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headcount365 integration

headcount365 is a powerful headcount management platform designed to bring simplicity, transparency, and efficiency to hiring operations. By integrating ATS, HRIS and FP&A tools into a single source of truth, headcount365 empowers organizations to streamline their headcount planning, track progress in real-time, and ensure alignment across teams. With features like variance tracking, automated requests and approvals, and comprehensive reporting, headcount365 bridges the gap between talent acquisition and finance, enabling data-driven decisions and operational excellence. It’s the modern solution for businesses ready to move beyond outdated spreadsheets and embrace scalable, user-friendly technology.

headcount365’s integration with Greenhouse Recruiting allows you to manage your hiring plan in real-time with bi-directional syncing, ensuring an ever-accurate source of hiring truth.

In this article

Create a Harvest API Key

To configure the headcount365 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 headcount365 integration.

Credentials

In the Create New Credential box, make the following selections:

  • API Type: Harvest
  • Partner: headcount365 or Unlisted Vendor
  • Description: headcount365 Harvest API Key

Permissions

Verify that the following permissions are selected for the headcount365 integration [NOTE: most customers simply ‘Select All’]:

  • Activity Feed
    • Get: Retrieve Activity Feed
  • Applications
    • All permissions
  • Approvals
    • All Permissions
  • Candidates
    • All Permissions
  • Close Reasons
    • Get: Get close reasons
  • Custom Field Options
    • All Permissions
  • Custom Fields
    • All permissions
  • Custom Locations
    • Get: Retrieve Custom Location for Job Board
  • Departments
    • All permissions
  • Email Templates
    • All permissions
  • Job Openings
    • All permissions
  • Job Posts
    • All permissions
  • Jobs
    • All permissions
  • Job Stages
    • All permissions
  • Offers
    • All permissions
  • Offices
    • All permissions
  • Prospect Pool
    • All permissions
  • Rejection Reasons
    • Get: List Rejection Reasons
  • Scheduled Interviews
    • All permissions
  • Scorecards
    • All permissions
  • Sources
    • Get: List Sources
  • Tags
    • All permissions
  • Tracking Links
    • Get: Retrieve Job Tracking Link
  • User Roles
    • Get: List User Roles
  • Users
    • All permissions

Once you have generated your API key, navigate back to headcount365. Select your Settings module, then select Integrations.

Click 'Show Details' to the right of the Greenhouse toggle.

At the bottom of the gray box, paste the API key into the 'API Key' field, then select 'Save API Key'.

Create webhooks

To integrate headcount365 with Greenhouse Recruiting, you’ll need to create webhooks. Follow the steps in this article to create your webhook.

For the headcount365 integration, you'll need to create seven webhooks. Use the values listed below to configure the webhooks:

Webhook 1: Job created

  • Name: ‘HC365-Job Created’
  • When: Job Created
  • Endpoint URL: The Endpoint URL provided by headcount365. This can be found in the ATS Integration tab in Settings by selecting ‘Show Details’.
  • Secret Key: The Secret Key provided by headcount365. This can be found in the ATS Integration tab in Settings by selecting ‘Show Details’.

Webhook 2: Job deleted

  • Name: ‘HC365-Job Deleted’
  • When: Job Deleted
  • Endpoint URL: The Endpoint URL provided by headcount365. This can be found in the ATS Integration tab in Settings by selecting ‘Show Details’.
  • Secret Key: The Secret Key provided by headcount365. This can be found in the ATS Integration tab in Settings by selecting ‘Show Details’.

Webhook 3: Job post updated

  • Name: ‘HC365-Job Post Updated’
  • When: Job Post Updated
  • Endpoint URL: The Endpoint URL provided by headcount365. This can be found in the ATS Integration tab in Settings by selecting ‘Show Details’.
  • Secret Key: The Secret Key provided by headcount365. This can be found in the ATS Integration tab in Settings by selecting ‘Show Details’.

Webhook 4: Job post created

  • Name: ‘HC365-Job Post Created’
  • When: Job Post Created
  • Endpoint URL: The Endpoint URL provided by headcount365. This can be found in the ATS Integration tab in Settings by selecting ‘Show Details’.
  • Secret Key: The Secret Key provided by headcount365. This can be found in the ATS Integration tab in Settings by selecting ‘Show Details’.

Webhook 5: Offer created

  • Name: ‘HC365-Offer Created’
  • When: Offer Created
  • Endpoint URL: The Endpoint URL provided by headcount365. This can be found in the ATS Integration tab in Settings by selecting ‘Show Details’.
  • Secret Key: The Secret Key provided by headcount365. This can be found in the ATS Integration tab in Settings by selecting ‘Show Details’.

Webhook 6: Offer deleted

  • Name: ‘HC365-Offer Deleted’
  • When: Offer Deleted
  • Endpoint URL: The Endpoint URL provided by headcount365. This can be found in the ATS Integration tab in Settings by selecting ‘Show Details’.
  • Secret Key: The Secret Key provided by headcount365. This can be found in the ATS Integration tab in Settings by selecting ‘Show Details’.

Webhook 7: Offer updated

  • Name: ‘HC365-Offer Updated’
  • When: Offer Updated
  • Endpoint URL: The Endpoint URL provided by headcount365. This can be found in the ATS Integration tab in Settings by selecting ‘Show Details’.
  • Secret Key: The Secret Key provided by headcount365. This can be found in the ATS Integration tab in Settings by selecting ‘Show Details’.

Create a headcount365 admin user in Greenhouse Recruiting

To integrate headcount365 with Greenhouse Recruiting, you’ll need to create an Admin user. To do this, follow the steps in this article to create an integration system user for headcount365 using the following information:

  • Email address: We recommend “headcount365@[yourcompany domain]”.
  • Permissions: Site Admin with all available permissions under the user-specific permission.

Once your user is created, choose it from the list and locate the UserID in the URL. This will be different for each user.

Select and copy the number contained within your URL. Share this number with your integration contact at headcount365. This allows the Greenhouse application to push jobs into your headcount365 account.

Finally, we're ready to import Greenhouse items into your headcount365 account.

Start initial information sync in headcount365

Navigate back to headcount365. Select 'Settings', and then 'Integrations' to navigate back to your Greenhouse integration.

Select 'Show Details' to expand the Greenhouse integration settings menu.

Select those items you wish to import into your headcount365 account. We recommend selecting every check box for the initial import.

⚠ NOTE: Please contact your CSM if you have more than 1,000 open jobs to import. There are limitations on the number of jobs that can be imported, so we'll help you make sure you get them all imported successfully!

Select 'Import ATS Items'.

You'll get a status message letting you know the status, along with everything the headcount365 system is pulling over.

Once the import is complete, you'll see a summary of your imported information, letting you know whether or not errors were found during the import process.

or...

Use the headcount365 integration with Greenhouse Recruiting

Once the headcount365 and Greenhouse integration is set up, you can begin syncing headcount data seamlessly across the two platforms. This integration allows you to:

  1. Sync Job Requisitions: Approved job requisitions in headcount365 will automatically populate in Greenhouse, reducing manual data entry and ensuring accuracy across systems.
  2. Track Hiring Progress: Updates to job requisitions in Greenhouse, such as changes in candidate stages or offer statuses, are reflected in headcount365 in real-time, providing a single source of truth for headcount tracking.
  3. Automate Hiring Team Updates: Hiring team changes in headcount365 or Greenhouse trigger automatic updates in the other system, ensuring that all stakeholders are accurate at all times.
  4. Unlock Reporting and Insights: By syncing data from Greenhouse, you can access advanced analytics in headcount365, such as variance tracking between planned and actual headcount, hiring velocity metrics, and real-time dashboards that align talent acquisition efforts with financial planning goals.

When the integration syncs or updates data, headcount365 performs actions on behalf of the specified Greenhouse user. For transparency and troubleshooting, you will see all of our actions in Greenhouse attributed to this user.

Additional resources

For additional information or troubleshooting not covered here, reach out to support@headcount365.com.