The Reimbi integration allows you to send candidate data from Greenhouse Recruiting to Reimbi. A candidate record will be created in Reimbi and the candidate will receive 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/Reimbi integration, you will need the developer permission Can manage ALL organization’s API Credentials and Can manage and configure web hooks.
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 credential management permissions to your account. Have the user with Site Admin level permissions edit your user account's permissions by navigating to the Configure icon > Users > Your Name.
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 and Can manage and configure web hooks so that a check is in the checkboxes. When finished, click Save.
Create a Harvest API Key for the Greenhouse/Reimbi Integration
To create a Harvest API key for the integration, click on the Configure 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.
From the API Credential Management page, click Create New API Key to generate the API key for Reimbi.
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, select Candidates and Jobs. When finished, click Update.
Your Harvest API key for the Greenhouse/Reimbi integration is created and configured. Navigate to the new Harvest API key and click Copy. You will need to input this value in the subsequent step.
Add Greenhouse Harvest API Key to Reimbi and complete approver settings
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 Integration by toggling the slider to ON.
Enter your Harvest API key.
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
Choose who will be the backup approver. If for some reason Reimbi can't assign the approver based on the information we receive from Greenhouse (coordinator doesn't exist in Reimbi for example) then the listed person will be assigned as the approver.
Click Update when finished.
Remain on this page to retrieve the necessary credentials for the Greenhouse Recruiting web hook.
Retrieve Reimbi’s Endpoint URL and Secret Key
Before fully enabling the Greenhouse/Reimbi integration, Greenhouse Recruiting will need two pieces of information:
- Reimbi’s Endpoint URL
- Reimbi’s Secret Key
While still on Reimbi's Greenhouse Recruiting integration page, click Generate Secret Key and API URL.
Copy the Endpoint URL and Secret Key from the subsequent page.
Create Greenhouse Recruiting Web Hook
With Reimbi’s endpoint URL and Secret Key copied, and your Greenhouse user permissions enabled, you are ready to fully enable the Greenhouse/Reimbi integration.
To enable the integration, click the Configure icon in the upper right-hand corner and 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 new page where you Create a New Web Hook. From this page provide the following details:
- Name: We suggest Reimbi Integration
- When: Candidate or Prospect updated
- Endpoint URL: The Endpoint URL retrieved in previous step
- Secret Key: The Secret Key retrieved in previous step
- Disabled?: No
When finished, click Create Web hook.
Create Custom Reimbi Candidate Field (note to perm)
Note: Custom candidate fields can only be created by users with Site Admin level permissions or users with Job Admin level permissions with the additional user-specific permission Can manage custom fields.
The final step to successfully enabling the integration is to create a custom candidate field. To create this field, click the Configure icon in the upper right-hand corner and select Custom Options from the left-hand panel.
Click Candidates from the subsequent page.
Click + Add Field.
Use the subsequent dialog box to create a candidate field with the following settings:
- Name: Send to Reimbi
- Type Yes/No
Click Save when finished.
That's it! Your Greenhouse account and Reimbi account can now talk to each other.
Use the Reimbi Integration with Greenhouse
- Log into Greenhouse and go to any candidate’s Details tab.
- To invite this candidate to Reimbi, toggle the Send to Reimbi field to Yes and click Save.
- In a few seconds two events will happen:
- the candidate will receive an email with information on how to set up their Reimbi account and submit their expenses for reimbursement.
- the candidate record will appear in Reimbi with the status ‘Invitation Pending’
Please contact firstname.lastname@example.org for troubleshooting assistance regarding the integration.