GryphonHR integration for Greenhouse Onboarding

GryphonHR provides a comprehensive, Form I-9 and E-Verify suite of services to assist your organization in the completion of the federal government’s Employment Eligibility Form, Form I-9, and the use of the complementary, and sometimes required, E-Verify service.

With a modern, easy-to-use interface, GryphonHR simplifies the often complex, Form I-9 process, and enables organizations to embed that platform into their HR onboarding process with relative simplicity, while providing for numerous customizations and configurability options to suit their needs.

GryphonHR’s integration with Greenhouse Onboarding allows organizations to quickly and easily, incorporate the Form I-9 / E-Verify process into Greenhouse Onboarding and provide status tracking, and reporting of that process directly in Greenhouse, while also providing easy access into GryphonHR for additional information, reporting, and follow-up actions.

Create a Greenhouse Onboarding API key

To configure the GryphonHR integration, you’ll need to create an Onboarding API key.

Follow the steps in this article to create the API key. You will need this key when completing the GryphonHR side of the integration.

Create Greenhouse Onboarding custom fields and field group

GryphonHR makes use of Greenhouse Onboarding’s custom fields and custom field group feature to facilitate the integration. In addition to the creation of the API key above, you will need to create the following custom field and field groups.

• Field Group: Form I-9 / E-Verify
• Custom Fields:
  • I-9 Status
  • E-Verify Status
  • I-9 Profile URL

Custom file group: Form I-9 / E-Verify

To create a custom field group click Add Field Group under Settings > Fields. Name the group ‘Form I-9 / E-Verify’ and click Save and Close.

Custom field 1: I-9 Status

Find the newly created Form I-9 / E-Verify field group and click Add Field to create a new custom field.

In the window, enter the following values and click Save:

• Display Name: I-9 Status
• Field Type: Single Select
• Selection Options:
  • Not Started
  • Initiated
  • Section 1 Started
  • Section 1 Complete
  • Section 2 Complete
• Field Group: Form I-9 / E-Verify
• Required for new hires and/or managers: Checked

Once saved, click the I-9 Status to view and update the field field details.

Write down the Permanent ID on the right side of the window. This will be used later when configuring the integration in GryphonHR.

Repeat the process above to create two more custom fields with the following information. For each field, retrieve and record the Permanent ID.

Custom field 2: E-Verify status

• Display Name: E-Verify Status
• Field Type: Single Select
• Selection Options:
  • Not Applicable
  • Pending I-9
  • Initiated
  • In Progress
  • Closed - Authorized
  • Closed - Invalid
  • Closed - Not Authorized
• Field Group: Form I-9 / E-Verify
• Required for new hires and/or managers: Checked

Custom field 3: I-9 Profile URL

• Display Name: I-9 Profile URL
• Help Text: Contains Link to Employee Record in GryphonHR
• Field Type: Short Textbox
• Field Group: Form I-9 / E-Verify
• Required for new hires and/or managers: Checked

Configure Greenhouse Onboarding integration in GryphonHR

The following section details the steps required to configure the Greenhouse Onboarding integration within GryphonHR.

You must create Greenhouse Onboarding Custom Fields and Field Group prior to completing this section as you following values for the custom fields created in that section:

• Greenhouse Onboarding API Key
• Greenhouse Onboarding API Secret
• I-9 Status Custom Field – PermanentID value
• I-9 Profile Custom Field – PermanentID value
• E-Verify Status Custom Field - PermanentID value

Before you begin, please reach out to GryphonHR support to obtain values for the following fields:

• Connector App Client Secret

Add a new Service Account User

To begin, we need to create a “service account” user that the integration will used to communicate with Greenhouse Onboarding and perform actions on behalf of the integration.

To create this user, select Users on the main administration page in Gryphon HR and click Add.

Fill out the required field information and click Add to create the new service account user. Use a valid email address in your organization and record the username and password, as it will be needed in the next steps.

Add a Security Role to the account to give it permission to update Greenhouse by clicking the Security Roles tab and clicking Add.

Choose the Client Administrator role from the list to move it to the right column and click Add to save your changes.

Finish setup in GryphonHR

From the main administration page in GryphonHR, click Integrations.

Click Add on the Integrations page.

Complete the new integration configuration using the following details:

• Name: Greenhouse Onboarding
• ATS Type: Greenhouse
• ATS Customer ID: GH0001

When you're finished, click Add.

Finish the integration details on the next page and click Apply:

• Access Token URL: https://onboarding-api.greenhouse.io/graphql
• PATCH Endpoint URI: https://connector.gryphonhr.com/api/GH/Patch

Next, click on the Greenhouse tab and fill in the following information created throughout this article:

• I-9 Status Field ID: The Permanent ID for I-9 Status custom field
• E-Verify Status Field ID: Permanent ID for E-Verify Status custom field
• I-9 Profile Field ID: Permanent ID Value for I-9 Profile custom field
• Greenhouse API Key: The API Key created in Greenhouse Onboarding
• Greenhouse API Secret: The API Key secret value
• Connector User: The integration user selected in an earlier step
• Connector Password: The integration user's password
• Connector App Client Secret: The value provided by GryphonHR support

When you're finished, click Apply Changes. The integration is set to run once a night. If you want to change the frequency of when the integration runs to pull in users, contact GryphonHR support.

Use the GryphonHR integration with Greenhouse Onboarding

The GryphonHR integration is designed to assist Greenhouse Onboarding customers in the following ways:

• Create candidates automatically in GryphonHR to manage and complete the Form I-9 and E-Verify process
• Update Greenhouse Onboarding with workflow status updates for Form I-9 and E-Verify case completion to simplify and streamline both processes
• Provide Greenhouse Onboarding customers with a “best-in-class” Form I-9 solution

This section will highlight how the workflow works and what steps may be required to “trigger” or use the workflow.

Initiate the Form I-9 / E-Verify workflow

The GryphonHR integration works by periodically polling Greenhouse Onboarding (initial configuration is once per day) for any new candidates that have been created and marked for Form I-9 creation. To “mark” a candidate for Form I-9 creation, perform the following steps:

Find a view the specific candidate in Greenhouse Onboarding, and click ‘Edit’ to edit their info. In our example below, we’re going to use ‘Jesse Spork’ as an example candidate.

Scroll down to find the ‘Form I-9 / E-Verify’ section and set the I-9 Status and E-Verify Status fields as follows:

1. I-9 Status: Not Started
2. E-Verify Status: Pending I-9

Click ‘Save’ to save these changes.

Now, the next time the integration runs, it will create the new candidate in GryphonHR and update the I-9 Status, and I-9 Profile URL values. (The E-Verify status value won’t change until the I-9 is completed).

Checking for I-9 Creation and Status Updates

Once the integration has run, the candidates that were marked should have been notified. To confirm the integration processed the candidates successfully, you can go back into the candidate profile in Greenhouse Onboarding and check on the Form I-9 / E-Verify status fields.

For our example of Jesse Spork, his information looks similar to the following after the integration is run the first time.

You’ll notice in the above screenshot that the I-9 Status field was updated to ‘Initiated’ and the I-9 Profile URL was updated to a link to the candidate profile in GryphonHR. If you click on this link, it will take you directly to the candidate’s profile in GryphonHR.

As you continue through the Form I-9 / E-Verify workflow, these fields in Greenhouse Onboarding will continue to get updated with the latest status in GryphonHR. As a result of this integration, you can easily see where candidates are at in the process and take action as necessary, without the need to login to GryphonHR separately just to check status.

Additional I-9 Status and E-Verify Status Information

To assist you with a better understanding of the I-9 Status and E-Verify status values that get updated in Greenhouse Onboarding, refer to the tables below.

I-9 Status

E-Verify Status

Additional resources

For additional information or troubleshooting not covered here, reach out to support@gryphonhr.com or browse the knowledge base at https://support.gryphonhr.com