Namely is a cloud-based Human Resource Information System (HRIS) that helps your organization manage and streamline compliance, record keeping, payroll, benefits, and more.
Namely's integration with Greenhouse Onboarding enables your organization to push employee profiles from Greenhouse Onboarding to Namely for easy account creation.
Retrieve your Namely subdomain and access token
You'll need to retrieve two data points from Namely to enable the integration in Greenhouse Onboarding:
- Subdomain
- Access token
Find your Namely subdomain
Navigate to your Namely account and locate your subdomain from within the URL.
The subdomain for your Namely account is the alphanumeric information that precedes namely.com in the URL.
You'll enter this subdomain into Greenhouse Onboarding in a later step, so copy it somewhere you can easily access it.
Retrieve your Namely access token
In Namely, click the User icon in the upper right-hand corner and select API from the dropdown menu.
Click Personal Access Tokens and create a new access token. Use the provided field to input a name.
When finished, click Create.
Your newly created personal access token will be displayed. Copy the personal access token and save it in a secure location, as you'll need to enter it in Greenhouse Onboarding in the next step.
Enable the Namely integration
Once you have your subdomain and personal access token, log in to Greenhouse Onboarding and click Settings on your navigation bar.
Click Integrations on the left.
Scroll to the Human Resource Management panel and click Enable beside Namely.
Enter the personal access token and subdomain you copied in the previous step.
Click Save and close when finished.
The Greenhouse Onboarding and Namely integration is now enabled for your organization!
Map fields between Greenhouse Onboarding and Namely
The following Greenhouse Onboarding fields will be mapped and exported to the corresponding field in Namely:
|
First Name* |
Employment Type (Employment Status) |
Emergency Contact Name |
|
Last Name* |
DOB / Date of Birth |
Emergency Contact Phone |
|
User Status* |
Social Security Number |
Ethnicity |
|
Start Date* |
Gender |
Salary |
|
Email* |
Profile Photo |
Preferred Name |
|
Phone Number |
Marital Status |
Reports to |
|
Job Title |
Personal Email |
Address |
*Indicates this field is required to create a Namely employee account.
Update field options to match Namely
In order to successfully export data from Greenhouse Onboarding to Namely, both systems will need to have matching values for the following fields:
- Job Title
- Employment Status
- Ethnicity
- Marital Status
Log in to Namely to view the values you'll need to match for each of the above fields. Below is an example of Namely's available values for the Ethnicity field.
In Greenhouse Onboarding, navigate to Settings > Fields. Click to select the field you need to update.
On the Edit Field page, update each value under Selection Options to match the field options from Namely.
Click Save when you're done editing field options.
Example:
Employment Status is a single-select field that maps to Namely. You need to update the external value for each field option in Greenhouse Onboarding to match the options available in Namely:
| Greenhouse Onboarding value | Namely value to match |
| Full-time | Full Time |
| Part-time | Part Time |
| Contract | Contractor |
| Intern | Intern |
You'll change 'Full-time' to 'Full Time,' 'Part-time' to 'Part Time,' and 'Contract' to 'Contractor' when editing your Employment Status field values in Greenhouse Onboarding.
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.
Have the Administrator log into Namely, then click Company from the top navigation bar and then click Profile Fields in the Employee Data section.
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.
When finished, click Save.
Repeat these steps to map each e-signature document you wish to send from Greenhouse Onboarding to Namely.
Going forward, the appropriate e-signature document will be sent when a New hire is exported to Namely.
Use the Namely integration with Greenhouse Onboarding
Export an employee profile to Namely
Once the integration is enabled for your organization, you can export an employee profile to Namely directly from the employee profile.
Use the provided search bar to navigate to an employee profile and click Integrations.
Click Export to Namely.
The export will complete and will provide the following information on the employee's Integrations tab in Greenhouse Onboarding:
- 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
Update your Namely access token
If the admin who set up your Namely integration leaves your organization, you may need to update the integration’s access token.
To do this, first obtain a new access token from Namely by following the instructions in Retrieve your Namely access token.
After you've retrieved a new access token, navigate to the Integrations page in Greenhouse Onboarding (Dashboard > Settings > Integrations). Scroll down to the Human Resource Management panel and find Namely.
Beside Namely, click Edit.
Next to the existing access token, click Replace.
Paste your new access token into the box, then click Save and Close to save your changes.