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Beamery

Beamery lets sourcing and branding teams control candidate acquisition from the very first touchpoint to the full nurture and re-engagement cycle so that recruiting teams can build and nurture talent pools of potential candidates, as well as capture application drop-off and inbound leads. Every talent interaction can be highly personalized to create a unique candidate experience for every person your company speaks to.

At a time when the best talent is often passive or doesn’t apply, CRM software that enables talent teams to hire proactively and create pipelines for future business requirements is a huge competitive advantage. 

The integration between Greenhouse Recruiting and Beamery offers an integrated CRM and ATS solution for sourcing and recruiting teams. With the integration Greenhouse users can effectively identify past applicants with profiles that could match new roles, and re-engage them with marketing content and job updates. In this article we will cover:

 

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 Description
Contact (prospect) Prospect Person not assigned to any vacancy/job
Contact (candidate) Candidate Person assigned to at least 1 vacancy/job
Vacancy Job Role in the company
Vacancy Stages Interview Stage Stages in a hiring process

It is essential to look at what activities and data flows are separate and which ones you wish to be mapped. The integration is done via public API and supports the majority of prospect/candidate and vacancy activities. Where sourcing and nurturing contacts (prospects + past candidates) is done in Beamery and application tracking in Greenhouse, the integration enables the following:   

  

Events Greenhouse → Beamery Beamery → Greenhouse
Vacancy ✔ (40mins) -
New Prospects                 ✔ (Real-Time)* ✔ (Real-Time / configurable)
Edit Prospects ✔ (Real-Time)* ✔ (Real-Time)
New Candidates ✔ (Real-Time)* ✔ (Real-Time / configurable)
Edit Candidates ✔ (Real-Time)* ✔ (Real-Time)
Add contact to Vacancy ✔ (Real-Time)* ✔ (Real-Time)
Stage Change ✔ (Real-Time)* ✔ (Real-Time)
Hire Candidate - -
Reject Candidate rejection reason only (Real-Time)*  -
Merge duplicate ✔ (Real-Time) ✔ (Real-Time)
Consent (opt in/opt out) - -
Anonymise Contact ✔ (Real-Time)* ✔ (Real-Time)

*Syncing Greenhouse events/data to Beamery requires your organization to set up Greenhouse web hooks. It is possible for Greenhouse web hooks to also be delayed.

 

Enable Greenhouse/Beamery Integration 

Enabling the Greenhouse/Beamery integration is simple and should only take a few minutes to achieve full synchronization of contacts between platforms. What follows are the series of steps necessary to enable the integration. 

 

1. Generate Greenhouse Partner API Key

To create a Greenhouse Partner API Key for the integration, click on the Configure icon Screen_Shot_2018-05-24_at_5.31.51_PM.png in the upper right-hand corner. Navigate to Dev Center on the left-hand panel.

From the Dev Center page, click API Credential Management.

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

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From the Create new credential dialog box, give your API key a name, select Partner from the Type dropdown menu, and Beamery from the Client Application dropdown menu. When finished, click Create.

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Your Greenhouse Partner API Key is created and can be found on subsequent list. Navigate to your recently created Greenhouse Partner API Key and click Copy.

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2. Copy Greenhouse Partner API Key into Beamery

Once your Greenhouse Partner 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.

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

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When finished, click Save Credentials.

 

3. 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 Screen_Shot_2018-05-24_at_5.31.51_PM.png in the upper right-hand corner. Navigate to Dev Center on the left-hand panel.

From the Dev Center page, click API Credential Management.

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

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From the Create new credential dialog box, give your Harvest API key a name, and select Harvest from the Type dropdown menu. When finished, click Create.

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On the Manage API Key Permissions page, select all the permissions you would like to give to Beamery. When finished, click Update.

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Navigate to your new Greenhouse Harvest API and click Copy.

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4. 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.

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

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When finished, click Save Credentials.

 

5. 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 account. You will need to copy both into your Greenhouse account. 

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From your Greenhouse account, click the Configure icon Screen_Shot_2018-05-24_at_5.31.51_PM.png in the upper right-hand corner. Navigate to Dev Center on the left-hand panel and then click Web Hooks.

Now on the Web Hooks page, click Web Hooks again.  

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

  • Application Created (regular contact sync op performed)
  • Application Deleted (removes a contact from a linked Greenhouse job application)
  • Application Updated (specific vacancy/application updates performed)
  • Offer Deleted (regular contact sync op performed)
  • Candidate Deleted (does not delete a contact from Beamery, breaks the sync link)
  • Candidate Hired (regular contact sync op performed)
  • Candidate Stage Change (regular contact sync op performed
  • Candidate/Prospect Rejected (regular contact sync op performed)
  • Candidate/Prospect Unrejected (regular contact sync op performed
  • Candidate/Prospect Updated (regular contact sync op performed)
  • Prospect Created (regular contact sync op performed)
  • Merged Candidate (specific merge op performed)
  • Candidate Anonymised (allows the sync of anonymization; Copy Endpoint URL, Endpoint recipient email, and Secret Key from previously created Web hook)

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.

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

If the error message still appears at the top of your screen stating that Your user Greenhouse integration is not connected due to an issue with your email address and to please contact support this means that your user email is still being matched to ensure you exist in both systems and will disappear once the systems have matched the address.

Ensure you select 'No' to the question 'Disabled?' to ensure the web hooks are enabled.

When completed, click on the Create Web hook. 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.

 

Data Structure Mapping (Supported Fields)  

 

Create Automated Beamery Rule to Add Candidates to Greenhouse

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 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 go to settings and select Recipes from the menu on the left hand side.

Set up a recipe to automatically push candidates from Beamery into Greenhouse 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.

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To learn more about recipes and how to create one, click here.