Employment Screening Resources (ESR) believes employers deserve a background screening partner that consistently delivers fast, accurate, affordable, and compliant information through an innovative and time-saving solution that supports compliance with ever-changing laws and integration with most HR technology solutions.

Greenhouse Recruiting's integration with ESR enables your company to seamlessly and securely submit background check requests and receive important statuses, flag notifications and view the background check report. In this article, we will cover: 

Note: Before beginning the integration setup, contact Employment Screening Resources Customer Success for the Endpoint URL and Secret Key you'll need to get started. Once you have both of those items, complete the following steps to link your accounts!

 

Configure User Setup Permissions

After you have received your endpoint URL and Secret Key from ESR, contact a Greenhouse Recruiting user in your organization with Site Admin level permissions with the additional user-specific permission Can edit another user's advanced permissions.

Have the user with Site Admin level permissions edit your user account's permissions by navigating to the Configure icon Configure.png > Users > Your Name.

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The user with Site Admin level permissions should navigate to the Permissions panel on your user page and expand the Developer Permissions dropdown menu. 

Select the following permissions so a check is in each box:

  • Can manage custom fields
  • Can manage and configure web hooks 

When finished, click Save.

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Repeat as necessary for any other user who should have access to set up the integration.

Note: If your organization intends to enable the optional Harvest API key, the user enabling the Integration must also be assigned the Developer permission Can manage ALL organization's API Credentials.

 

Enable the Greenhouse Recruiting / ESR Integration

With ESR’s Endpoint URL and Secret Key copied, and your Greenhouse Recruiting user permissions enabled, you are ready to enable the Greenhouse Recruiting / ESR integration.

To enable the integration, click the Configure icon Configure.png in the upper right-hand corner and navigate to Dev Center on the left-hand panel. From the Dev Center page, click Web Hooks

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Click Web Hooks from the subsequent page.

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On the Create A New Web Hook page, provide the following details:

  • Name: ESR Background Check Integration
  • When: Candidate has been hired
  • Endpoint URL: https://esrcheck.com/app/services/greenhouse.aspx
  • Secret Key: Provided by ESR 

Click Advanced settings... and provide the following details:

  • Username (ESR will provide): 1688:greenhouse (ESE Account ID: admin username)
  • Password (ESR will provide): xyz123$%

When finished, click Create Web hook.

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That's it! Your Greenhouse Recruiting account and ESR account can now talk to each other. These settings dictate execution of the ESR web hook once a user marks a candidate as hired in Greenhouse Recruiting.

 

Configure Custom Offer Field

Now that your Greenhouse Recruiting account is connected to ESR via via web hook, you will create a custom offer field to add the candidate's ESR Background Check package. 

From your Greenhouse Recruiting dashboard, click the Configure icon Configure.png in the upper right-hand corner and navigate to Custom Options on the left-hand panel. From the Custom Options page, click Offers under the Company Custom Fields section. 

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From the Custom Fields: Offers page, click Add Field

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From the New Offer Field page, provide the following details: 

  • Field Name: ESR BGC Package
  • Field Type: Single select
  • Options: Separate Package ID and Package Name with a colon. Below are sample packages. 
    • 5813: Standard Employee Package
    • 5912: Standard + Driver Package
    • 5968: Standard + Credit Package
  • Check the box for Create new email token

Click Save when finished, then confirm the Immutable Field Key is shown as follows: esr_bgc_package. 

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Optional: Create Harvest API Key for the Greenhouse Recruiting / ESR Integration

Note: This step is optional and should be configured for clients who want ESR to post background check statuses (New, In Progress, Completed), score (flagged for review or clear), and the link to the report. Only individuals with an ESR user account will be able to view the report in Greenhouse Recruiting.

To create a Harvest API key, you must have the developer permission Can manage ALL organization's API credentials

To create a Harvest API key for the integration, click the Configure icon Configure.png in the upper right-hand corner. Navigate to Dev Center on the left-hand panel. From the Dev Center page, click API Credential Management.

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From the API Credential Management page, click Create New API Key to generate the API key for ESR.

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In the Create New Credential dialog box, make the following selections:

  • API Type: Harvest
  • Partner: ESR
  • Description: ESR Post Back

When finished, click Manage Permissions to generate the Harvest API key and automatically assign it the appropriate permissions required by ESR.

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In the subsequent dialog box, click Copy to save your API key to your clipboard. Store the API key in a secure location to provide to ESR in the next step. Click I have stored the API Key once you have copied and saved the key.

Note: You cannot access the full API key again after clicking I have stored the API Key. If you lose your API key and need to access it later, you must create a new API key, provide it to the integration partner, and then revoke access to the original key.

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On the subsequent page, confirm the following permissions are assigned to your new API key:

  • Activity Feed
  • Candidates

If any of the permissions above are not checked, place a check in the box next to the appropriate permission. Click Save when finished. 

Your Harvest API key for the Greenhouse Recruiting / ESR integration is created and configured.Provide the Harvest API key to your ESR onboarding team to finish this part of your account configuration.

 

Place Background Check Order

In Greenhouse Recruiting, create the offer of employment and select the appropriate background screening package from the Create Offer dialog box.

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Mark the candidate as hired after the offer is accepted. The integration will push candidate-provided information to ESR.

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The candidate will receive an invitation to engage the ESRCheck® Applicant Portal. Any information transferred over as part of the integration will pre-populate in the ESRCheck® Solution. The candidate will be presented with required legal disclosures and will provide authorization to conduct the background check. ESR's applicant portal will collect any additional information not transferred over that is needed to conduct the background check. 

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