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:
- Create a Greenhouse API key
- Install the Greenhouse integration app
- Set up the API connection
- Configure the flow of job data
- Set up the flow of new hire data
- Configure outbound group job openings
ATS integrations are typically done with help from ChartHop's professional services. Contact your implementation specialist before beginning these steps.
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.
Field name | Value |
|---|---|
API type | Harvest |
Partner | ChartHop |
Description | Leave this blank |
Once you create your Harvest API key, a set of permissions are applied to the connection by default. Leave all options as their default settings.
Once you've created your API key, you can install the Greenhouse integration app.
To install the Greenhouse integration app:
- From the left sidebar, select Apps & Bundles.
- From the sub-menu, select Apps.
- Select the Availible Apps tab.
- Scroll the list down to the Greenhouse app.
- 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 Connection section of the Settings Tab of the app.
Using the following fields, add both your Greenhouse Domain and Harvest API Key:
Field | Description |
|---|---|
Greenhouse subdomain | The subdomain used by your Greenhouse instance. For example, if your domain is called: myorg.greenhouse.io, then your subdomain would be “myorg”. |
Harvest API Key | The Harvest API key generated in Greenhouse. |
Once you establish your API connection, you can configure the type of job data flow that the integration runs.
Select your sync direction & source of truth
When setting up your integration, you can choose the primary source of truth when referencing new job data. An outbound job data flow sets ChartHop as the source of truth, whereas, an inbound job data flow sets Greenhouse as the source of truth.
To select your Greenhouse integration’s sync direction:
- From the left sidebar, select Apps & Bundles.
- From the sub-menu, select Apps.
- Select the Installed Apps tab.
- Scroll the list down to the Greenhouse app.
- Select the Greenhouse app.
- From the ChartHop Greenhouse app settings page, scroll down to the Basic Settings section.
- Select one of the two options:
- Outbound - ChartHop as source of truth. Active open jobs in ChartHop will be pushed to Greenhouse.
- Inbound - Greenhouse as source of truth. Active jobs in Greenhouse will be imported from to ChartHop.
Depending on the type of job data flow you choose, you may enable specific configurations to match your desired setup.
Setting | What it does | Notes |
|---|---|---|
Run Daily | When turned on, it will syncs data every morning. When enabled, regardless of data direction, job-related candidate metrics are pulled on a daily basis every morning. For customers on the inbound job data flow direction, this also causes the inbound job data flow to run on a daily basis every morning. When turned off, syncs will only run manually or based on events depending on other settings. | Recommended for most setups. |
Sync on change | Syncs immediately when a change to a linked open job is made or a new job becomes active. | Only availible for Outbound syncs |
Reconciliation | Reconciliation When enabled, reconciles Greenhouse role and field data with ChartHop, treating ChartHop as the source of truth. For example, if an open job exists in ChartHop but not in Greenhouse, a matching req is created in Greenhouse. Reconciliations can either happen on an ad-hoc basis or on a daily basis if the Run daily option is enabled. | Only availible for Outbound syncs |
Default location if not provided | When set to Remote, newly synced records that are not assigned a location are assigned the value "Remote" for their Location. | |
Job matching settings allow you to configure how ChartHop Jobs are automatically matched to Greenhouse Jobs and vice versa.
Field | What it does |
|---|---|
Match by job codes first | When enabled, it matches ChartHop Jobs with existing Greenhouse Jobs via the Requisition ID in Greenhouse (if the Requisition ID matches the ChartHop Job Code). If no match is found via Requisition ID (Greenhouse) and Job Code (ChartHop), then the integration continues to attempt to match based on the chosen “Group Job Openings” option. |
Group Job Openings | The fallback method for matching on a job is:
|
Title matching advanced settings | Two options that are used for specific title matching formatting options |
If it matches to a closed job, what should happen? | The logic for matching for closed jobs:
|
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.
All new hire webhook job data flows are inbound (Greenhouse to ChartHop).
To configure the new hire webhook job data flow, follow the steps below.
In ChartHop:
- From the left sidebar, select Apps & Bundles.
- From the sub-menu, select Apps.
- Select the Installed Apps tab.
- Scroll the list down to the Greenhouse app.
- Select the Greenhouse app.
- From the ChartHop Greenhouse app settings page, copy the secret key value under New Hire Webhook.
In Greenhouse:
- Enter the required information using the table below:
Field | Value |
|---|---|
Name this webhook | charthop-hire |
When | Candidate has been hired |
Endpoint URL | https://webhook.charthop.com/v1/webhook/app/greenhouse/5a12dddd6f2b8f0e63fc8e64/5b15fbf1bd35a93451fc5df3 |
Secret Key | [Obtained above] |
Error recipient email | |
Disabled | No |
Save the web hook when you are done.
