HiBob is a cloud-based global HR platform that enables your organization to manage employee data and automate HR tasks.
HiBob's workforce planning integration with Greenhouse allows you to create new jobs or Job openings in Greenhouse Recruiting from workforce planning in Bob.
Note: This integration is only available for people who have purchased the Bob workforce planning module. To learn more, see workforce planning.
Enable the integration
Create a Harvest API key
Follow the steps in this article to create a Harvest API key in Greenhouse Recruiting, and verify that the permissions below are selected when configuring the Bob workforce planning integration.
In the Create New Credential box, make the following selections:
- API Type: Harvest
- Partner: bob
- Description: bob workforce planning
Verify that the following permissions are selected for the integration:
Jobs
- GET: Retrieve job
- POST: Get job
- PATCH: Update job
Custom fields
- GET: Custom fields
Job openings
- POST: Create openings
- PATCH: Edit openings
Departments
- GET: List departments
- GET: List offices
Once you've created your API key, copy the key to a secure location for use in a later step.
Select an integration user
Next, create a user to serve as an integration system user (ISU), or select an existing user to authenticate requests from the Bob integration. Find the Greenhouse Recruiting user ID of the user you wish to use, and copy the user ID to a secure location for use in the next step.
Set up in Bob
Bob's workforce planning integration with Greenhouse Recruiting ensures that after you add a position in Bob, you can add a new job opening in Greenhouse Recruiting using the same position ID. You can choose to add a job opening within an existing Greenhouse Recruiting job, or create a new job and add an opening to it.
To set up the integration in Bob, log in and click the workforce planning tab. From the left, navigate to Settings > Integrations > Recruitment > Greenhouse > Workforce planning.
Click Connect to Greenhouse.
Enter the Harvest API key and the Greenhouse Recruiting user ID copied from the earlier step.
Select one or both types of sync methods:
| Create a job opening | People will be able to create a new job opening within an existing job in Greenhouse Recruiting. |
| Create a job with an opening | People will be able to create a new job in Greenhouse Recruiting, with a new job opening on the job. |
Note: With both sync options, the new job opening in Greenhouse Recruiting will be linked to the position in Bob, with the same position ID.
Click Connect.
In job opening data mapping, map as many Bob position attributes to Greenhouse Recruiting fields as required, and click Save.
If create a job with an opening was checked in job data mapping, map as many Bob position attributes to Greenhouse Recruiting job fields as required, and click Save.
Map data for jobs and openings
The process of mapping data is the same for both job opening data mapping and job data mapping. You can either map individual Bob position attributes or create a formula to map a combination of attributes to any of the Greenhouse Recruiting fields.
Click the Edit icon.
Click + Add attribute.
In the mapping type column, select either Attribute or Formula.
In the Bob position attributes column:
- If attribute was selected in the mapping type column, select one Bob attribute.
- If formula was selected in the mapping type column, select multiple Bob attributes and insert any required text between the fields.
In the Greenhouse field column, select the Greenhouse Recruiting fields that the Bob attribute or formula will be mapped to.
Click + Add attribute to add another row.
Click Save.
Note:
- In job opening data mapping, by default position ID in Bob is mapped to the opening ID in Greenhouse Recruiting. This mapping is mandatory and cannot be changed or deleted.
- If a Greenhouse Recruiting field has been marked as mandatory, the Greenhouse field column will be greyed out and cannot be changed.
- If you map Greenhouse Recruiting's department ID and office ID fields to fields in Bob, the values in Greenhouse Recruiting must exactly match the values in the Bob field (type: list).
- You can only map Greenhouse Recruiting's external department ID and external office ID fields to Bob if they appear in your Greenhouse Recruiting account. If you map these fields to Bob, you need to explicitly set the mapping on the Greenhouse Recruiting side.
Use the Bob workforce planning integration
Once the integration is enabled, after you have created a position you can open it as a job opening or a job in Greenhouse Recruiting, depending on the boxes checked during the integration setup.
In Bob, from the left menu, select Planning > Position management.
Click on the position or check the box at the start of its row. You can also select multiple positions if you want to open multiple job openings with the same job.
Click Actions.
If both create a job opening and create a job within an opening were selected during the integration setup, hover over Open in Greenhouse.
- To open a job opening within an existing job in Greenhouse Recruiting, select Match to existing job.
- To open both a new job opening and a job in Greenhouse Recruiting, select Create new job.
If only one of the options was selected during the integration setup, click Actions > Open in Greenhouse.
- To open a job opening, select the job in Greenhouse Recruiting for the position and click Apply.
- To open a new job with a job opening inside it, select the job template in Greenhouse Recruiting for this position and click Apply.
The recruitment status in workforce planning for this position will be set as open, and the job opening will be opened in Greenhouse Recruiting with the position ID as the opening ID.
View synced positions in workforce planning
Each time you select Open in Greenhouse for one or more positions in workforce planning, the positions will be added to the synced positions list on the Greenhouse Recruiting integration page. If the sync is successful it will show a completed status. If the sync was unsuccessful, it will show the sync failed, and you can hover over the tooltip for error details.
Additional resources
For additional information or troubleshooting not covered here, reach out to your company's bob account team.