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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. Greenhouse Recruiting’s integration with Grayscale 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

In order to enable the Greenhouse/Grayscale integration, you will need the developer permission Can manage ALL organization’s API Credentials.

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 to apply the API credential management permission to your account. Have the user with Site Admin level permissions edit your user account's permissions by navigating to the Configure icon image-0.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 ALL organization’s API Credentials 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.

 

Create a Harvest API Key for the Greenhouse/Grayscale Integration

To create a Harvest API key for the integration, click on the Configure icon image-0.png 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, check the box for Candidates, then scroll to the bottom and select the box for Users. When finished, click Update.

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

Enable Web Hooks in Greenhouse

Once you save the API key, you'll see a section appear labeled Incoming Webhooks. 

You'll be pasted both the URL and Secret code back in Greenhouse (details below).

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PRO TIP: We recommend copying and pasting the URL and Secret code somewhere you can easily access again, as you'll be doing a bit of copy/paste in steps to follow.

Head back to Greenhouse

Navigate back to the Dev Center in Greenhouse. 

Go to the bottom of the page and click Web Hooks

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You'll be adding 12 web hooks to enable all integration capabilities. To get started, follow these steps one by one: 

Web Hook #1: Delete Application

  • Name this web hook: Delete Application
  • When: Find 'Delete Application' from the dropdown
  • Endpoint URL: copy from Grayscale under Settings > ATS Integration
  • Secret key: copy from Grayscale under Settings > ATS Integration

Web Hook #2: Application Updated

  • Name this web hook: Application Updated
  • When: Find 'Application Updated' from the dropdown
  • Endpoint URL: copy from Grayscale under Settings > ATS Integration
  • Secret key: copy from Grayscale under Settings > ATS Integration

Web Hook #3: Delete Candidate

  • Name this web hook: Delete Candidate
  • When: Find 'Delete Candidate' from the dropdown
  • Endpoint URL: copy from Grayscale under Settings > ATS Integration
  • Secret key: copy from Grayscale under Settings > ATS Integration

Web Hook #4: Merged Candidate

  • Name this web hook: Merged Candidate
  • When: Find 'Merged Candidate' from the dropdown
  • Endpoint URL: copy from Grayscale under Settings > ATS Integration
  • Secret key: copy from Grayscale under Settings > ATS Integration

Web Hook #5: Merged Candidate

  • Name this web hook: Candidate has changed stage
  • When: Find 'Candidate has changed stage' from the dropdown
  • Endpoint URL: copy from Grayscale under Settings > ATS Integration
  • Secret key: copy from Grayscale under Settings > ATS Integration

Web Hook #6: Candidate has been hired

  • Name this web hook: Candidate has been hired
  • When: Find 'Candidate has been hired' from the dropdown
  • Endpoint URL: copy from Grayscale under Settings > ATS Integration
  • Secret key: copy from Grayscale under Settings > ATS Integration

Web Hook #7: Candidate or Prospect rejected

  • Name this web hook: Candidate or Prospect rejected
  • When: Find 'Candidate or Prospect rejected' from the dropdown
  • Endpoint URL: copy from Grayscale under Settings > ATS Integration
  • Secret key: copy from Grayscale under Settings > ATS Integration

Web Hook #8: Candidate or Prospect unrejected

  • Name this web hook: Candidate or Prospect rejected
  • When: Find 'Candidate or Prospect unrejected' from the dropdown
  • Endpoint URL: copy from Grayscale under Settings > ATS Integration
  • Secret key: copy from Grayscale under Settings > ATS Integration

Web Hook #9: Candidate or Prospect updated

  • Name this web hook: Candidate or Prospect updated
  • When: Find 'Candidate or Prospect updated' from the dropdown
  • Endpoint URL: copy from Grayscale under Settings > ATS Integration
  • Secret key: copy from Grayscale under Settings > ATS Integration

Web Hook #10: Candidate has submitted application

  • Name this web hook: Candidate has submitted application
  • When: Find 'Candidate has submitted application' from the dropdown
  • Endpoint URL: copy from Grayscale under Settings > ATS Integration
  • Secret key: copy from Grayscale under Settings > ATS Integration

Web Hook #11: Job Created

  • Name this web hook: Job Created
  • When: Find 'Job Created' from the dropdown
  • Endpoint URL: copy from Grayscale under Settings > ATS Integration
  • Secret key: copy from Grayscale under Settings > ATS Integration

Web Hook #12: Job Updated

  • Name this web hook: Job Updated
  • When: Find 'Job Updated' from the dropdown
  • Endpoint URL: copy from Grayscale under Settings > ATS Integration
  • Secret key: copy from Grayscale under Settings > ATS Integration

Whew, you made it! Your Greenhouse integration is all set up and ready to go!

Leverage Greenhouse/Grayscale Integration

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

Upon downloading the extension, you’ll see a g icon appear on the right-hand side of your screen while in Greenhouse.

When you click on the tab, it will open the extension and allow you to start texting with candidates.

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.

To access your full inbox, click on the Hamburger icon (three horizontal lines) on the top right-hand corner of the Chrome extension and select Inbox.

While texting, your conversation history will be automatically imported into the Greenhouse Activity Feed for the candidate.

Note: Grayscale imports the entire conversation 1 hour after the last message is sent/received to ensure the entire communication is organized together in the same note. 

Seamless Bulk Messaging

When sending bulk messages, you'll be able to search open jobs in Greenhouse directly from our Chrome extension to find relevant candidates to message.

So if you want to quickly bulk message all candidates at the 'Phone Interview' stage of an open req, just search for the job, select the stage, and off you go!

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FAQs 

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 isn’t showing up.

First, make sure you’re using the Chrome browser. Then try refreshing the page. If that doesn’t work, make sure you're on a support site (Greenhouse, LinkedIn, etc.). If you’re not in Greenhouse, navigate there, refresh the page, and try again. Still not working? Try closing all your browsers and restarting Chrome.

My texting history isn’t displaying within the Activity Feed.

We update the 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 feed. If it’s been over an hour, try refreshing the page.  

Still having issues?

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