Namely is a human resources software company that builds HR for humans. Namely provides HR professionals with the technology, data, and support they need to help employees thrive.
Greenhouse Recruiting's integration with Namely allows you to feed hired candidates from Greenhouse Recruiting directly into Namely. In this article, we will cover:
Note: If you previously enabled the Greenhouse Recruiting / Namely integration and wish to update to the most current version of the integration, navigate to your Greenhouse Recruiting Integrations page to disconnect the integration before following the steps outlined below.
Enable Greenhouse Recruiting / Namely Integration in Namely
Follow the steps below to enable the integration on Namely's platform.
Create Custom Field in Namely
Begin by navigating to the Namely platform and creating a new custom field named greenhouse_id to help prevent duplicate imports. From the Namely platform, navigate to Company > Settings > Profiles Fields (Under Employee Data). Scroll to the bottom of the General section and click Add New Field.
Provide your new field with a label of greenhouse_id (exactly as shown), and give it a type of Text. If you create the field with a typo, please delete the field entirely and re-create it rather than editing the field name.
Log into Namely Connect
After creating the custom field in Namely, navigate to connect.namely.com. On the first page, type in your company's permalink (<>.namely.com) and click Continue. If you are not logged into Namely on the browser already, you will be prompted to login. If necessary, provide your Namely credentials to login. When prompted, click Accept to authorize Connect.
Confirm Namely Connect Owner is Valid
If your organization is running successful integrations with Namely already, or if you have spoken to someone internally at Namely about this in the past, you can skip this step.
Navigate to View all users at the top of the page. Ensure the person who is selected as the Owner has the access role Administrator and is an active employee in Namely. If the current Owner meets those requirements, you can go back by clicking the Namely logo at the top left of the page.
If you do not see a valid Owner on the list, have someone who meets the requirements noted above login to Namely Connect (this will add that person to the list of names). Once they are on the list, choose that person as the Owner.
Connect to Greenhouse Recruiting
From connect.namely.com, find Greenhouse on the list of integrations and click Connect.
For Name enter Greenhouse, and an API key / Secret Key will be generated for you. Copy the Secret Key and save it in a text document, as you will need this information in later steps.
Click Connect, then save the Endpoint URL from the next page, as you will need this information in later steps as well.
Configure User Setup Permissions in Greenhouse Recruiting
In order to enable the Greenhouse Recruiting / Namely integration, you will need the developer permission Can manage manage and configure web hooks.
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 web hooks permission to your account. Have the user with Site Admin level permissions edit your user account's permissions by navigating to the Configure icon > 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 and configure web hooks so that a check is in the checkbox. When finished, click Save.
In order to create or edit custom fields for the Greenhouse Recruiting / Namely integration, you must also have a Site Admin permission level, or a Job Admin permission level with the additional user-specific permission Can manage custom fields.
Create Namely Web Hook in Greenhouse Recruiting
With your Greenhouse Recruiting user permissions updated, click the Configure icon in the upper right-hand corner. Navigate to Dev Center on the left-hand panel. From the Dev Center page, click Web Hooks.
From the subsequent page, click Web Hooks.
You will be directed to a page where you can create a new web hook. From this Create A New Web Hook page, provide the following details:
- Name: We suggested Namely Integration
- When: Be sure to select the correct action so the web hook fires at the appropriate event in Greenhouse Recruiting [Candidate has been hired]
- Endpoint URL: The Endpoint URL you previously copied and saved from Namely
- Secret Key: The Secret Key you previously copied and saved from Namely
- Error recipient email: Provide the email address of a user who should be notified if an error occurs
- Disable?: Leave this field set as No
When finished, click Create Web hook.
That is it! Your Greenhouse Recruiting account and Namely account can now talk to each other. These settings dictate the execution of the Namely web hook; any time you mark a candidate as hired, the candidate's data automatically will be sent over to Namely! For support, contact your Namely Support Consultant.
Note: Before marking a candidate as Hired, make sure to navigate to the candidate's Details tab and change their email type to Work. Namely needs the address to have this type before it can be pushed over.
Greenhouse Recruiting / Namely Integration Overview and Workflows
The Greenhouse Recruiting / Namely integration feeds candidates from Greenhouse Recruiting to Namely when candidates are marked as hired in Greenhouse Recruiting.
This integration uses a web hook, which means as soon as you click the Mark Candidate as Hired button in Greenhouse Recruiting, the candidate profile automatically flows into Namely (rather than having to complete a manual export as an additional step).
Certain data fields are standard in both Greenhouse Recruiting and Namely, and require no setup by your team. Other fields are standard in Namely but not in Greenhouse Recruiting, and require you to create the fields in Greenhouse Recruiting. Finally, fully custom data fields are supported by the integration, but require you to set up the fields in both Greenhouse Recruiting and Namely. Instructions for these processes are included in this article.
There are two ways candidates from Greenhouse Recruiting can be synced to Namely:
- Candidates can flow to Namely and be created as active profiles, or
- Candidates can flow to Namely as a draft Onboarding session (recommended)
In either process, additional information must be filled out on the candidate's profile once it is created in Namely.
Standard and Custom Data Fields
Standard Fields and Required Fields
The fields listed below are standard fields in both Greenhouse Recruiting and Namely. Data entered in this fields will sync automatically between the two platforms.
- Candidate First Name
- Candidate Last Name
- Candidate Email
- Candidate Address
- Phone Number
- Start Date
- User Status ("Active")
Note: Fields marked with an asterisk (*) are required in Namely, and therefore must be populated when creating a Namely profile. If left empty, the Start Date field will populate with the date the employee was hired in Greenhouse Recruiting. If not all required Email fields are populated, Namely has rules to populate email fields based on which of the required fields are provided. See the image below for an overview of these rules.
Namely Default Fields and Corresponding Greenhouse Recruiting Custom Fields
The data fields in the image below can be populated in Namely via the integration if fields with the exact same name, case-sensitive, are created in Greenhouse Recruiting. If you have altered the names of these fields in Namely, the custom field in Greenhouse Recruiting must be altered as well.
Example: If you wish to sync data to the Namely field called Preferred name, but create a custom field in Greenhouse Recruiting called Preferred Name, data will not sync between the fields as the case does not match. The custom field in Greenhouse Recruiting must be called Preferred name.
The image below provides a list of default Namely fields and guidance on the appropriate corresponding field type to create in Greenhouse Recruiting.
To create a custom field in Greenhouse Recruiting to use for the integration, navigate to the Configure icon > Custom Options > Company Custom Fields section. Select any type of custom field except for Referral Questions.
Sync Additional Custom Fields
In addition to the fields above, most custom fields created in Namely can be synced over from Greenhouse Recruiting if a custom candidate field or custom offer field with the same exact name and type is created in Greenhouse Recruiting. This follows the same overall logic as explained above in the Namely Default Fields and Corresponding Greenhouse Recruiting Custom Fields section. However, in this case, you will need to create a custom field in Namely as well.
Example: If you create a custom field called Best friends in Namely and make it a text box, you must create a case-sensitive custom field in Greenhouse Recruiting called Best friends with a type of short textbox.
The Greenhouse Recruiting / Namely integration supports the following four field types: short textbox, long textbox, single select, number.
Internal Hire Use Case
The Greenhouse Recruiting / Namely integration associates candidates in Greenhouse Recruiting to employees in Namely based on their company email address.
This setting allows you to configure whether you would like previously hired employee profiles in Namely to be updated in response to subsequent hire events from Greenhouse Recruiting. For some clients, enabling this option will support the internal transfer or internal hire use case.
This setting will be turned off by default; if you hire a candidate in Greenhouse Recruiting whose company or personal email address already exists in Namely, you will see a message in the Greenhouse Recruiting sync history or email notification informing you no candidate data was synced.
Please note the following:
- The company email address field in Namely is labeled email.
- The personal email address field in Namely is labeled personal email.
- In Namely, a draft onboarding session is an employee profile that is not fully active yet (i.e. the employee needs to complete onboarding in Namely, which will convert the profile into a fully active one).
The distinction between a profile in the onboarding state versus a profile in an active state is based off the user status field in Namely. Specifically, if the user status is pending, then then the profile will be in onboarding. If the user status is active, then the profile is fully active.
The Greenhouse Recruiting / Namely integration allows users to select whether they want a hired candidate to be pushed into Namely as a draft onboarding session (user status of pending), or as a fully active employee profile (user status of active).