Engineray integration

EngineRay is an all-in-one solution for job postings, application tracking, candidate selection, assessments and interviewing.

EngineRay’s integration with Greenhouse Recruiting allows you to automate assessment workflows within your existing hiring pipeline. With this integration, candidates can be automatically or manually moved between stages, with all changes reflected in Greenhouse in real time.

Set up the EngineRay integration

If you are not subscribed to the Enterprise package and wish to upgrade, you can follow these steps:

Navigate to EngineRay and Log in.

Click Account menu -> Manage Subscription. You will be routed to the subscription page.

Click Update plan 

Select the Enterprise plan and click Continue.

After upgrading your account , you’ll be able to proceed with integration setup.

Create a Harvest API key

To configure the EngineRay 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 EngineRay integration.

Credentials

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

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

Permissions

Verify that the following permissions are selected for the EngineRay integration:

• Jobs
  • GET: List Jobs
• Job Posts
  • GET: List Job Posts for Job
• Job Stages
  • GET: List Job Stages for Job
• Applications
  • GET: List Applications
  • POST: Move Application (Same Job)
  • POST: Add Attachment to Application
• Candidates
  • GET: Retrieve Candidate
• Users
  • GET: Retrieve User

When finished, click Save.

Your Harvest API key for the EngineRay integration is created and configured. Copy the Harvest API key to provide to Enginray in a later step.

Create an integration service user

To update a candidate’s status in Greenhouse Recruiting, you’ll need to provide EngineRay with a user who will make the updates.

The user associated with this ID will be listed as the user who provided updates to these values on behalf of EngineRay. Follow the steps in this article to create a user with the the following details:

• Email address: Use the following email address format engineray_integration@[yourcompany].com
• Permission: Site Admin

Once you have created the integration user, follow these steps to locate the user ID.

Provide your API credentials to EngineRay

Next, you’ll need to add your API credentials to EngineRay. To start , navigate to EngineRay and Log in.

Click Account menu -> Settings. You will be routed to the settings page.

On the next screen select Integrations. Click the card with the Greenhouse Recruiting logo.

Upon clicking, a modal will open and you will be prompted to enter the Harvest API Key and User ID that you just created. Make sure that Integration Enabled is checked.

Once you enter the information, click Create.

Create a webhook and finish integration setup

To leverage the full capabilities of EngineRay, you’ll need to create a webhook in Greenhouse Recruiting.

After creating your Greenhouse Recruiting integration in EngineRay, you will be given instructions for setting up a webhook.

Follow the steps in this article to create your webhook.

These values are secret and unique to your account. Use them to configure the webhook in Greenhouse Recruiting:

• Name: A descriptive name for your integration. Most customers choose “ Engineray on stage change”
• When: Candidate has changed stage
• Endpoint URL: Endpoint URL provided by EngineRay in the Endpoint URL Field.
• Secret Key: The Secret Key provided by EngineRay in the Secret Key field

Use the EngineRay integration with Greenhouse Recruiting

Once the setup is complete, the system will begin syncing jobs and applications for you. Greenhouse Recruiting jobs and application data are synchronized every 45 minutes. Candidates are automatically invited to the platform during each sync.

Moving an application to a different stage in Greenhouse Recruiting will also move the application to the corresponding stage in EngineRay via the webhook you created earlier.

Adding assessments in the job stages

To add assessments to your recruiting pipeline, navigate to the Jobs page in EngineRay. Jobs synced from Greenhouse Recruiting will have "Sourced from" set to "Greenhouse."

Click Edit on the job card for the job you’d like to configure the assessments workflow for.

On the next screen, you'll be taken to the job edit page. The job details should already be populated, and you can proceed to the Assessment Workflows section. If any information is missing, you may need to fill it in before moving to the Assessment workflows. Please note that changes made to these details will not be reflected in Greenhouse Recruiting.

Click Save and continue to proceed to the Assessment Workflows.

Our platform syncs jobs along with all their stages for your convenience. Once you're on the Assessment Workflow tab, you should see all the stages for your job from Greenhouse Recruiting.

For each stage, you have full control over whether you want to move the application to the next stage automatically after the candidate clears all assessments for that particular stage. These stage changes will also be reflected in Greenhouse Recruiting

The results of an assessment will be sent as a PDF attachment and can be accessed under the Documents section in the candidate's application on Greenhouse Recruiting. You can also view the results directly in EngineRay.

All these changes—stage updates and result attachments—will be made on behalf of EngineRay using the integration service user created earlier.

You can assign multiple assessments in a particular stage. You can upload your own assessments as well or generate them using a topic or documents.Currently, we offer four types of assessments:

• Multiple Choice Question Assessment
• Open Ended Question Assessment
• Coding Assessment
• Soft Skill Assessment

After adding the assessments, click Save and Update.

The candidate will see these assessments in the different stages.

Manually moving the application to different stage

To manually move the application to different stages navigate to the Jobs page.
Once on the jobs page, click on All Applicants on that job card to be redirected to the job applications page.

On the job applications page you will see the hiring pipeline and job applications mapped in their respective stages.
The Stage on each application card indicates the current stage the application is in. Each application card has a button to move the application to the next stage. Clicking the Move to <stage name> button will move the application to that stage in both EngineRay and Greenhouse Recruiting. This action will be performed on Greenhouse Recruiting on behalf of EngineRay by the user ID provided during the integration setup.

To move the application to a specific stage, click the down arrow to open the list of stages, then select the stage to which you would like to move the application.

Finally, click the Move to <selected stage name> button, and the application will be moved to that stage in both Greenhouse Recruiting and EngineRay.

Additional resources

For additional information or troubleshooting not covered here, reach out to dev-team@engineray.com