Reimbi

Reimbi helps corporate human resources departments, especially recruiters, manage the job candidate reimbursement process. Reimbi manages distribution of the job candidate reimbursement policy, collecting receipts, approvals, status notifications and payment to the candidate.

Greenhouse Recruiting's integration with Reimbi allows you to send candidate data from Greenhouse to Reimbi, resulting in the candidate record being created in Reimbi and the candidate receiving an email with Reimbi login instructions. In this article, we will cover:

 

Configure User Setup Permissions in Greenhouse Recruiting

In order to enable the Greenhouse Recruiting / Reimbi integration, you will need the following developer permissions:

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

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 noted developer permissions to your account. 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 User-Specific Permissions panel on your user page and expand the Developer Permissions dropdown menu. 

Select Can manage ALL organization’s API Credentials and Can manage and configure web hooks so that a check is each 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.

Note: If the user enabling this integration is a Job Admin, they also will need the user-specific permission Can manage custom fields.  

 

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

To create a Harvest API key for the integration, click the Configure icon Configure.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 Reimbi.

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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.

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On the Manage API Key Permissions page, grant your API key the permissions listed below. When finished, click Update.

Candidates:

  • GET: Retrieve Candidate
  • GET: List Candidates
  • PATCH: Edit Candidate
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Jobs:

  • GET: Retrieve Job
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Your Harvest API key for the Greenhouse Recruiting / Reimbi integration is created and configured. Copy and save the Harvest API key to enter in Reimbi in the next step.

 

Add Harvest API Key to Reimbi

Note: This step must be performed by a Reimbi user with Admin permissions.

Navigate to your Reimbi account and click Company Settings > Integrations.

Enable the Greenhouse Recruiting integration by toggling the slider to Enabled.

Enter the Harvest API key created in Greenhouse Recruiting.

Choose the role that will be the approver of the expense report in Reimbi. This can either be the coordinator or recruiter listed on the candidate’s record in Greenhouse Recruiting.

Choose who will be the backup approver. If for some reason Reimbi cannot assign the approver based on the information received from Greenhouse  Recruiting (e.g., coordinator does not exist in Reimbi), then the listed person will be assigned as the approver.

Choose the default reimbursement policy that should be assigned to the candidate.

Click Update when finished.

 

Retrieve Reimbi's Endpoint URL and Secret Key

From the same page In Reimbi (Company Settings Integrations), you will retrieve the following pieces of information: 

  • Reimbi's Endpoint URL 
  • Reimbi's Secret Key

Click Generate Web Hook Secret Key and API URL. From the subsequent page, copy your Endpoint URL and Secret Key.

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Save the Endpoint URL and Secret Key to provide to Greenhouse Recruiting in the next step.

 

Create Web Hook in Greenhouse Recruiting

With Reimbi’s endpoint URL and Secret Key copied, you are ready to enable the Greenhouse Recruiting / Reimbi 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. From the Dev Center page, click Web Hooks.

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Click Web Hooks from the subsequent page.

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On the Create A New Web Hook page, provide the following details:

  • Name: Reimbi integration
  • When: Candidate or Prospect updated
  • Endpoint URL: The Endpoint URL obtained from Reimbi
  • Secret Key: The Secret Key obtained from Reimbi
  • Disabled?: No

When finished, click Create Web hook.

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Create Custom Candidate Fields in Greenhouse Recruiting

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

The final step to successfully enabling the integration is to create a custom candidate field. To create this field, click the Configure icon Configure.png in the upper right-hand corner and navigate to Custom Options on the left-hand panel.

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From the subsequent page, click Candidates under the Company Custom Fields section.

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From the subsequent page, click Add Field

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On the subsequent page, enter the following details: 

  • Name:Send to Reimbi
  • Type: Yes/No

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

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If your organization has more than one policy set up in Reimbi, you will need to create a second custom candidate field in Greenhouse Recruiting. To do this, return to the Manage Candidate Fields page and click Add Field

On the subsequent page, enter the following details: 

  • Name: Reimbi Reimbursement Policy
  • Type: Single Select
  • Options: Add the names of your organization's policies, one per line

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

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Your Greenhouse Recruiting account and Reimbi account can now talk to each other.

 

Use Greenhouse Recruiting / Reimbi Integration

  1. Log into Greenhouse Recruiting and navigate to any candidate’s Details tab
  2. Select the reimbursement policy to assign to the candidate (if applicable). Click Save.
  3. Toggle the Send to Reimbi field to Yes. Click Save.
  4. Two events will occur:
    1. The candidate record will appear in Reimbi with the status Invitation Pending and assigned to the policy selected in Greenhouse Recruiting
    2. The candidate will receive an email with information on how to set up their Reimbi account and submit their expenses for reimbursement

 

Get Help

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