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Namely

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Namely is a cloud-based Human Resource Information System (HRIS) that helps your organization manage and streamline compliance, record keeping, payroll, benefits, etc... Greenhouse Onboarding has build an integration with Namely that enables your organization to push employee profiles into Namely for easy account creation. In this article, we will cover:

Note: Greenhouse Onboarding's integration with Namely is a non-customizable one-way sync of information. 

 

Retrieve Namely Subdomain and Access Token  

You will need to retrieve two data points from Namely to enable the integration in Greenhouse Onboarding:

  1. Subdomain 
  2. Access Token

Note: We recommend that the Owner of your Namely account retrieve these two data points from your Namely account.

Navigate to your Namely account and locate your subdomain from within the URL. Your organization's subdomain for your Namely account is the alphanumeric information the precedes namely.com in the URL (e.g. In the example below, the subdomain is greenhouse-sandbox)

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Copy down your organization's subdomain.

Next, click the User icon in the upper right-hand corner of your Namely account and select API from the dropdown menu.

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From the API page, click Personal Access Tokens and use the provided field to input the name.

Click Create when finished.

Note: We suggest giving the personal access token a recognizable name that illustrates the token is for the Greenhouse Onboarding integration.

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Your newly created Personal Access Token will be displayed in the subsequent panel. Copy the Personal Access Token.

Note: Your new Personal Access Token will only be displayed this one time.

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Enable Greenhouse Onboarding and Namely Integration

Contact your Greenhouse Onboarding Customer Success Manager (CSM) to enable the Namely option for your organization.

Once the Namely integration option is available in your account, click Settings from your navigation bar and select Integrations from the left-hand panel.

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Navigate to the Human Resource Management panel and click Enable inline with Namely. 

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In the subsequent dialog box, enter the Personal Access Token and Subdomain you copied in the previous step. Click Save and close when finished. 

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The Greenhouse Onboarding and Namely integration is now enabled for your organization.

 

Mapped Fields Between Greenhouse Onboarding and Namely

The following Greenhouse Onboarding fields will be mapped and exported to the corresponding field in Namely:

 First Name*   Job Title  Marital Status  Preferred Name
 Last Name*   Employment Type   (Employment Status)  Personal Email  Reports to
 User Status*   DOB / Date of Birth  Emergency Contact  Address
 Start Date*   Social Security Number  Emergency Contact   Phone  Ethnicity
 Email*   Gender  Emergency Contract   Relationship  Salary
 Phone Number  Profile Photo    

*Required field to create Namely employee account

Note: Greenhouse Onboarding cannot add or remove mappings from this schema. Currently, the integration does not support the Greenhouse Onboarding fields: Department and Location

In order to successfully export data from a single select Greenhouse Onboarding field to a single select Namely field, both systems will need to have the same available options for the field.

 

Map Completed E-Signature Documents from Greenhouse Onboarding to Namely

Completed E-Signature documents can be sent from Greenhouse Onboarding to Namely. To enable this, an Administrator must log into Namely and create a new Profile Field with a type of file for each E-Signature document that will be mapped from Greenhouse Onboarding.

Note: Only E-Signature documents can be mapped from Greenhouse Onboarding to Namely. Other employee documents cannot be mapped. 

Have the Administrator log into Namely, then click Company from the top navigation bar. On the subsequent page, click Settings, and then click Profile Fields in the Employee Data section. 

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Create the new field, ensuring the name of the field is an exact match with the name of the E-Signature template you wish to map to it from Greenhouse Onboarding. For example, if the E-signature template in Greenhouse Onboarding is named Company Handbook, the field in Namely must be named Company Handbook as well. Be sure to set the Type dropdown menu to File

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Click Save when finished. Repeat these steps to map each E-Signature document you wish to send from Greenhouse Onboarding to Namely. 

Moving forward, the appropriate E-Signature document will be sent when a New hire is exported to Namely. 

 

Export Employee Profile

Once the Greenhouse Onboarding integration is enabled for your organization, you can export an employee profile into Namely directly from the employee profile.

Use the provided search bar to navigate to an employee profile and click Integrations.

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Click Export to Namely.

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Note: Since every organization defines it's onboarding process differently, employee data can only be exported manually from Greenhouse Onboarding. Additionally, this export can only be performed once in Greenhouse Onboarding so please re-confirm the details of the export before proceeding.

If successful, the integration will provide the following information:

  • User who exported the employee data into Namely
  • When the export was performed
  • A Namely generated ID for the export
  • A URL to the candidate's profile in Namely

 

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