows) between ChartHop and Greenhouse. Depending on the type of job data flow you choose, you may enable specific configurations that may either be required or optional and yet, recommended.

These are the required and recommended configurations for each job data flow:

To and change the configuration options for your Greenhouse integration:

1. Navigate to Apps from the settings (gear) menu in the left side bar.
2. Select the All Apps tab.
3. Scroll the list down to the Greenhouse app.
4. Select the Greenhouse app.
5. From the ChartHop Greenhouse app settings page, scroll down to the Other Options section.
6. Select from the following configuration options described in the table below.

After you select the integration’s source of truth, you can select additional options to further customize and configure the integration. 

You can use the new hire webhook job data flow to bring new hires from Greenhouse to ChartHop when the candidate is marked as “Hired” in Greenhouse, along with their relevant personal information, such as address, phone number, and email.

New hire webhooks are not processed if the person being hired already exists in ChartHop, even if they aren’t actively in a role. This means that we cannot support (via new hire webhooks):

• Internal transfers
• Re-hires

Only the first new hire webhook for a job in ChartHop is supported.

• For example,  if you update an offer packet and rehire the candidate in Greenhouse, the updated information are not processed in ChartHop unless the new hire in ChartHop is removed first.

A new hire webhook is not processed if the job does not exist in ChartHop.

To configure the new hire webhook job data flow, follow the steps below.

In ChartHop:

1. Navigate to Apps from the settings (gear) menu in the left side bar.
2. Select the All Apps tab.
3. Scroll the list down to the Greenhouse app.
4. Select the Greenhouse app.
5. From the ChartHop Greenhouse app settings page, copy the secret key value under Webhook Setup.

In Greenhouse:

1. Follow the instructions in Greenhouse to enable your web hook.
2. Enter the required information using the table below:

Save the web hook when you are done.

ChartHop offers a few ways to group job openings under one job in Greenhouse. As an example, ChartHop jobs can be grouped under the same Greenhouse job as different openings.

To configure your group job openings, follow these steps below:

1. Navigate to Apps from the settings (gear) menu in the left side bar.
2. Select the All Apps tab.
3. Scroll the list down to the Greenhouse app.
4. Select the Greenhouse app.
5. From the ChartHop Greenhouse app settings page, scroll down to Group Job Openings.
6. From the Group Job Openings section, you can select between the following grouping types: 
   • Title - Matching on Job Title groups all roles opened in ChartHop under the Greenhouse job that has the same title.
   • Title and Location - Matching on Job Title AND Location groups all roles opened in ChartHop under the Greenhouse Job with the same title and location.
   • None - When this is selected, a new Greenhouse Job is created for each ChartHop job, and no ChartHop job is created as openings underneath existing Greenhouse Jobs.