ExponentHR offers single-source resource, simple, and robust platform that powers your team with HR, payroll, benefits, and compliance, amplifying the power of many by the power of one.
ExponentHR’s integration with Greenhouse Recruiting allows draft employee records for new hires, rehires, and job changes to be created in ExponentHR with employee fields pre-populated with data gathered in Greenhouse ATS. The integration can also manage synchronization of Jobs, Offices, and Departments between both platforms, updating Greenhouse when creations and updates occur in ExponentHR.
Setting up ExponentHR integration with Greenhouse Recruiting
Create a webhook
To integrate ExponentHR with Greenhouse Recruiting, you’ll need to create two webhooks. Follow the steps in this article to create your webhook. The ExponentHR integration offers two integration triggers for candidate workflow:
- Candidate has been Hired: the integration will be triggered to send candidate data to ExponentHR when a candidate is marked as Hired in Greenhouse
- Offer Created: the integration will be triggered to send candidate data to ExponentHR when an offer is extended to the candidate. If the candidate starts in ExponentHR (EAN Completion), the integration can mark them as Hired in Greenhouse at that time.
Your organization must decide what trigger works best for your needs. Based on that decision, use one of the sets of values below to set up your webhook.
Webhook option 1: Candidate has been hired
- Name: A descriptive name for your integration. Most customers choose ‘ExponentHR integration’
- When: Candidate has been Hired
- Endpoint URL: The Endpoint URL provided by ExponentHR
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Advanced Settings: Add the ExponentHR credentials as ‘Basic Authorization Credentials’
- Username: the value provided by ExponentHR
- Password: the value provided by ExponentHR
Webhook option 2: Offer created
- Name: A descriptive name for your integration. Most customers choose ‘ExponentHR integration’
- When: Offer Created
- Endpoint URL: The Endpoint URL provided by ExponentHR
-
Advanced Settings: Add the ExponentHR credentials as ‘Basic Authorization Credentials’
- Username: the value provided by ExponentHR
- Password: the value provided by ExponentHR
Create a Harvest API Key
To configure the ExponentHR 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 ExponentHR integration.
Credentials:
In the Create New Credential box, make the following selections:
- API Type: Harvest
- Partner: ExponentHR or Unlisted Vendor
- Description: ExponentHR Harvest API Key
Permissions:
Verify that the following permissions are selected for the ExponentHR integration:
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Applications
- Get: Retrieve Application
- Post: Hire Application
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Candidates
- Get: Retrieve Candidate
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Departments
- Get: Retrieve Department
- Patch: Update a department
- Post: Create a new department
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EEOC
- Get: Retrieve EEOC Data for Application
-
Jobs
- Get: Retrieve Job
- Patch: Update Job
- Post: Create a new job
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Offers
- Get: Retrieve Offer
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Offices
- Get: Retrieve Office
- Patch: Update an office
- Post: Create a new office
-
Users
- Get: Retrieve User
Retrieve User ID
ExponentHR will need a Greenhouse Recruiting user ID to associate with updates and changes created by the integration.
Click the Configure icon on your navigation bar and then click Users on the left.
Click Export to Excel.
A spreadsheet will be downloaded to your computer. Open the Excel file and locate the user ID in the User ID column.
Create a custom field
In order to use the ExponentHR integration, you may need to create custom fields in Greenhouse Recruiting. An ExponentHR Integration Solution Specialist will host a field mapping call in which it can be decided which fields will be in scope for the integration using a client-specific field mapping document. The custom fields needed will be determined through this field mapping conversation.
To create a custom field, click the Configure icon on your navigation bar, then click Custom Options on the left.
The Type will be determined by the field mapping discussion with an Integration Solution Specialist from ExponentHR. The integration supports the following Types: Candidates, Jobs, and Offers.
After a Type is selected, click Add field, and enter the following details to configure the new field:
- Name: Generally speaking, the Name would match the name of the respective ExponentHR field
- Type: will be determined by the respective ExponentHR field; your assigned Integration Specialist will advise on which Type to choose
Finish setup in ExponentHR
Field Mapping
In order to determine what Greenhouse candidate data and ExponentHR employee data is in scope for your integration, and how they should be mapped to each other, it is necessary to join a field mapping call with an ExponentHR Integration Solution Specialist.
The ExponentHR Integration Solution Specialist will create a client-specific field mapping document that will be used to define the field scope and system mappings. Once reviewed, the respective fields and associated mappings will be configured on the ExponentHR side by the Integration Solution Specialist.
The standard fields that customers choose to transfer to ExponentHR are below:
- Hire Date
- Activate Onboarding for New Hire
- Onboarding Coordinator
- First Name
- Middle Initial
- Last Name
- Nick Name
- Home Telephone #
- Mobile Telephone #
- Personal Email Address
- Home Address fields
- Job Title
- Supervisor:
- Employment Type
- Work Location
- Department
- Recruiting Source
- Name of Recruiter
ID Sync
In the field mapping conversation, it may be decided to use Greenhouse data such as the Hiring Manager or a custom field to populate the Supervisor value for a candidate in ExponentHR. In order to do this, it will be necessary to sync Greenhouse records to ExponentHR records.
You will need to provide the ExponentHR Integration Solution Specialist a list of Users or Candidates in Greenhouse, along with the respective ID (Candidate ID or User ID). To retrieve a list of User IDs. Please follow the steps in the ‘Retrieve User ID’ section above underneath ‘Setting up ExponentHR integration with Greenhouse Recruiting’. To retrieve a list of Candidate IDs, please utilize the Greenhouse reporting option to provide a report of candidate profiles.
The ExponentHR Integration Solution Specialist will work with you to match these to ExponentHR records. After, the Integration Specialist will map the Greenhouse ID to each respective ExponentHR record. Once Live, the integration will automatically sync the two systems when the Candidate Workflow portion of the integration is used for the new employee.
Code Sync
To use classification code data in ExponentHR to manage Jobs, Offices, and Departments in Greenhouse, your ExponentHR integration Specialist will need to sync the current Greenhouse values with what is in ExponentHR.
In order to assist your ExponentHR Integration Specialist, you will need to provide a list of current Jobs, Offices, and Locations from Greenhouse.
Your Integration Specialist will work with you to match these to ExponentHR values. After, they will map the values between the two systems for the integration. Once Live, the integration can automatically create new values in Greenhouse and map them for the integration when they are added in ExponentHR
These processes will allow the Job, Office, and Location for candidates to be pre-populated in the employee records created in ExponentHR by the integration.
Testing
As part of your integration project, an ExponentHR Integration Solution Specialist will copy your Live ExponentHR environment to a testing site where the initial configuration and testing can occur.
If your company has a Greenhouse sandbox, your specialist can configure the ExponentHR testing site to the Greenhouse sandbox environment. Otherwise, they can use their Greenhouse testing environment for initial testing and then work with you to apply the setup to your Production environment.
The ExponentHR Integration Specialist can also provide you access to the ExponentHR test environment so that you can perform your own testing to familiarize yourself with the integration. Once ready to Go Live, the Integration Specialist can move the integration configuration and setup to your Live ExponentHR environment.
Use the ExponentHR integration with Greenhouse Recruiting
Candidate Workflow
The ExponentHR integration offers two integration triggers for candidate workflow:
- Candidate has been Hired: the integration will be triggered to send candidate data to ExponentHR when a candidate is marked as Hired in Greenhouse
- Offer Created: the integration will be triggered to send candidate data to ExponentHR when an offer is extended to the candidate. If the candidate starts in ExponentHR (EAN Completion), the integration can mark them as Hired in Greenhouse at that time.
Candidate Hired
When the Candidate Hired workflow is being used, the integration will be triggered to send candidate data to ExponentHR when a candidate is marked as Hired in Greenhouse.
The candidate is marked as Hired once the Offer has been accepted. When clicking on the ‘Mark Candidate as Hired’ button, you will be prompted to populate the Offer Details.
Once you click Save, the integration will create a draft employee record (EAN) in ExponentHR.
Employee fields within the EAN will be pre-populated with data captured in Greenhouse via the candidate, job, and offer.
Within ExponentHR, the HR managers can review and enrich the data before Submitting or Approving the New Hire EAN.
Offer Created
When the Offer Created workflow is being used, the integration will be triggered to send candidate data to ExponentHR when an offer is extended to the candidate.
When clicking on the ‘Create Offer’ button, you will be prompted to populate the Offer Details.
Once you click Save, the integration will create a draft employee record (EAN) in ExponentHR.
Employee fields within the EAN will be pre-populated with data captured in Greenhouse via the candidate, job, and offer.
Within ExponentHR, the HR managers can review and enrich the data before Submitting or Approving the New Hire EAN.
Once the EAN has been Completed, typically upon the new hire’s Hire Date, the ExponentHR integration will mark the candidate as Hired in Greenhouse.
On Behalf Of setting
In order to hire a candidate through the integration, ExponentHR is required to specify a Greenhouse user(s) for the ‘On-Behalf-Of’ header of our API requests. The user must also have rights to create Jobs, Offices, or Departments, respectively, in Greenhouse.
As mentioned in a previous section, Greenhouse recommends creating an integration system user (ISU) to associate with partner updates. Rather than requiring a specific user at your organization to authenticate an integration, which could cause downstream errors if the person loses permissions or cannot access Greenhouse Recruiting, an ISU allows you to create a solid infrastructure for your organization's integration needs.
Job, Dept, and Office Management
Creation
When a new Job Code, Location, or Department is added in ExponentHR, the integration can automatically add the respective Job, Location or Department in Greenhouse.
Once the new code is added in ExponentHR, the integration will trigger the creation of a new value in Greenhouse.
The ExponentHR Description value can be used to populate the Job name, Department Name, and Office Name, respectively.
We will also store the connection between the two so that the candidate values coming back to ExponentHR are able to be successfully mapped into the ExponentHR employee record
Updates
When an update occurs to an existing Job Code, Location, or Department in ExponentHR, the integration can trigger to update Greenhouse so the two systems can stay in sync.
If the ExponentHR Description value is changed, the integration can automatically update the respective Job Name, Department Name, and Location Name in Greenhouse.
On Behalf Of setting
In order to create and update, ExponentHR is required to specify a Greenhouse user(s) for the ‘On-Behalf-Of’ header of our API requests. The user must also have rights to create Jobs, Offices, or Departments, respectively, in Greenhouse.
As mentioned in a previous section, Greenhouse recommends creating an integration system user (ISU) to associate with partner updates. Rather than requiring a specific user at your organization to authenticate an integration, which could cause downstream errors if the person loses permissions or cannot access Greenhouse Recruiting, an ISU allows you to create a solid infrastructure for your organization's integration needs.
Additional resources
For additional information or troubleshooting not covered here, reach out to integrationreview@exponenthr.com or support@exponenthr.com. These resources can be used whether you are setting up the integration for the first time or would like to make any changes to the existing integration.