Once your Greenhouse system is fully configured and your job board integration is live, any applicant that applies online through your careers page will automatically flow through to Greenhouse Recruiting. However, there may be times when you want to manually add candidates or prospects without having them apply on a job board.

See the following sections for more information:

If you need more general information on managing candidates in Greenhouse Recruiting, click here

Add a candidate

In Greenhouse Recruiting, a candidate is someone who applied for the job and is actively in the hiring pipeline. A prospect is someone who has not applied for a job, but you want to nurture the relationship with the individual encourage their application. 

To add a new candidate, select the Add icon Icon_-_Add.png in the top right corner of the page.

Select Add a Candidate. 


Select the Job for the candidate. If needed, you can select the Initial Stage to place the candidate in the correct place in interview process.

Enter the candidate's information in the fields. Any required fields will be marked with an asterisk (*). 

Note: You can upload a candidate's resume to have Greenhouse Recruiting automatically enter some candidate information for you. Click here for more information.

Upload any documents for the candidate at the bottom of the page. 


Select Add this candidate. The new candidate will be added to the selected job to continue in the interview process.


Note: Select Follow this candidate under the Name & Company section to receive updates when the candidate advances to a new stage in the interview process or undergoes a status change (such as being marked as "Hired" or "Rejected")



Parsing resumes

If you do not want to type out all the information for a candidate, you can upload their resume to be automatically processed (or "parsed") by Greenhouse Recruiting.

To automatically process a resume, click and drag the file into the top left corner on the Candidate page. You can also click Choose File to locate an upload a file.


Wait for Greenhouse Recruiting to process the resume. When it's finished, verify that the candidate's information is correct. Embedded images or other resume layouts may cause the candidate's information to be uploaded incorrectly.

When everything looks good, click Add this candidate.

Note: After uploading a resume, you may still have to complete some required fields for the candidate's record. These required fields are chosen by your organization. 


Add a prospect

Prospects, unlike candidates, are not tied to a specific job. When you identify a prospect, it represents an individual who is not applying to a job, but instead is maintaining a relationship with the recruiter in hopes they will eventually apply.

You can upload a prospect by selecting the tab at the top of the Candidate page. 


Adding a prospect is exactly the same as adding a candidate, except you can add a prospect to multiple jobs, departments, or offices.


However, the workflow for adding a prospect is identical. See the section above for more information on adding a new candidate. 


Upload candidates with email

If you don't want to parse resumes through the Candidates page, you can also send candidates to Greenhouse Recruiting through email to be automatically processed through Maildrop. Maildrop works best when you're consistently receiving candidates for the same job post and need to manually add them to Greenhouse Recruiting. 

To add candidates through Maildrop, select Forward Resume via Email on the Candidates page.


Locate the job in the list, and copy the associated email address.


Attach the candidate's resume to a new email, and place the job email address in the "To" field.

Send the email. The candidate will be processed and added to Greenhouse Recruiting. 


Adding multiple candidates through email

Maildrop can also be used to add multiple candidates to a single job post. To add multiple candidates, attach their resumes to an email and write BULK in the subject line of the message.


When the email is sent, the attached resumes will be processed.

Note: To improve performance, Maildrop will process as many attachments as possible in 60 seconds. If all attachments cannot be processed in this time, you will receive an email with a list of the unprocessed candidates.

Typically, 15 to 20 candidates can be processed in 60 seconds. If you have a long list of manually added candidates, you may have to send multiple emails.