Implementing ChartHop
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Applicant tracking systems
Greenhouse

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

ATS integrations are typically done with help from ChartHop's professional services. Contact your implementation specialist before beginning these steps.

Create a Greenhouse API key

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.

Install the Greenhouse Integration App

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

 To install the Greenhouse integration app:

  1. From the left sidebar, select Apps & Bundles.
  2. From the sub-menu, select Apps.
  3. Select the Availible Apps tab.
  4. Scroll the list down to the Greenhouse app.
  5. Select Install.

Select Install from the app install page.

Set up the API connection

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.

Configure the flow of job data

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:

  1. From the left sidebar, select Apps & Bundles.
  2. From the sub-menu, select Apps.
  3. Select the Installed Apps tab.
  4. Scroll the list down to the Greenhouse app.
  5. Select the Greenhouse app.
  6. From the ChartHop Greenhouse app settings page, scroll down to the Basic Settings section.
  7. Select one of the two options:
    1. Outbound - ChartHop as source of truth. Active open jobs in ChartHop will be pushed to Greenhouse.
    2. Inbound -  Greenhouse as source of truth. Active jobs in Greenhouse will be imported from to ChartHop.

Configure the Greenhouse integration

Depending on the type of job data flow you choose, you may enable specific configurations to match your desired setup.

Basic Settings

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

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
  • Title and Location
  • None — Only matched on Job Codes

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:

  • Re-open job and create new opening
  • Create new job and opening

Set up the flow of new hire data

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).

Copy your generated Secret key to enable your web hook in Greenhouse.
Copy your generated Secret key to enable your web hook in Greenhouse.


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

In ChartHop:

  1. From the left sidebar, select Apps & Bundles.
  2. From the sub-menu, select Apps.
  3. Select the Installed Apps tab.
  4. Scroll the list down to the Greenhouse app.
  5. Select the Greenhouse app.
  6. From the ChartHop Greenhouse app settings page, copy the secret key value under New Hire Webhook.

In Greenhouse:

  1. Follow the instructions in Greenhouse to enable your webhook.
  2. 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.