Integrate Greenhouse with Workday Position Management

The purpose of this guide is to outline how the Workday Position Management staffing model can be integrated with Greenhouse, and to help you decide which works best for your use case.

 

What is a Greenhouse Job?

In Greenhouse, a Job encompasses more than just the Job Details that come over from Workday.

Each Job can have multiple Openings (i.e. seats to fill), and represents an entire candidate pipeline, interview plan, scorecards, hiring team, approvals, and more (everything you access from the job setup page).

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For example, below is a sample Interview Plan, which outlines the structure of the entire interview process:

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When a recruiter is ready to hire a candidate on a Job, the candidate will be hired into a Job Opening. A Greenhouse Job must have one or more open openings (see Job > Job Info) in order to hire a candidate on the Job:

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Upon clicking Mark Candidate as Hired, you will be prompted to select an Opening to hire the Candidate against:

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Can I Import Workday Positions and/or Job Requisitions into Greenhouse?

Your team can choose to import only Positions, or import Job Requisitions and Positions from Workday. In either case, they will be imported as Jobs in Greenhouse, each with its own Interview Plan, Scorecard, Job Post, etc as outlined above. All data will be represented at the Job Info level (first screenshot above) whether the data comes from the Position or Requisition in Workday. The decision to import Positions or Job Requisitions will primarily impact the way Job Openings can be represented in Greenhouse.

 

Import Positions Only

If you do not have Job Requisitions enabled in Workday and only import Positions from Workday to Greenhouse, every new Workday Position will push over to Greenhouse as a new Greenhouse Job with a single opening (with its own Interview Plan, Scorecard, Job Post, etc). Without Job Requisitions enabled, it is not possible to map multiple Workday Positions to a single Greenhouse Job because Workday does not provide sufficient information for Greenhouse to determine which Positions should be tied together as multiple openings on one job.

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Import Job Requisitions

If you have Job Requisitions enabled in Workday, this will allow you to represent a many to one relationship in your Greenhouse jobs. That is, if you frequently have multiple Positions associated with one Job Requisition, you can import your Job Requisitions and Positions as one Greenhouse Job with multiple Openings. This will allow your team to see how many positions are associated with a Job Requisition in Workday through the import.

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Typically, the Workday Field values are mapped as follows:

Workday Field

Greenhouse Field

Requisition ID

Requisition ID

Number of Openings Total

Number of Openings

Position ID

Opening ID

Notes: To get started with enabling Job Requisitions, we recommend referring to the Workday community or getting in touch with your Workday rep