ClearStar provides employers and companies across the globe with pre-employment background check software, screening services, and tools they need to quickly, easily, and confidently welcome new individuals to their team.
Greenhouse Recruiting’s integration with ClearStar streamlines the background screening process for recruiters and candidates, allowing users to source, access, engage, and track candidates from ClearStar.
Set up the ClearStar integration
Create a Harvest API key
To configure the ClearStar integration, you’ll need to create a Harvest API key.
Follow the steps in this article to create the key, and verify that the permissions below are selected when configuring the Clearstar integration.
Credentials
In the Create New Credential box, make the following selections:
- API Type: Harvest
- Partner: Clearstar (optional)
- Description: ClearStar Harvest API Key
Permissions
Verify that the following permissions are selected for the ClearStar integration:
Candidates:
- DELETE: Delete Candidate
- GET: Retrieve Candidate
- GET: List Candidates
- PATCH: Edit Candidate
- POST: Add Candidate
- POST: Add Note
- POST: Add E-mail
- POST: Add Attachment
- POST: Add Application
- POST: Add Education
- DELETE: Delete Education
- POST: Add Employment
- DELETE: Delete Employment
- PUT: Anonymize Candidate
- PUT: Merge Two Candidates
Offers:
- GET: List Application’s Offers
- GET: Retrieve Application’s Current Offer
- GET: Retrieve Offer
- GET: List Offers
- PATCH: Update Application’s Current Offer
Activity Feed:
- GET: Retrieve Activity Feed
Jobs:
- GET: Retrieve Job
- GET: List Jobs
- PATCH: Update Job
- POST: Create a New Job
- GET: Get Hiring Team
- POST: Add Hiring Team Member
- DELETE: Remove Hiring Team Member
- PUT: Replace Hiring Team Member
When finished, click Save.
Your Harvest API key for the ClearStar integration is created and configured. Copy the API key to provide to ClearStar in the next step.
Configure a webhook
To integrate ClearStar with Greenhouse Recruiting, you’ll need to create a webhook. Follow the steps in this article to create your webhook.
Use the values listed below to configure the webhook:
- Name: ClearStar Web Hook API
- When: Candidate has been hired
- Endpoint URL: The Endpoint URL provided by ClearStar
- Secret Key: The Secret Key provided by ClearStar
- Basic Authorization Credentials (in Advanced Settings): Username & Password for the integration. ClearStar will provide these credentials; note the password will always be hidden.
Create a background check package and complete setup
You'll also need to create a background check package in Greenhouse Recruiting to use the integration. The background check package will need to be created as a custom field.
To create a background check package, navigate to Configure > Custom Options and then, click Offers.
On Manage Offer Fields, click Add Field and enter the following information:
- Field Name: ClearStar_BGC_Package
- Description (optional): ClearStar Package
- Field Type: Single Select
- Options: Enter the package values supplied by ClearStar
Click the box next to Required, then click Save.
Use the ClearStar integration with Greenhouse Recruiting
Configure candidate education and employment fields
ClearStar retrieves the candidate’s data and populates it into the ScreenMeNow application, giving the candidate a seamless and efficient process. Education and employment history are retrieved from the candidate’s Greenhouse Recruiting candidate details.
Note: Employment fields must be turned on for your Greenhouse Recruiting instance by a Greenhouse CSM. This is not a default feature in Greenhouse Recruiting and must be requested.
If this setting is not turned on in your Greenhouse Recruiting instance, the candidate will need to enter their past employment details during their application process.
Submit a background check order
Note: All users who plan on utilizing the ClearStar integration must have permissions configured to:
- View and edit offers, approve/request approval on offers, and advance candidates/prospects (Job Admins)
- See private notes and salary info, manage offers, request approval, and approve jobs/offers (Site Admin)
To submit a candidate for a ClearStar background check, you'll need to first mark the candidate as hired.
To begin, navigate to the Candidates tab and search for the candidate. On the candidate's profile, click Move Stage to advance the candidate to the Offer stage.
Next, click Manage Offer and then, click Mark Candidate as Hired.
In the Accept Offer window, select your ClearStar customer account and the background screening package from the dropdown menu options.
When finished, click Save and mark the candidate as hired. This initiates the invite to the candidate, which is sent from ClearStar.
Below is a sample email:
Review the status of a background check
All background screening information is housed in the candidate’s Activity Feed.
- Once the candidate has completed their portion of the background screening application, the ClearStar Report Status updates to In Progress-Vendor.
- Once the screening is completed, the Report Status updates to Complete or Complete – Review (if the profile is flagged).
- If your organization is using the ClearStar scoring matrix, the statuses could be Complete – Eligible, Decisional, or Not Eligible.
The completed report is available in the report link. Clicking on the report link takes you to ClearStar’s secure portal so you can sign in and access the completed report.
Additional resources
For additional information not covered here, reach out to the ClearStar Implementation team: implementations@clearstar.net.