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 information
Your organization's Namely account owner needs to retrieve the following information from Namely to enable the integration in Greenhouse Onboarding:
- Subdomain
- Access token
Find your Namely subdomain
Navigate to your Namely account and copy your subdomain within the URL.
The subdomain for your Namely account is the alphanumeric information that precedes namely.com in the URL.
You'll paste this subdomain into Greenhouse Onboarding in a later step.
Retrieve your Namely access token
In Namely, click the User icon in the upper right corner. Select API from the dropdown.
Navigate to Personal Access Tokens and create a new access token. Use the provided field to give your personal access token a name.
When you're ready, click Create.
Copy your new personal access token and save it in a secure location. You'll use it to set up the integration 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.
Navigate to Settings > Data Flow > Integrations.
Scroll to Human Resource Management. Click Enable next to the Namely integration.
Enter the personal access token and subdomain you retrieved from Namely.
Click Save and Close when you're done.
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
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 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 default 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, your Namely account admin must log into Namely and create a new profile field for every E-Signature document that will be mapped from Greenhouse Onboarding.
Have your organization's Namely admin log in to your Namely account.
Click Company from the top navigation bar, then select Profile Fields in the Employee Data section.
Create a new field. Ensure your field's name matches the name of the corresponding E-Signature template you'll be mapping to in Greenhouse Onboarding.
Example: You're mapping to an E-Signature template named Company Handbook in Greenhouse Onboarding. Use the name Company Handbook when creating your Namely profile field for this E-Signature document.
Set the Type dropdown menu to File.
When you're finished, click Save.
Repeat these steps to map each E-Signature document you want to send from Greenhouse Onboarding to Namely.
Use the Namely integration in Greenhouse Onboarding
Export an employee profile to Namely
Once you've enabled the Namely integration for your organization, you can export an employee profile to Namely directly from the employee's profile.
In Greenhouse Onboarding, use the search bar to open an employee profile that you'd like to export.
In the employee's profile, navigate to Integrations.
Click Export to Namely.
Once your export is complete, Greenhouse Onboarding will display the following information on the employee's Integrations tab:
- 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 Settings > Data Flow > Integrations.
Scroll to Human Resource Management and locate Namely.
Click Edit.
Next to the existing access token, click Replace.
Paste your new access token into the field, then click Save and Close to save your changes.