ConveyIQ automates the transactional work done by recruiting teams to free up time for recruiters to have more human interactions with candidates. Our solution augments the ATS through triggered automation of activities that occurs for every stage change in the candidate Journey from application to hire. At any stage, you can trigger a digital interview, a real-time interview, a branded rich SMS message or email, and even a self-schedule message to candidates to keep them informed at every stage, and keep them moving thru the process without disrupting your normal process. Candidates appreciate your elevated process, and recruiters accomplish more.
The Greenhouse Recruiting connector with ConveyIQ allows recruiters to define automated events (SMS/Email Communication, Digital Interviews, Scheduling) at each stage of the hiring lifecycle. In this article, we will cover how to:
- Configure User Setup Permissions in Greenhouse Recruiting
- Create a Harvest API Key for the Greenhouse/ConveyIQ Connector
Configure User Setup Permissions in Greenhouse Recruiting
In order to enable the Greenhouse/ConveyIQ connector, you will need the developer permission Can manage ALL organization’s API Credentials.
Contact a Greenhouse user in your organization with Site Admin level permissions with the additional user-specific permission Can edit another user's advanced permissions to apply the API credential management permission to your account. Have the user with Site Admin level permissions edit your user account's permissions by navigating to the Configure icon > Users > Your Name)
The user with Site Admin level permissions should navigate to the Permissions panel on your user page and expand the Developer Permissions dropdown menu.
Select Can manage ALL organization’s API Credentials so that a check is in the checkbox. When finished, click Save.
Repeat as necessary for any other user that should have access to set up the connector.
Create a Harvest API Key for the Greenhouse/ConveyIQ Connector
To create a Harvest API key for the connector, click on the Configure icon in the upper right-hand corner. Navigate to Dev Center on the left-hand panel.
From the Dev Center page, click API Credential Management.
From the API Credential Management page, click Create New API Key to generate the API key for ConveyIQ.
From the Create new credential dialog box, give your API key a name and select Harvest from the Type dropdown menu. When finished, click Create.
On the Manage API Key Permissions page, select “Candidates”, “Applications”, “Custom Fields”, “Departments”, “Job Stages”, “Jobs”, “Offices”, “Sources”, “Tags”, “User Roles”, and “Users”. When finished, click Update.
Your Harvest API key for the Greenhouse/ConveyIQ connector is created and configured. Provide your Harvest API key to your ConveyIQ onboarding team so they can set up the connector.
If Using Video Interviewing, How to Set Up a Custom Field
To configure a custom field first navigate to the gear icon in the upper right hand corner:
Then, access “Custom Options” and “Candidates”:
Finally, create a custom field with a name of “Video Interview” and a type of, “Long textbox”. This will be the field that interviews populate in when a candidate completes their video interview.
If Using Scheduling, How to Authorize Your Company Calendar
To authorize your work calendar with ConveyIQ login to your ConveyIQ account and navigate to “Settings” > “Authorize Calendar”. Then proceed to insert your “service account email address”. Afterwards you will be prompted to insert your “service account email” credentials, which will authorize your company’s calendar with your ConveyIQ account.
How to use Scheduling with ConveyIQ
What is a Scheduling Template?
The Scheduling Template is the definition of the Event that will be created once sent to one or multiple candidates.
By definition, the Scheduling Template defines the rules and contents that need to be setup in order to be able to create a valid Event and invite candidates (based on recruiter/hiring manager calendar availability)
The recruiter can create the Template and save it, later it can be edited or copied at any point.
First, a ConveyIQ will create a scheduling template within the ConveyIQ “Library”. Here the user will be able to define the Scheduling Event’s title and the required/optional members from the hiring team. See screenshot below:
Second, a user will want to define the messages that go out with the scheduling event (“Request to Schedule”, “Reminder to Schedule”, “Interview Invitation”, “Day Before Interview Reminder”, and “Cancellation Notification”. To define these events click any of the message icons:
Lastly, users will want to define the times that they can be available to schedule an interview (these booking availability times are the guardrails for the available times to be presented to candidates). See here:
Once this scheduling template has been defined it can now be used in Journeys, which will send out the appropriate communication regarding scheduling an interview with applicants.
How to use the ConveyIQ Connector with Greenhouse
Within ConveyIQ, there is a concept of “Journeys”. These are workflows that send out content (emails, sms, On-Demand interviews, and scheduling events) to applicants based upon certain trigger criteria. Users specify certain trigger criteria to determine the messaging that is sent out to an applicant. Trigger criteria can include such as, applicant status, position location, position name, and department name. Activity taken within Greenhouse that satisfies the trigger criteria within ConveyIQ will cause Journeys to start.
ConveyIQ makes requests to the Greenhouse API every 15min. so that all specified Department, Position, and application activity is reflected within ConveyIQ. So, if a user within Greenhouse makes a change to an applicant’s status, e.g. “Phone Interview” to “Onsite Interview”, for the “Sales Rep” position then this update will be reflected within ConveyIQ. If a Journey is configured to trigger messaging for the “Onsite Interview” status for “Sales Rep” then at that moment messaging will be sent from ConveyIQ to the applicant.
Screenshots illustrating a Journey’s trigger criteria and an applicant that this would be appropriate for within Greenhouse, respectively:
Please contact firstname.lastname@example.org for troubleshooting assistance regarding the connector.