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Beamery

Beamery is a CRM partner for Greenhouse. While Greenhouse is focused on optimizing the application process, Beamery’s Talent CRM gives companies everything they need to engage with talent before they apply.

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Enabling recruiting teams to build and nurture talent pools of potential candidates, as well as capturing application drop-off and inbound leads, Beamery lets sourcing and branding teams control candidate acquisition from the very first touchpoint, through to a full nurture and re-engagement cycle.

Every talent interaction can be highly personalized to create a unique candidate experience for every person your company speaks to, and the integration also allows Greenhouse 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, and Beamery and Greenhouse are now able to offer 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 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


Setup Integration (API connection)

The API connection is done during a 15-20-minute call where one of the Beamery Customer Success team will connect with a Greenhouse Admin from the customer. During this call, two API keys will be generated in Greenhouse 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 are 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 to Beamery

Historical vacancy and prospect/candidate data from Greenhouse can be easily added to Beamery. There are 2 ways of importing your historical data:

  1. 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 and for sync duration see Your Integration Requirements.

  1. 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. 

For best practise it is advised to use the API method to ensure all candidates and linked to associated vacancies in Greenhouse.

Setup Integration - Greenhouse & Beamery

Beamery has a lot of experience with systems integrations. Integrating Greenhouse with Beamery is easy and takes just a few minutes to enable full synchronisation of contacts between both platforms. There are 6 steps in order to set up the integration. Beamery team can help you to walk through this on a call.

Enable Greenhouse/Beamery 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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  1. A Partner API key will now appear in your list within Greenhouse. This will be one of two API Keys you will generate in Greenhouse to complete the integration with Beamery.

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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:

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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.

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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 on the Copy to Clipboard button 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 48 hours from Greenhouse to Beamery. During this initial sync, you may see the following message in Beamery until all users have been synced across.

 

Beamery Recipes - Create automated rule to add candidates to Greenhouse

  1. 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.
  2. To create a recipe, 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.
  3. 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.