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Grayscale

Grayscale’s conversational recruiting platform makes it easy to text with candidates from within Greenhouse Recruiting, while automating repetitive tasks in the hiring process. The Greenhouse Recruiting / Grayscale integration offers powerful texting capabilities for engaging with talent from directly within Greenhouse. In this article, we will cover how to:

 

Configure User Setup Permissions in Greenhouse Recruiting  

Contact a Greenhouse Recruiting user in your organization with Site Admin level permissions with the additional user-specific permission Can edit another user's advanced permissions to apply the following permissions to your account: 

  • Can manage ALL organization's API Credentials
  • Can manage and configure web hooks

Have the user with Site Admin level permissions edit your user account's permissions by navigating to the Configure icon configure.pngUsers 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 and Can manage ALL organization's API Credentials so a check is in each checkbox. When finished, click Save.

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Repeat these steps for all users who should have access to set up the integration.

 

Create a Harvest API Key for the Greenhouse Recruiting / Grayscale Integration  

To create a Harvest API key for the integration, click on the Configure image-0.png icon in the upper right-hand corner. Navigate to Dev Center on the left-hand panel. 

From the Dev Center page, click API Credential Management

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From the API Credential Management page, click Create New API Key to generate the API key for Grayscale. 

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From the Create new credential dialog box, give your API key a name and select Harvest from the Type dropdown menu. When finished, click Create

On the Manage API Key Permissions page, enable the following permissions: 

  • Candidates
  • Users

When finished, click Update at the bottom of the page. 

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You Harvest API key for the Greenhouse Recruiting / Grayscale integration is created and configured. Provide your Harvest API key to your Grayscale onboarding team so they can set up the integration. 

 

Create the Grayscale Web Hooks

Once the Harvest API key is saved in the Grayscale platform, you will see a section called Incoming Webhooks. This section will provide you the URL and Secret Key for the web hook to be created in Greenhouse Recruiting. 

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Copy and paste the URL and Secret Key somewhere you can easily access them again, as you will need them to create the web hooks in Greenhouse Recruiting.

Return to the Greenhouse Recruiting platform, and click the Configure configure.png icon in the upper right-hand corner. Navigate to Dev Center on the left-hand panel. 

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

You will be directed to a page where you can create a new web hook. From this Create A New Web Hook page, provide the following details to create your first web hook: 

  • Name: We suggest Grayscale: Delete Application
  • When: Be sure to select the correct action so the web hook fires at the appropriate event in Greenhouse Recruiting [Delete Application]
  • Endpoint URL: Paste the Endpoint URL copied from Grayscale's platform under Settings > ATS Integration
  • Secret key: Paste the Secret Key copied from Grayscale's platform under Settings > ATS Integration

Click Create Web hook

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You will create 12 web hooks in total to enable all necessary integration capabilities. Repeat the steps above to create the additional 11 web hooks, using the following details: 

Web hook #2: Application Updated

  • Name: We suggest Grayscale: Application Updated
  • When: Application Updated
  • Endpoint URL: Paste the Endpoint URL copied from Grayscale's platform
  • Secret key: Paste the Secret Key copied from Grayscale's platform

Web hook #3: Delete Candidate

  • Name: We suggest Grayscale: Delete Candidate
  • When: Delete Candidate
  • Endpoint URL: Paste the Endpoint URL copied from Grayscale's platform
  • Secret key: Paste the Secret Key copied from Grayscale's platform

Web hook #4: Merged Candidate

  • Name: We suggest Grayscale: Merged Candidate
  • When: Merged Candidate
  • Endpoint URL: Paste the Endpoint URL copied from Grayscale's platform
  • Secret key: Paste the Secret Key copied from Grayscale's platform

Web hook #5: Candidate Has Changed Stage

  • Name: We suggest Grayscale: Candidate Has Changed Stage
  • When: Candidate Has Changed Stage
  • Endpoint URL: Paste the Endpoint URL copied from Grayscale's platform
  • Secret key: Paste the Secret Key copied from Grayscale's platform

Web hook #6: Candidate Has Been Hired

  • Name: We suggest Grayscale: Candidate Has Been Hired
  • When: Candidate Has Been Hired
  • Endpoint URL: Paste the Endpoint URL copied from Grayscale's platform
  • Secret key: Paste the Secret Key copied from Grayscale's platform

Web hook #7: Candidate or Prospect Rejected

  • Name: We suggest Grayscale: Candidate or Prospect Rejected
  • When: Candidate or Prospect Rejected 
  • Endpoint URL: Paste the Endpoint URL copied from Grayscale's platform
  • Secret key: Paste the Secret Key copied from Grayscale's platform

Web hook #8: Candidate or Prospect Unrejected 

  • Name: We suggest Grayscale: Candidate or Prospect Unrejected
  • When: Candidate or Prospect Unrejected
  • Endpoint URL: Paste the Endpoint URL copied from Grayscale's platform
  • Secret key: Paste the Secret Key copied from Grayscale's platform

Web hook #9: Candidate or Prospect Updated

  • Name: We suggest Grayscale: Candidate or Prospect Updated
  • When: Candidate or Prospect Updated
  • Endpoint URL: Paste the Endpoint URL copied from Grayscale's platform
  • Secret key: Paste the Secret Key copied from Grayscale's platform

Web hook #10: Candidate Has Submitted Application 

  • Name: We suggest Grayscale: Candidate Has Submitted Application 
  • When: Candidate Has Submitted Application 
  • Endpoint URL: Paste the Endpoint URL copied from Grayscale's platform
  • Secret key: Paste the Secret Key copied from Grayscale's platform

Web hook #11: Job Created

  • Name: We suggest Grayscale: Job Created
  • When: Job Created 
  • Endpoint URL: Paste the Endpoint URL copied from Grayscale's platform
  • Secret key: Paste the Secret Key copied from Grayscale's platform

Web hook #12: Job Updated 

  • Name: We suggest Grayscale: Job Updated
  • When: Job Updated
  • Endpoint URL: Paste the Endpoint URL copied from Grayscale's platform
  • Secret key: Paste the Secret Key copied from Grayscale's platform

That is it! Your Greenhouse Recruiting account and Grayscale account can now talk to each other. These settings dictate execution of the Grayscale web hooks as users execute the actions defined above in Greenhouse Recruiting. 

 

Use the Greenhouse Recruiting / Grayscale Integration 

The Greenhouse Recruiting / Grayscale integration allows you to text candidates directly within Greenhouse via Chrome extension. Your Grayscale Customer Success Manager will give you access to download the extension, which will work within Greenhouse Recruiting, along with recruiting sites like LinkedIn.

Upon downloading the extension, you will see a icon appear on the right-hand side of your screen when in Greenhouse Recruiting. 

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Click on the tab to open the Grayscale extension. This allows you to start texting with candidates. 

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If the candidate is not recognized within Grayscale, you can seamlessly add them to Grayscale to start texting. Grayscale automatically pulls in name, cell phone number, and email address, so all you need to do is click Save

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To access your full inbox, click on the Hamburger mceclip6.png icon on the top right-hand corner of the Chrome extension and select Inbox.

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When texting, your conversation history automatically will be imported into the candidate's Activity Feed in Greenhouse Recruiting. 

Note: To ensure the full communication is organized together in one Activity Feed note, Grayscale imports the entire conversation one hour after the last message is sent/received. 

To send a bulk message, search open jobs in Greenhouse Recruiting directly from the Grayscale Chrome extension. Grayscale will provide you a list of the relevant candidates to message. 

For example, if you want to message all candidates at the Phone Interview stage of an open req, simply search for the job in the Grayscale extension, select the stage, and off you go! 

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Answer Frequently Asked Questions

Where do I download the Chrome extension?

Contact your Grayscale Customer Success Manager, who will provide you with a link to download the extension.

I downloaded the Chrome extension, and the Grayscale tab is not showing up.

First, check that you are using the Chrome browser. Then try refreshing the page. If that does not resolve the issue, make sure you are on a supported website (such as Greenhouse Recruiting, LinkedIn, etc.). If you are not in Greenhouse Recruiting, navigate there, refresh the page, and try again. Still not working? Try closing all your browsers and restarting Chrome.

My texting history is not displaying within the Activity Feed. What do I do?

Grayscale updates the candidate's Activity Feed one hour after the latest text message was sent/received for that candidate. This ensures your entire conversation is organized within the same note in the Activity Feed. If it has been longer than an hour, try refreshing the candidate's profile page in Greenhouse Recruiting.  

 

Get Support

Please contact support@grayscalelabs.com for troubleshooting assistance regarding the integration.