PandaDoc is an electronic signature and document management platform, specializing in multiple use cases, including Recruitment and HR across all company sizes and industries. PandaDoc allows teams to securely create, send and esign HR documents, while enhancing the signing employee and candidate experience.
PandaDoc’s integration with Greenhouse Recruiting allows your team to standardize your hiring documents by adding Greenhouse fields into PandaDoc’s templates so that you can automatically populate the offer and candidate information. It also allows you to effectively create, send, sign and store offer letters either natively from the Greenhouse application, or, from the PandaDoc application
Tip: The PandaDoc for Greenhouse integration requires a paid subscription. Before you follow the installation steps, contact PandaDoc's support for subscription options, a quote and technical support related to the integration.
Create a Harvest API Key
To configure the PandaDoc 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 PandaDoc integration.
Credentials
In the Create New Credential box, make the following selections:
- API Type: Harvest
- Partner: PandaDoc or Unlisted Vendor
- Description: Enter a descriptive name such as “Offer letters esign”
Permissions
Select all available permissions for the PandaDoc integration.
Add the Harvest API key to PandaDoc
Log into PandaDoc and click Settings > Integrations > Greenhouse on the left menu.
Select Connect and add the following details:
- The Greenhouse API key that you have created
- Your email, which must have admin rights in Greenhouse
- Environment: “Production”
Note: To enable the native Greenhouse experience for creating, sending and storing offer letters directly from Greenhouse, without switching to PandaDoc, please contact PandaDoc’s support team, who will help you to securely set up the tailored webhooks and add the offer templates into your Greenhouse instance. PandaDoc support will walk you through the steps in this article to create your webhooks and provide the values needed.
Standardize the offer document workflow
Configure the offer templates
To integrate the templates, open the PandaDoc offer template and in the right editor menu click Apps > Greenhouse.
Connect the recipient roles
Map the candidate’s Greenhouse object to the PandaDoc candidate recipient role, that will allow you to automatically populate the candidate's contact information.
Optionally, you can map the hiring manager and the recruiter objects too.
Add the Greenhouse offer variables
On the right side, in the Greenhouse variable section, search, copy and add the necessary Greenhouse variables into your template, which will allow you to pull all the offer and candidate information.
Automate the uploading of the signed document
This is an optional step - Click on the “Automations” button, and navigate Automations > HR > ”Upload PDF to candidate record in Greenhouse when PandaDoc document status changed”. Select Document Status=“Completed” and click “Save automation”.
Find more detailed information about the PandaDoc Automations for Greenhouse here.
Use the PandaDoc integration with Greenhouse Recruiting
Note: You can create, send, sign and store the integrated offer letters either from PandaDoc, or natively from Greenhouse.
Create, send, sign and store offer letters from PandaDoc
After having drafted an offer in Greenhouse for a candidate, in PandaDoc, navigate from the Templates module to your integrated offer template. Open the template and click “Use this template”.
Search the candidate using email, name or job, and click “Link”
PandaDoc will automatically fill in the candidate, hiring manager and recruiter information as recipients with the Greenhouse information. Simply click “Continue”.
PandaDoc will automatically fill in the body of the document with information from Greenhouse. Simply review, optionally add a message, and “Send”.
Create, send, sign and store offer letters natively from Greenhouse
Note: To enable the native Greenhouse experience for creating, sending and storing offer letters directly from Greenhouse, without switching to PandaDoc, please contact PandaDoc’s support team, who will help you to securely set up the tailored webhooks and add the offer templates into your Greenhouse instance.
After enabling the native experience, in Greenhouse with the help of the PandaDoc support team, create a new offer letter with the necessary offer details and select the appropriate PandaDoc Template from the offer field “Template in PandaDoc”. Click “Save”
Wait a few seconds and click “Refresh”
PandaDoc automatically drafts an offer letter with the offer and candidate information. You can either find the draft offer PDF in attached in Greenhouse, or, access it from the notes via the unique link.
If you need to update the offer information, click “Update” and PandaDoc will create a new version of the offer letter document, and deactivate the old version. When a field has been updated, a symbol will display next to it.
If no symbol is displayed, PandaDoc only updated the information in the existing document version.
To send the document to the candidate, from Greenhouse, click the “Mark as sent” button to send the drafted offer letter, which is enabled and visible, only after the Greenhouse approval process has been completed.
Wait a few seconds and click “Refresh”. PandaDoc notes are updated with the new status of the document
Once the document has been signed by the candidate, “Refresh” the Greenhouse offer page and you will automatically see an updated document status note.
In Greenhouse Recruiting, in “Offer> Details > All Attachments” section, you will find the “Signed Offer Letter” PDF version
Optionally, you can automatically mark the candidate as hired when the offer is signed. Contact the PandaDoc HR integrations support team for this additional step.
Additional resources
For additional information not covered here, reach out to HRintegrations@pandadoc.com