Greenhouse Recruiting to Greenhouse Onboarding integration

Permissions: Owners

Product tier: Available for Greenhouse Welcome and Greenhouse Onboarding subscription tiers

Greenhouse Onboarding integrates seamlessly with Greenhouse Recruiting so that you can onboard your organization's newly hired candidates.

Enable the integration

Contact your Customer Success Manager to integrate your organization's Greenhouse Recruiting account with its Greenhouse Onboarding account.

Configure new hire import rules

Once your organization's accounts are integrated, all candidates marked as hired in Greenhouse Recruiting will be pushed automatically to Greenhouse Onboarding.

Candidate marked as hired in Greenhouse Recruiting with Hired badge highlighted

Your hired candidate will be sent to Greenhouse Onboarding as a pending hire. You can review and manage this pending hire from your Greenhouse Onboarding homepage or the pending hires report.

Hired candidate listed as a pending hire in Greenhouse Onboarding

By default, the integration will import all candidates marked as hired in Greenhouse Recruiting as pending hires into Greenhouse Onboarding. Your organization can update these settings to customize which hired candidates are imported from Greenhouse Recruiting. For example, you can set the integration to send only candidates from specific departments or locations.

Note: If your organization would like to import all hired candidates by default, no further action is necessary. Skip to the next step in your integration setup.

To customize which hired candidates are sent to from Greenhouse Recruiting to Greenhouse Onboarding, navigate to your Greenhouse Onboarding homepage.

Next, navigate to Settings > Data Flow Integrations.

On the Integrations page, click Edit next to your Greenhouse Recruiting integration.

Greenhouse Onboarding Settings with Integrations page opened and Edit button for Greenhouse Recruiting integration highlighted

In the Change Import Settings window, use the provided fields to select the department, location, employment status, or other criteria matches for new hires. Only new hires who match these criteria will be sent to Greenhouse Onboarding.

Change import settings window in Greenhouse Onboarding with new hire matches selected and highlighted

You can also import the following file attachments from Greenhouse Recruiting:

  • Scorecard feedback
  • Resumes
  • Cover letters
  • Offer documents

Toggle on Import file attachments to enable this feature.

Import file attachments toggle turned on in Change import settings window for Greenhouse Recruiting integration with Greenhouse Onboarding

When you're finished, click Save.

Map fields

By default, the following information for each pending hire will be transferred to Greenhouse Onboarding through the integration:

Note: Because offices and departments can be tiered in Greenhouse Recruiting, you'll need to create a custom offer field in order to map new hires' locations and departments in Greenhouse Onboarding.

Convert pending hire process for hired candidate from Greenhouse Recruiting

If your organization wants to transfer additional candidate fields from Greenhouse Recruiting to Greenhouse Onboarding, you'll need to perform a one-time mapping of your desired fields. This allows Greenhouse Onboarding to successfully link candidate information from Greenhouse Recruiting with corresponding fields in Greenhouse Onboarding.

Note: To ensure seamless integration, we recommend setting up your fields in Greenhouse Recruiting before mapping them in Greenhouse Onboarding. Check out the Additional resources section of this article to learn how to set up custom fields in Greenhouse Recruiting.

To begin, navigate to Settings Company Info > Fields.

Click on the field you'd like to map with Greenhouse Recruiting.

On the Edit Field page, use the Greenhouse Recruiting Field dropdown to select a Greenhouse Recruiting field that will be mapped to this field.

Next, check the Required for new hires and/or managers box to require that this field is filled out before your organization can onboard a pending hire.

Note: You can edit who in your organization has access to this field by configuring the user's permissions.

Edit field page in Greenhouse Onboarding Settings with Salary field mapped to Greenhouse Recruiting Salary field

Click Save when you're done. 

This Greenhouse Onboarding field is now mapped to the corresponding Greenhouse Recruiting field. The value from Greenhouse Recruiting, if available, will be pre-filled for any pending hires in Greenhouse Onboarding.

Frequently asked questions

I tried to map fields, but the values from Greenhouse Recruiting aren't being imported into Greenhouse Onboarding. What should I do?

Are you trying to map multiple-choice fields?

If you're mapping a multiple-choice field between Greenhouse Recruiting and Greenhouse Onboarding, all multiple-choice answers in Greenhouse Recruiting must match the answer values in Greenhouse Onboarding.

Example: You're mapping the T-shirt size field in Greenhouse Recruiting, which includes responses of Small, Medium, Large, and Extra-Large. The options for a T-shirt size field in Greenhouse Onboarding must match these exactly. Field mapping won't work if the Greenhouse Onboarding field's responses are S, M, L, and XL.

In addition, text fields can't be mapped to multiple-choice fields (and vice versa). Make sure that your Greenhouse Onboarding fields are set up to match Greenhouse Recruiting fields exactly.

Can I add a custom field group in Greenhouse Onboarding?

Yes! Follow the steps in our Field groups article to learn how you can set this up in Greenhouse Onboarding.

Additional resources

Check out the following resources to learn more about setting up custom fields in Greenhouse Recruiting, which you can use to map to Greenhouse Onboarding fields: