While your Greenhouse Recruiting account is focused on optimizing the application process, Beamery’s Talent CRM gives companies everything you need to engage with talent before they apply.

With Beamery, every talent interaction can be highly personalized to create a unique candidate experience for each person your company speaks to. The integration also allows Greenhouse Recruiting users to effectively identify past applicants with profiles that could match new roles and re-engage them with marketing content and job updates.

At a time when the best talent is often passive or doesn’t apply, CRM software that enables talent teams to hire proactively and pipeline for future business requirements is a huge competitive advantage. Greenhouse Recruiting's integration with Beamery offers the best-in-class integrated CRM and ATS solution for the highest functioning sourcing and recruiting teams.

Terminology and data flows

Before we can enable and configure the integration between Greenhouse Recruiting and Beamery, it is important to review terminological differences between the two systems and understand how data flows between the two platforms.

In the table below, review how prospects, candidates, and jobs are referred to in each system:

Beamery Greenhouse Recruiting Description
Contact (prospect) Prospect A person not assigned to any vacancy / job.
Contact (candidate) Candidate A person assigned to at least 1 vacancy / job.
Vacancy Job A role in the company.
Vacancy stages Interview stage Stages in a hiring process.

Setup integration (API connection)

The API connection is done during a 15-20-minute call where one of the Beamery Customer Success teams will connect with a Greenhouse admin from the customer. During this call, two API keys will be generated in Greenhouse Recruiting and mapped to Beamery and then we will enable a handful of webhooks to allow data transfer. Within 40 minutes the support data will have started to sync. However, if there is a large amount they might take a little longer to be completely synced.

After an hour or so we will check your Beamery account to ensure that vacancies, departments and stages have all synced and that new candidate data is being populated. We then manually enable the data transfer of historic candidates as specified (see below).

Historical data from Greenhouse Recruiting to Beamery

Historical vacancy and prospect / candidate data from Greenhouse Recruiting can be easily added to Beamery. There are two ways of importing your historical data:

  • API – Importing through the API means all supported candidate data will sync directly from Greenhouse as well as associated vacancy information. The duration of this sync depends on the amount of data you have. For more details on what data is mapped see data fields mapping.
  • CSV – Importing candidates through CSV will create a Beamery profile complete with all of their attached data (company, location, keywords, notes) however this will not automatically link them to associated vacancies in Greenhouse Recruiting.

For best practice, it's advised to use the API method to ensure all candidates and linked to associated vacancies in Greenhouse Recruiting.

Enable the Greenhouse Recruiting / Beamery integration

Generate Greenhouse candidate ingestion API key

To create a Greenhouse Candidate Ingestion API Key for the integration, click the Configure icon on your navigation bar. Navigate to Dev Center on the left.

From the Dev Center page, click API Credential Management.

From the API Credential Management page, click Create New API Key to generate the candidate ingestion API key.

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

  • API Type: Candidate Ingestion
  • Partner: Beamery
  • Description: Beamery Candidate Ingestion API Key

When finished, click Create to generate the candidate ingestion API key.

In the subsequent box, click Copy to save your API key to your clipboard. Store the API key in a secure location to provide to Beamery in the next step. Click I have stored the API Key once you have copied and saved the key.

Note: You cannot access the full candidate ingestion API key again after clicking I have stored the API Key. If you lose your API key and need to access it later, you must create a new API key, provide it to the integration partner, and then revoke access to the original key.

This will be one of two API keys you will generate in Greenhouse Recruiting to complete the integration with Beamery.

Copy Greenhouse candidate ingestion API key into Beamery

Once your Greenhouse candidate ingestion API key is copied, navigate to your Beamery account. Open the settings menu by navigating to the gear icon in the bottom left of the navigation panel.

From the settings menu, navigate to Data Management and select Greenhouse. This will direct you to the Greenhouse integration page.

On the Greenhouse integration page, paste the Greenhouse candidate ingestion API key that you generated and copied into the Export to Greenhouse - Ingestion API Key field.

When finished, click Save Credentials.

Generate Greenhouse Harvest API key

The next step is to generate a Greenhouse Harvest API key and copy it into Beamery.

To create a Harvest API key for the integration, click the Configure icon on your navigation bar. Click Dev Center on the left.

From the Dev Center page, click API Credential Management.

From the API Credential Management page, click Create New API Key to generate the Harvest API key.

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

  • API Type: Harvest
  • Partner: Beamery
  • Description: Beamery Harvest API Key

When finished, click Manage Permissions to generate the Harvest API key and automatically assign it the appropriate permissions required by Beamery.

In the subsequent box, click Copy to save your API key to your clipboard. Store the API key in a secure location to provide to Beamery in the next step. Click I have stored the API Key once you have copied and saved the key.

Note: You cannot access the full Harvest API key again after clicking I have stored the API Key. If you lose your API key and need to access it later, you must create a new API key, provide it to the integration partner, and then revoke access to the original key.

On the subsequent page, confirm the following permissions are assigned to your new API key:

Applications

  • Check all permissions

Candidates

  • Check all permissions

Tags

  • Check all permissions

Scorecards

  • Check all permissions

Offers

  • Check all permissions

Scheduled Interviews

  • Check all permissions

Activity Feed

  • Check all permissions

Departments

  • Check all permissions

Email Templates

  • Check all permissions

Jobs

  • Check all permissions

Job Posts

  • Check all permissions

Job Stages

  • Check all permissions

Offices

  • Check all permissions

Rejection Reasons

  • Check all permissions

Sources

  • Check all permissions

Users

  • Check all permissions

EEOC

  • Check all permissions

User Roles

  • Check all permissions

Tracking Links

  • Check all permissions

Education

  • Check all permissions

Job Openings

  • Check all permissions

Custom Fields

  • Check all permissions

Custom Field Options

  • Check all permissions

Close Reasons

  • Check all permissions

Approvals

  • Check all permissions

Prospect Pool

  • Check all permissions

Demographic Data

  • Check all permissions

Custom Locations

  • Check all permissions

If any of the permissions above are not checked, place a check in the box next to the appropriate permission. Click Save when finished.

Your Harvest API key for the Greenhouse Recruiting / Beamery integration is created and configured.

Copy Greenhouse Harvest API key into Beamery

Once your Greenhouse Harvest API key is copied, navigate to your Beamery account. Open the settings menu by navigating to the gear icon in the bottom left of the navigation panel.

From the settings menu, navigate to Data Management and select Greenhouse. This will direct you to the Greenhouse integration page.

On the Greenhouse integration page, paste the Greenhouse Harvest API key that you generated and copied into the Import to Beamery - Harvest Key field.

When finished, click Save Credentials.

Add Beamery web hooks to Greenhouse

Once your Greenhouse credentials are saved in Beamery, Beamery will generate a Secret Key and an Endpoint URL for you to add to your Greenhouse Recruiting account. You will need to copy both into your Greenhouse account.

From your Greenhouse account, click the Configure icon on your navigation bar and click Dev Center on the left. Then click Web Hooks.

From the subsequent page, click Web Hooks.

Using the Create a New Web Hook page, you will need to create the following 14 web hooks:

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Create a suitable name for each web hook (e.g. Prospect Created). Copy the Beamery Endpoint URL, and the Beamery Secret Key (generated in your Beamery account) into each web hook you create.

To copy the Beamery Endpoint URL or Beamery Webhook Secret Key from your Beamery account, return to the Greenhouse page in your Beamery account and click Copy to Clipboard next to the Secret Key and Endpoint URL.

For Error recipient email, simply enter an email address to receive notifications on any potential integration errors.

Ensure you select No to the question Disabled? to ensure the webhooks are enabled.

When completed, click on the Create Webhook. Repeat this process to create the other Web Hooks to complete the integration with Beamery.

Once these steps have been completed, changes in any of your candidate data in Greenhouse will be reflected in Beamery, and any data changed in Beamery will be updated in Greenhouse.

Note: The syncing process takes about 24 hours from Greenhouse Recruiting to Beamery. During this initial sync, you may see the following message in Beamery until all users have been synced across.

Create an automated rule to add candidates to Greenhouse Recruiting

Now that your integration is set up, you have the option to create automated conditions to move qualified candidates you've engaged in Beamery to your account in Greenhouse Recruiting for screening. This way, you can have all your contacts in Beamery, but only sync contacts that you want to move to the screen stage.

To create a recipe, navigate to Beamery and click on your initials in the top right-hand corner of the page. Select Settings from the dropdown menu and select Recipes from the settings menu.

Set up a recipe to automatically push candidates from Beamery into Greenhouse Recruiting when they meet certain criteria. You can see an example recipe below whereby candidates that experience a status change to Screening but were also added to Beamery through the Chrome Extension will automatically be added to Greenhouse as a prospect.