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Sterling (formerly TalentWise)

Greenhouse Recruiting's integration with Sterling allows your organization to initiate orders for background screenings, check the status of orders, and view screening results right within Greenhouse Recruiting. Greenhouse Recruiting has integrated support for background screenings through the Sterling ScreeningDirect and SterlingONE platforms.

In this article, we will cover: 

 

Enable the Greenhouse Recruiting / Sterling Integration

Note: Enabling the Greenhouse Recruiting / Sterling Integration follows the same process for either Sterling platform, but your organization's credentials will connect you to either ScreeningDirect or SterlingONE.

To implement the integration, contact your Sterling Account Manager to obtain your organization's credentials for the integration. You will need the following credentials from Sterling: 

  • Account 
  • Password
  • Clientid
  • Authkey

Once you have received the credentials listed above, click here to open a ticket with the Greenhouse Support Team. 

Note: Do not send the credentials in this initial email.

The Greenhouse Support Team will respond with a SendSafely link for you to provide the credentials. A notification will be sent to the Greenhouse Support Team after you have entered the credentials, and they will email you to confirm your credentials have been set up in your account and your integration is enabled.

Note: To verify your identity, the Greenhouse Support Team might request you provide a Support Verification Code before adding the credentials to your organization's account.

Once the integration is configured, the Private tab on the candidate profile page will contain an Export To Sterling button where you can initiate orders for background screenings, check the status of existing orders, and view background screening results.

 

Initiate an Order for a Background Screening

Note: To initiate an order or check the status of an order, a user must be a Job Admin or Site Admin with the additional permission Can see private notes, salary info, manage offers, request approval, and approve jobs/offers

To initiate an order for a background screening at any time, click the Private tab on a candidate's profile page. Click Export to Sterling in the Background Check panel, and Greenhouse Recruiting will send the candidate's first and last names, email address, and phone number to Sterling. 

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Click Complete Report, which will automatically redirect you to the Candidate View in Sterling where you can proceed with completing and submitting the order. 

Note: To check the status of the order in Greenhouse Recruiting at any time during the screening process, navigate to the candidate's profile > Private tab > Background Check panel. 

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In Sterling, you will be prompted to enter additional information for the background check order and submit for the invitation to be sent to the candidate. 

ScreeningDirect: 

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SterlingONE: 

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Once the screening is complete, return to the candidate's profile in Greenhouse Recruiting > Private tab > Background Check panel > Result field. 

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Frequently Asked Questions 

ScreeningDirect

Does background check information stay on a candidate’s profile permanently or are there cases where it will be deleted?
Each background check report is a standalone unit; Sterling does not maintain a running profile on an individual. Each report remains on record for 7 years. In some cases, it may be deleted earlier, either because deletion is required by applicable local law, or because the deletion is requested by the candidate or the end user of the report and Sterling is not subject to a legal or third-party obligation to retain the order.

Who is notified by Sterling when a background check is complete and how are they notified? Do you have example screenshots of this?
Once the background check is completed, the recruiter will be notified in the Greenhouse platform. Anyone on the Cc or Bcc lines and/or distribution list will also be notified of the completed status. The candidate can request a copy of their background report. If the candidate requests a copy of their background report, it will be sent via email. If the candidate has opted into receiving SMS, the candidate will be notified via email and SMS.

Does the integration support international background checks?
International background checks are supported on the ScreeningDirect platform, but there are some language and jurisdiction limitations. For more information regarding these limitations, please contact Sterling.

What permissions does a user need to export a candidate to Sterling?
User permissions are controlled by the employer and account settings, order rules and security policies.

What permissions does that user need to view the results in Sterling?
Permissions are controlled by the employer and account settings, order rules and security policies. Sterling will post back the overall status to Greenhouse for all orders. The viewing rights within Greenhouse are not controlled by Sterling.

 

SterlingOne

Does background check information stay on a candidate’s profile permanently or are there cases where it will be deleted?
Each background check report is a standalone unit; Sterling does not maintain a running profile on an individual. Each report remains on record for 7 years. In some cases, it may be deleted earlier, either because deletion is required by applicable local law, or because the deletion is requested by the candidate or the end user of the report and Sterling is not subject to a legal or third-party obligation to retain the order.

Who is notified by Sterling when a background check is complete and how are they notified?
Status notifications are delivered to the initiator of the screening report, and distribution lists can be configured to include additional recipients. From a candidate perspective, status notifications are also available, including a notification when the background report is complete. Candidates can retrieve a copy of their report in the Candidate Portal. Sterling not support SMS text message notifications.

Does the integration support international background checks?
International background checks are supported on the SterlingONE platform, but there are some language and jurisdiction limitations. For more information regarding these limitations, please contact Sterling.

What permissions does a user need to export a candidate to Sterling?
User permissions are controlled by the employer and account settings, order rules and security policies.

What permissions does that user need to view the results in Sterling?
Permissions are controlled by the employer through User Settings. This can be accessed directly in SterlingOne through Admin, User Settings lists.