Mixmax is a feature rich application that allows for personalized communication and automation to elevate the candidate experience. Greenhouse Recruiting's integration with Mixmax allows your organization to bring Mixmax functionality into Greenhouse. In this article, we will cover:

Note: Please contact Mixmax Sales to request access to this integration.


Greenhouse/Mixmax Integration Overview 

When Greenhouse Recruiting's integration with Mixmax, your organization can:

  • Sync all your emails to Greenhouse Recruiting (including messages sent on mobile!)
  • Sync all your meetings to Greenhouse Recruiting
  • Send a prospect an email when they apply
  • Remove a candidate from a Mixmax Sequence when they are hired / not hired
  • Send a congratulatory email to a candidate that is hired
  • Send yourself an SMS notification on changes to applications that you are hiring for

The above features are enabled from within the MixMax application using Mixmax Rules.


Configure User Setup Permissions in Greenhouse Recruiting 

Note: The following section is intended for the user who will create the Harvest API key necessary to enable the integration. 

In order to create a Harvest API key for the Greenhouse/Mixmax integration, you will need the developer permission Can manage ALL organization’s API Credentials.

Contact a Greenhouse user in your organization with Site Admin level permissions with the additional user-specific permission Can edit another user's advanced permissions to apply the API credential management permission to your account. 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.


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 Can manage ALL organization’s API Credentials so that a check is in the checkbox. When finished, click Save.



Create a Harvest API Key for the Greenhouse/Mixmax Integration

To create a Harvest API key for 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 API Credential Management.


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


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

  • API Type: Harvest
  • Partner: Mixmax
  • Description: Mixmax Harvest API Key

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


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 Mixmax 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.


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

  • All permissions

Note: By allowing Mixmax to access all endpoints, you are granting Mixmax with access to all of your organization's Greenhouse Recruiting data.

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 / MixMax integration is created and configured.


Enable Greenhouse/Mixmax Integration

Once the Greenhouse Harvest API key is copied, navigate to your Mixmax Settings - Integrations page.

Find Greenhouse on the subsequent list and click Connect Greenhouse.

Input the copied Greenhouse Harvest API key in the provided space. Click Save when finished.

Your Greenhouse Recruiting account is now integrated with Mixmax.



Sync Emails to Greenhouse Recruiting

This section how to set up Greenhouse Recruiting so whenever you send an email, it will add a note to the candidate in Greenhouse Recruiting.

  1. Open Mixmax Rules and click New Rule.
  2. Enter anything for the title.
  3. Under When, select I send an email.
  4. Under Then, select Sync to Greenhouse.


Mixmax will now post a note to the candidates's Activity Feed when you send the candidate an email (on your mobile phone too!):                  

Tip: If you would like to also sync incoming emails, you can set up a similar rule for "I received an email" (under When).


Sync Meetings to Greenhouse Recruiting Candidates 

  1. Open Mixmax Rules and click New Rule.
  2. Enter anything for the title.
  3. Under When, select a meeting is confirmed.
  4. Under Then, select Sync to Greenhouse.

Mixmax will now post a note to the candidates' Activity Feed when a meeting is scheduled. 


Sync Sequences to Greenhouse Recruiting

  1. Open your Settings in Mixmax
  2. Click Log to Greenhouse



Remove Candidates from Mixmax Sequences When Hired 

  1. Open Mixmax Rules and click New Rule.
  2. Enter anything for the title.
  3. Under When, select Greenhouse: when a candidate has been hired. Follow the additional instructions to set up the Greenhouse webhook. 
  4. Under Then, select Remove them from a sequence.