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Swifthire by ESS

SwiftHire is a client tool offered to you by ESS. With SwiftHire, you can send screening requests directly to job applicants, students or even volunteers, rather than having to input applicant information yourself. SwiftHire is built right into your client ordering module featuring an electronic consent form and all of the following benefits. The ESS integration allows you to automatically take newly-hired candidates from Greenhouse and add them to ESS. In this article, we will cover how to:

 

Retrieve ESS Endpoint URL and Secret Key

Before enabling the Greenhouse/ESS integration, Greenhouse Recruiting will need two pieces of information:

  • ESS Endpoint URL
  • ESS Secret Key

To retrieve this information please contact your ESS Customer Success Manager.

 

Configure User Setup Permissions in Greenhouse Recruiting

After you have received your Endpoint URL and Secret Key from ESS, 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.

Have the user with Site Admin level permissions edit your user account's permissions by navigating to the Configure icon configure.png > Users > Your Name).

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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 and configure web hooks so that a check is in the checkbox. When finished, click Save.

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Repeat as necessary for any other user that should have access to set up the integration.

 

Enable Greenhouse/ESS Integration

With ESS endpoint URL and Secret Key copied, and your Greenhouse user permissions enabled, you are ready to enable the Greenhouse/ESS integration.

To enable the integration, click the Configure icon configure.png in the upper right-hand corner and navigate to Dev Center on the left-hand panel.

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From the Dev Center page, click Web Hooks. Click Web Hooks from the subsequent page.

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You will be directed to a new page where you Create a New Web Hook. From this page provide the following details: 

  • Name: We suggest ESS Integration
  • WhenCandidate has changed stage
  • Endpoint URL: The Endpoint URL received from the ESS Customer Success team
  • Secret Key: The Secret Key received from the ESS Customer Success team

 Expand the Advanced settings menu:

  • Username: Copy Secret Key received from the ESS Custom Success team
  • Disabled: No

When finished, click Create Web hook.

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That's it! Your Greenhouse account and ESS account can now talk to each other. These settings dictate execution of the ESS web hook once the end user transitions the candidate into an appropriate application stage for a given job.

 

Create Candidate Custom Fields

Note: Candidate custom fields can only be created by a user with Site Admin level permissions or a user with Job Admin level permissions with the additional user-specific permission Can manage custom fields.

Click the Configure icon configure.png in the upper right-hand corner and navigate to Custom Options from the left-hand panel.

From the Custom Options page, click Candidates.

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Click + Add Field.

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Create a separate custom candidate field with the following parameters:

Field Type
Background Check Status Short Textbox
Background Check Result URL
Background Check Completed Date Short Textbox

These fields allow ESS to provide Background Check status, a link to the Background Check report (when applicable), and the date the report is completed.

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Create Job Custom Fields

Note: Job custom fields can only be created by a user with Site Admin level permissions or a user with Job Admin level permissions with the additional user-specific permission Can manage custom fields.

Click the Configure icon configure.png in the upper right-hand corner and navigate to Custom Options from the left-hand panel.

From the Custom Options page, click Jobs.

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Click + Add Field.

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Create a separate custom job field with the following parameters:

Field Type Options Required
Background Check Package Single Select List all available packages on individual lines Yes
Background Check Location Single Select List all available locations on individual lines Yes

This portion of the configuration allows the end user to select the applicable package and location necessary to complete the Background Check. It is necessary to select Package and Location for EACH job in Greenhouse. 

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View Integration Order 

Once a background check is initiated through Greenhouse, a request to complete the background check will be sent to the candidate’s email. The candidate will complete the required fields and sign-off on the consent. 

ESS receives the request and will send an update to Greenhouse that the order is in progress. Once the report is completed in the Deverus platform, a status update is sent to Greenhouse with the results report

After using the integration, you may decide you want to share more information between Greenhouse and ESS. If you would like additional information transferred over, please reach out to ESS Customer Success with a list of items to add!