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Beamery Data Mapping

Overview

For a seamless integration between Greenhouse and Beamery, it is essential to look at what activities and data flows are separate and which ones you wish to be mapped. The integration is done via the public API and supports the majority of prospect/candidate and vacancy activities. For the best experience where sourcing and nurturing contacts (prospects + past candidates) is done in Beamery and application tracking in Greenhouse, the integration enables the following.

 

 

 

Events

Greenhouse → Beamery

Beamery → Greenhouse

Vacancy

✔ (40mins)

-

New Prospects                

✔ (Real-Time)*

✔ (Real-Time / configurable)

Edit Prospects

✔ (Real-Time)*

✔ (Real-Time)

New Candidates

✔ (Real-Time)*

✔ (Real-Time / configurable)

Edit Candidates

✔ (Real-Time)*

✔ (Real-Time)

Add contact to Vacancy

✔ (Real-Time)*

✔ (Real-Time)

Stage Change

✔ (Real-Time)*

✔ (Real-Time)

Hire Candidate

-

-

Reject Candidate

rejection reason only (Real-Time)* 

-

Merge duplicate

✔ (Real-Time)

✔ (Real-Time)

Consent (opt in/opt out)

-

-

Anonymise Contact

Coming Soon

Coming Soon

 

*Syncing Greenhouse events/data to Beamery requires Greenhouse Webhooks to be set up. It is possible for Greenhouse web hooks to also be delayed.

 

Vacancy Management - Sync Greenhouse Jobs to Beamery

To ensure prospects and candidates are synced accurately, all Greenhouse Jobs and their stages are synced from to Beamery every 40 mins.

This data is synchronised subject to your integration configurations regarding confidentiality requirements (see section on confidentiality below), such that confidential vacancies/candidates, for example, can be excluded from synchronisation.

For most users of Beamery + Greenhouse, Vacancies are created in Greenhouse and imported into Beamery. This ensures that when new candidates are added to Greenhouse the correct jobs are matched. Note: New vacancies in Beamery are not pushed to Greenhouse.

Sync prospects and candidates both ways

The integration allows syncing all new prospects / candidates both ways. Once synced the integration ensures that candidate’s contact information and vacancy stage matches. This enables past applicants to be re-engaged for new roles within Beamery. Please note that by default private contacts are synced as well. If you do not wish private prospects/candidates to sync from Greenhouse, include this in your Integration Requirements to Beamery.

 

The syncing process is triggered via Web-hooks (Greenhouse) and Recipe (Beamery).

A synced contact is easily recognisable in Beamery.

 

 

Other data synced from Greenhouse to Beamery

To ensure prospects and candidates are synced accurately, the following data are synced from Greenhouse to Beamery every 40 mins.

 

  • Sources
  • Users
  • Departments

Data Mapping 

 

Screen_Shot_2019-05-16_at_12.05.09_PM.png

*Vacancy Stage

In Beamery all Vacancies have the same Stages. The Integration enables your Beamery account to have different interview stages for Greenhouse Vacancies. Please note that the Hired and Rejected are NOT Stages, they are ‘flags’ in Greenhouse. Hence these are not imported to Beamery.  

**Vacancy Description

The integration supports importing Greenhouse Job data that includes Job Notes and not the Job Description, which is located in the Job Post section in Greenhouse.

***Source

Sources are tied to vacancies in Greenhouse, and to contacts in Beamery. If a contact has multiple vacancies in Greenhouse, we will use the original source when pushing contact into Greenhouse

Confidential Information

Confidential information is configured to the following by default. It is also possible to block confidential information as shown below.

 

 

Screen_Shot_2019-05-16_at_12.06.13_PM.png 

Beamery imports all contacts data shown in the data mapping table that are made available from Greenhouse. If there are confidential information that should not be imported from Greenhouse to Beamery please talk to the Beamery team.

GDPR

With GDPR compliance Beamery will support anonymization of contact data when candidates opt out. Once a contact is anonymized in Beamery contact information is deleted and any updates from ATS are blocked. 

Greenhouse has similar consent and anonymization features, and the Beamery - Greenhouse integration supports two-way anonymization.Please note that Greenhouse allows anonymised contacts to be re-added, while Beamery does not until candidate’s consent is received. Contacts that have been re-added in Greenhouse will NOT be added to Beamery until consent is received. 

To learn more about our how to configure the anonymization workflow for your instance please read our Greenhouse Configuration Documentation.

Contact Duplicates Management

Beamery is able to identify the same contact based on matching Email or Social URL link (e.g. LinkedIn URL) and avoids creating duplicates in Beamery. When new candidates or updated candidates from Greenhouse are added to Beamery and contacts already exist, Beamery updates the existing contact with updated information.

Greenhouse has similar functionalities, which can be enabled or disabled. It is recommended to enable auto-merge in Greenhouse Settings. 

The Integration supports auto and manual merges. If contacts (that are synced between the two platforms) are merged in Beamery, these are also merged in Greenhouse and vice versa.

Custom Fields Mapping using Tags

There are two field types that exist in Greenhouse but are not currently available to map via integration when syncing data from Greenhouse.

Credit to - When pushing data from Beamery to Greenhouse, we map the Beamery ‘assigned to’ field to push into the Greenhouse credit to field. However, this credit to field is not available to synchronise from Greenhouse. We import users into Beamery, but the ‘credit to field’ is NOT imported into Beamery. A greenhouse user will NOT see in Beamery which users from GH are assigned to vacancies and contacts in Beamery. This is because this data is not available via integration, and because not every Greenhouse user is in Beamery; hence we cannot map this. We often recommend that prior to connecting data, or just after, users are added as a tag to contacts in greenhouse. This allows us to import that data as a keyword/tag in Beamery, and then apply a ‘bulk assign’ in Beamery

Custom Fields - customers can create certain custom fields in Beamery and Greenhouse - these will not automatically map via integration

Bulk tags -The ONE key action that does not immediately get imported to Beamery from Greenhouse is a bulk add tag in Greenhouse (since Greenhouse do not currently support webhooks for bulk actions). Adding individual tags syncs to Beamery, and if a contact is updated through another mechanism (e.g. their stage is changed), the bulk added tag will then synchronise.

Matching users between both system

If a user exists in Beamery but not Greenhouse, or doesn't have a matching email between Greenhouse and Beamery, they will see an error alert that says “please check with support” etc.

It is possible that this error can temporarily show up even if emails are the same in both systems, as for certain users this data is not immediately available via integration. Beamery can run a re-synchronisation on request to accelerate this matching process if required.

Beamery’s Features

Enrichment via Sherlock

One of Beamery’s feature is Enrichment via Sherlock, whereby contacts are automatically enriched with publicly available information if found by Beamery’s search engine. This also applies to contacts created from Greenhouse.

Enrichment from Attachments

Beamery enriches contact data from attachments and makes the content searchable. The integration currently does not support this feature for attachments imported from Greenhouse.

 

Leaderboard Reporting

Beamery Leaderboard Reporting will be available for stages imported from Greenhouse.  

 

Vacancy Stages Reporting

Beamery Reporting currently support SINGLE hiring process flow where all vacancies share the same vacancy stages. Hence, Beamery Reporting does not currently support Vacancy Stages from Greenhouse.