Grayscale integration – Greenhouse Support

Permissions: Basic and above who can manage ALL organization's API credentials and manage and configure web hooks

Product tier: Available for all subscription tiers

Grayscale's conversational recruiting platform allows for texting, bulk messaging, and automated communication to keep your candidates informed and excited about the application process. Grayscale makes it easy to text candidates from within Greenhouse Recruiting, allowing for the automation of repetitive tasks in the hiring process.

Grayscale's integration with Greenhouse Recruiting offers powerful texting capabilities for engaging with talent directly through automated text messaging.

Note: This Grayscale integration setup only applies to organizations who purchased a texting integration prior to the launch of Texting, powered by Grayscale, the premium, embedded texting solution that allows you to text candidates from Greenhouse Recruiting.

Set up the integration

Create a Harvest API key

To configure the Grayscale integration, you'll need to create a Harvest API key. Follow the steps in this article to create the key, and verify that the credentials and permissions below are selected:

Credentials

In the Create New Credential box, make the following selections:

API type: Harvest
Partner: Grayscale
Description: Grayscale Harvest API key

Permissions

Verify that the following permissions are selected for the Grayscale integration:

Activity feed

Select all

Applications

Select all

Candidates

Select all

Tags

Select all

Users

Select all

Scheduled interviews

Select all

Jobs

Select all

Job posts

Select all

Job stages

Select all

User roles

Select all

Prospect pool (Greenhouse CRM customers only)

Select all

When finished, click Save.

Copy your created Harvest API key to a secure location to enter into Grayscale in a later step.

Configure the integration in Grayscale

Note: You must be an Admin on your organization's Grayscale account to configure the integration in Grayscale.

Next, download the Grayscale Chrome extension.

Open the extension and log in with your Grayscale username and password.

Click the Menu icon.

Grayscale chrome extension shows the Menu icon highlighted at the top-right

Click Settings > ATS Settings > then click Greenhouse.

Grayscale chrome extension shows ATS settings with Greenhouse icon highlighted in marigold

Paste the Harvest API key you created in the previous step, and click Verify permissions to ensure the correct permissions were assigned to the key.

Choose a user from the Post Notes As dropdown that the integration can use to post notes to candidate Activity Feeds.

Grayscale chrome extension shows an example Harvest API key and a user selected for post notes

When finished, click Save.

The extension will reload to show your current integration.

Grayscale chrome extension shows example endpoint URL and secret key for web hook creation

Copy the URL and secret key to use in creating web hooks in the next step.

Create web hooks and complete setup

Next, follow the steps in this article to create your web hooks in Greenhouse Recruiting. Use the values listed below to configure the web hooks along with the secret key and URL copied from the previous section:

Name: Grayscale: Delete Application
When: Delete application
Endpoint URL: Copy from Grayscale under Settings ATS Integration
Secret key: Copy from Grayscale under Settings ATS Integration

When finished, click Create Web hook.

Repeat the steps above to create 14 additional web hooks, using the following details:

Web hook #2: Application updated

Name: Grayscale: Application Updated
When: Application updated
Endpoint URL: Copy from Grayscale under Settings ATS Integration
Secret key: Copy from Grayscale under Settings ATS Integration

Web hook #3: Deleted candidate

Name: Grayscale: Delete Candidate
When: Delete candidate
Endpoint URL: Copy from Grayscale under Settings ATS Integration
Secret key: Copy from Grayscale under Settings ATS Integration

Web hook #4: Merged candidate

Name: Grayscale: Merged Candidate
When: Merged candidate
Endpoint URL: Copy from Grayscale under Settings ATS Integration
Secret key: Copy from Grayscale under Settings ATS Integration

Web hook #5: Candidate has changed stage

Name: Grayscale: Candidate Has Changed Stage
When: Candidate has changed stage
Endpoint URL: Copy from Grayscale under Settings ATS Integration
Secret key: Copy from Grayscale under Settings ATS Integration

Web hook #6: Candidate hired

Name: Grayscale: Candidate Has Been Hired
When: Candidate has been hired
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: Grayscale: Candidate or Prospect Rejected
When: Candidate or prospect rejected
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: Grayscale: Candidate or Prospect Unrejected
When: Candidate or prospect unrejected
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: Grayscale: Candidate or Prospect Updated
When: Candidate or prospect updated
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: Grayscale: Candidate Has Submitted Application
When: Candidate has submitted application
Endpoint URL: Copy from Grayscale under Settings ATS Integration
Secret key: Copy from Grayscale under Settings ATS Integration

Web hook #11: Job created

Name: Grayscale: Job Created
When: Job created
Endpoint URL: Copy from Grayscale under Settings ATS Integration
Secret key: Copy from Grayscale under Settings ATS Integration

Web hook #12: Job updated

Name: Grayscale: Job Updated
When: Job updated
Endpoint URL: Copy from Grayscale under Settings ATS Integration
Secret key: Copy from Grayscale under Settings ATS Integration

Web hook #13: Candidate Has Been Unhired

Name this webhook: Grayscale: Candidate Has Been Unhired
When: Find 'Candidate Has Been Unhired' from the dropdown
Endpoint URL: Copy from Grayscale under Settings ATS Integration
Secret key: Copy from Grayscale under Settings ATS Integration

Web Hook #14: Job Deleted

Name this webhook: Grayscale: Job Deleted
When: Find 'Job Deleted' from the dropdown
Endpoint URL: Copy from Grayscale under Settings ATS Integration
Secret key: Copy from Grayscale under Settings ATS Integration

Web hook #15 (Greenhouse CRM users ONLY): Prospect created

Name this webhook: Prospect created
When: Prospect created
Endpoint URL: Copy from Grayscale under Settings ATS Integration
Secret key: Copy from Grayscale under Settings ATS Integration

When finished, the integration is configured and ready to use.

Use the integration

The Grayscale integration allows you to text candidates directly within Greenhouse Recruiting via the Chrome extension. The extension works on sourcing sites like LinkedIn as well.

Text candidates

With the extension open, click the g icon on the right of your screen. This allows you to start texting with the candidate.

Grayscale extension is highlighted on the right side of the page in a marigold emphasis box

If the candidate is not recognized within Grayscale, you can seamlessly add them to Grayscale. 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 Menu icon and select Inbox.

When texting, your conversation history will automatically 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 or received.

Bulk messaging

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

For example, if you want to message all candidates at the phone interview stage of an open job, simply search for the job in the Grayscale extension, and select the stage.

Opt-in consent for application-to-person (A2P) messaging

Application-to-Person (A2P) messaging allows organizations to send messages to standard 10-digit long code (10DLC) phone numbers.

New texting regulations for A2P 10DLC require candidates expressly opt in when applying for jobs to receive A2P communications. If a candidate opts out, these messages will be blocked.

To obtain this opt-in consent in Greenhouse Recruiting, create a custom application question using Yes / No as the configured answer type, and then apply this question to your job posts in bulk.

Once created, you can report on candidate application responses to locate the consent status.

To learn more about working with A2P 10DLC regulations in Greenhouse Recruiting, reach out to your Customer Success manager or open a ticket with Greenhouse Technical Support.

Frequently asked questions

Where do I download the Chrome extension?

Download the extension here.

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

First, verify that you're using the Chrome browser, then try refreshing the page. If this doesn't resolve the issue, make sure you're on a supported website such as Greenhouse Recruiting or LinkedIn. If you're not on Greenhouse Recruiting, navigate to Greenhouse Recruiting, refresh the page, and try again. If the issue persists, clear your cache / cookies and restart Chrome.

My texting history is not displaying on the candidate Activity Feed.

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

Where can I get more resources?

For additional support using the Grayscale integration, check out their FAQ.