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Reimbi

The Reimbi-Greenhouse integration allows candidate data to be sent from Greenhouse to Reimbi resulting in the candidate record being created in Reimbi. Upon receiving the required information via the integration Reimbi will send the candidate an email with Reimbi login instructions so that their expense report can be submitted and reimbursed.  

 

To configure the Reimbi-Greenhouse integration follow the steps below.

 

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, select Harvest from the API Type dropdown menu. select Reimbi from the Partner dropdown menu. Enter in a Description. When finished, click Manage Permissions.

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Copy and store the API Key.

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On the Manage API Key Permissions page, select the permissions “Get: Retrieve Candidate” and “Get: List Candidates” from Candidates permissions and and “Get: Retrieve Job” from the Jobs permissions. When finished, click Save.

Candidates:

  • GET: Retrieve Candidate
  • GET: List Candidates

Jobs:

  • GET: Retrieve Job

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.

  1. Go to Reimbi, navigate to Company Settings > Integrations 
  2. Turn the “Greenhouse integration slider to “On”
  3. Enter your Harvest API Key
  4. Choose how you want the approver assigned to candidates sent via the Reimbi-Greenhouse integration.
  5. 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.
  6. Choose the default reimbursement policy that should be assigned to the candidate. 
  7. Click “Update”.

 

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.

 

Step 5: Add reimbursement policy names to Greenhouse

This step is only required if you have more than one policy setup in Reimbi. 

  1. Visit https://app.greenhouse.io/custom_fields/candidates
  2. Click + Add Field button
  3. Name this field Reimbi Reimbursement Policy
  4. Choose Single Select type
  5. Add the names of your policies, one per line, in the Options box.
  6. The names of the policies must match the policy names as listed in Reimbi. The can be reviewed by clicking the Policies link the side menu in Reimbi.
  7. Click Save and close the tab

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Step 6: Create custom 'Send to Reimbi' candidate field in Greenhouse

How to use the Reimbi Integration with Greenhouse

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

That's it! Your Greenhouse account and Reimbi account can now talk to each other.

Get Help

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