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How can I integrate Greenhouse?

Answer

In order to integrate Greenhouse with JOIN, you need a User ID, an API Token, and the subdomain of your Greenhouse career page.

To collect all the information required, please follow the step-by-step instructions below.

Greenhouse integration in 5 steps

Integrating Greenhouse with JOIN only takes five simple steps. We summarized the process for you to keep it as simple as possible and added a slideshow at the bottom of this page to provide visual support for the Workflow in Greenhouse.

Step 1: Configure user setup permissions in Greenhouse

Before creating the necessary API Token, make sure you have "Site Admin" rights. This is also necessary for retrieving your User ID that will be required in JOIN later on.

You may also need to configure the User permissions in Greenhouse first.

  1. Navigate to the Configure icon (gear icon in the top right corner), then click Users > Your name.
  2. At the bottom of the page, in the section "Permissions", check if you already own "Site Admin" rights.

If you do not own the required permissions, please refer to someone in your team who owns Site Admin rights and ask to assign Site Admin Permissions to you as well.

Step 2: Retrieve User ID in Greenhouse

Now that you received the required site admin rights, it's time to retrieve your user ID. This can be done in two simple steps:

  1. Navigate to Configure > Users and click Export to Excel.
  2. In the Spreadsheet, find your personal User ID in the left column named "User ID".

The User ID needs to be added under "ATS Identifier" in your Dashboard later on.

Step 3: Create a Harvest API Key in Greenhouse

Next, you need to create an API-Key in Greenhouse. This is done with the following steps:

  1. Navigate to Configure > Dev Center > API Credentials.
  2. Click "Create New API Key" to generate the required Harvest API key.
  3. Select "Harvest" from the Type dropdown menu.
  4. Select JOIN from the Partner dropdown menu.
  5. Click "Manage Permissions".
  6. Check the boxes for Applications, Candidates, Custom Fields, and Sources.
  7. Click "Save" and, in the dialogue pop up, click "Copy".
  8. Paste the API Key into a document and store it in a secure location.
  9. Click the "I have stored the API Key" button.

Your Harvest API Key for the Greenhouse integration in JOIN is ready to go!

Step 4: Create a Custom Candidate Field (Optional)

Do you want the original source (e.g., LinkedIn, Indeed) of a candidate to be displayed in Greenhouse? Follow these steps to create a custom candidate field as a secondary source:

  1. Navigate to Configure > Custom Options > Company Custom Fields > Candidates.
  2. Click the Add Field button.
  3. Give the custom candidate field a name (e.g., JOIN Original Source)
  4. Select Short textbox from the Type dropdown menu.
  5. Click "Save".
  6. Copy the auto-generated immutable field key from the bottom of the page.

Now, all the keys and information you need from Greenhouse are prepared and in the next step, you simply need to enable the integration within your JOIN dashboard.

Step 5: Add integration data to JOIN 

Almost done! The last step is adding your user ID, API Key, Secondary Source, and your Subdomain to your JOIN recruiter dashboard:

  1. Sign in and, by clicking your name at the bottom on the left of your dashboard, navigate to Company Profile > Integrations > Greenhouse.
  2. Under Subdomain, enter the subdomain of your Greenhouse career page.
  3. Under ATS Identifier, enter your User ID retrieved from Greenhouse.
  4. Under API Token, enter your Harvest API key.
  5. Under Secondary Source, enter the Immutable Field Key from Greenhouse.
  6. Click "Connect" in the upper right corner of the page.

Congratulations, you made it!

Greenhouse integration slideshow

Need some visual support to integrate Greenhouse? Check out our handy slideshow:

Greenhouse Screenshot showing how to navigate to user permissions
Greenhouse Screenshot showing how to check user rights
Greenhouse Screenshot showing how to retrieve user id
Spreadsheet Screenshot showing where to find greenhouse user id
Greenhouse Screenshot showing how to navigate to dev center
Greenhouse Screenshot showing how to create new api key
Greenhouse Screenshot showing how to create new api credential
Greenhouse Screenshot showing how to manage api key permissions
Greenhouse Screenshot showing how to copy harvest api key
Greenhouse Screenshot showing how to navigate to custom field options
Greenhouse Screenshot showing how to add candidate field
Greenhouse Screenshot showing how to safe custom candidate field
Greenhouse Screenshot showing how to copy immutable field key name

Step 1.1: Navigate to User Permissions

Log in to Greenhouse, then click the Configure icon (gear icon in the top right corner) and navigate to Users > Your name.

Step 1.2: Check User Rights Site Admin

In the Permissions section, check if you already own Site Admin rights.

If you do not own them, please ask someone in your team owning Site Admin rights to assign them to you as well.

Step 2.1: Export User ID in Greenhouse

For retrieving your User ID from Greenhouse, navigate to Configure > Users and click Export to Excel.

Step 2.2: Retrieve User ID from Excel Sheet

In the Spreadsheet, you can find your personal User ID in the left column named "User ID" (10 figures).

Step 3.1: Navigate to Dev Center

Time to create the API Key for your Greenhouse integration!

Navigate to Configure > Dev Center > API Credentials using the gear icon top right.

Step 3.2: Create New API Key

Now click Create New API Key to generate the required Harvest API key.

A pop-up window should open.

Step 3.3 - 3.5: Create New API Credential

Within the pop-up window, proceed as follows:

• Select Harvest from the Type dropdown menu.
• Select join.com from the Partner dropdown menu.
• Click Manage Permissions.

Step 3.6: Manage API Key Permissions

You are led to a new page that allows you to assign permissions to your new API Key.

Check the boxes for Applications, Candidates, Custom Fields, and Sources and click Save.

Step 3.7: Copy Harvest API Key

In the dialogue box popping up, you get the chance to copy and paste the API Key into a document.

Click Copy and store it in a secure location!

When done, click the red I have stored the API Key button.

Step 4.1: Navigate to Custom Field Options

For making the original source of a candidate visible in Greenhouse, you need to create a so-called Custom Candidate Field.

Navigate to Configure > Custom Options > Company Custom Fields > Candidates.

Step 4.2: Add Candidate Field

Click the Add Field button. You will be led to a new page where you can provide a field name and type.

Step 4.3 - 4.5: Configure Custom Candidate Field

Give your custom candidate field a name (e.g., JOIN Original Source), then select Short textbox from the Type dropdown menu and click Save.

Step 4.6: Copy Immutable Field Key Name

At the bottom of the page, you will find the new auto-generated Immutable Field Key. Copy the content of the field.

Now it's time to add everything in you JOIN Recruiter dashboard!

Written by

Sarah Heßler

Updated 06/02/22