Gem is an all-in-one recruiting platform that enables world-class recruiting teams to find, engage, and nurture top talent.
Greenhouse Recruiting's best-in-class integration with Gem enables users to:
- Duplicate check against candidates in Greenhouse Recruiting
- 1-Click upload a candidate to Greenhouse Recruiting from Gem
- Automate email sync
- See all active candidates in Greenhouse Recruiting jobs at a glance in Gem
- Get full visibility into the health of your entire talent pipeline from Reach Out to Offer Out
In this article, we will cover:
Configure User Setup Permissions in Greenhouse Recruiting
In order to enable the Greenhouse Recruiting / Gem integration, you will need the developer permission Can manage ALL organization’s API Credentials.
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 API credential management permission 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 User-Specific Permissions panel on your user page and expand the Developer Permissions dropdown menu.
Select Can manage ALL organization’s API Credentials so a check is in the checkbox. When finished, click Save.
Repeat as necessary for any other user that should have access to set up the integration.
Note: If your team intends to enable Gem CRM integrations, the user enabling the integration must also be assigned the developer permission Can manage and configure web hooks.
Create Harvest API Key for the Greenhouse Recruiting / Gem Integration
To set up Greenhouse Recruiting integrations with Gem's Sourcing platform, Gem will most likely need access to a Harvest API Key.
To create a Harvest API key for the integration, click 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 Gem.
In the Create New Credential dialog box, make the following selections:
- API Type: Harvest
- Partner: Gem
- Description: Gem Harvest API Key
When finished, click Manage Permissions to generate the Harvest API key and automatically assign it the appropriate permissions required by Gem.
In the subsequent dialog box, click Copy to save your API key to your clipboard. Store the API key in a secure location to provide to Gem in the next step. Click I have stored the API Key once you have copied and saved the key.
Note: You cannot access the full Harvest API key again after clicking I have stored the API Key. If you lose your API key and need to access it later, you must create a new API key, provide it to the integration partner, and then revoke access to the original key.
On the subsequent page, confirm the permissions listed below at the following link are selected:
- Activity Feed
- GET: Retrieve Activity Feed
- GET: Retrieve Application
- GET: List Applications
- PATCH: Update Application
- POST: Advance Application
- POST: Move Application
- POST: Moves Application to Job
- GET: Retrieve Candidate
- GET: List Candidates
- PATCH: Edit Candidate
- POST: Add Candidate
- POST: Add Note
- POST: Add Attachment
- POST: Add Application
- POST: Add Prospect
- PUT: Merge two candidates
- Close Reasons
- GET: Get close reasons
- Custom Field Options
- GET: Custom Field Options
- Custom Field
- GET: Get custom fields
- GET: Retrieve Department
- GET: List Departments
- GET: Get degrees
- GET: Get disciplines
- GET: Get schools
- Email Templates
- GET: Retrieve Email Template
- GET: List Email Templates
- Job Openings
- GET: List Openings for a job
- Job Posts
- GET: List job posts
- GET: Retrieve job post for job
- GET: List job posts for job
- Job Stages
- GET: Retrieve job stage
- GET: List job stages
- GET: List job stages for job
- GET: Retrieve job
- GET: List jobs
- GET: List application's offers
- GET: Retrieve application's current offer
- GET: Retrieve offer
- GET: List offers
- GET: Retrieve office
- GET: List offices
- Rejection Reasons
- GET: List rejection reasons
- Scheduled Interviews
- GET: List interviews for application
- GET: Retrieve interview
- GET: List interviews
- GET: Retrieve application's scorecard
- GET: List Scorecards for application
- GET: Retrieve scorecard
- GET: List Scorecards
- GET: List sources
- DELETE: Remove tag from candidate
- GET: List tags applied to candidate
- GET: List candidate tags
- PUT: Add a candidate tag
- Tracking Links
- GET: Retrieve Job Tracking Link
- User Roles
- GET: List User Roles
- GET: Retrieve User
- GET: List Users
- GET: List User Job Permissions
- GET: List User Future Job Permissions
You can also view this list at the following link: Greenhouse Recruiting API Credentials
If any of the permissions listed at the link above are not selected, place a check in the box next to the appropriate permission. Click Save when finished.
Your Harvest API key for the Greenhouse Recruiting / Gem integration is created and configured. Copy the Harvest API key to provide to Gem in the next step.
Enable Greenhouse Recruiting / Gem Integrations
Enable Sourcing Integrations
With your newly created Harvest API key copied, head over to the Team admin page in Gem and paste the key in the supplied field under Greenhouse Harvest API Key.
Note: Do not send your Harvest API key to anyone. The Harvest API key should be entered only on the Team admin page, and never sent to anyone (even the Gem team!) over email or chat.
Enable CRM Integrations
Gem CRM uses webhooks to pull in your Greenhouse Recruiting data and to monitor any changes in that data.
To set up the webhooks in Greenhouse Recruiting, 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.
On the Create A New Web Hook page, you should see a blue button for Automatically set up 29 Gem webhooks. If you are comfortable going through Gem's automated set-up process, simply click the button and follow the instructions.
Note: If you do not see the Automatically set up 29 Gem webhooks button, make sure you have the Gem extension installed.
Visit the Team Admin section in Gem and click See setup instructions to get detailed steps on how to configure Webhooks for Greenhouse Recruiting.
Use Greenhouse Recruiting / Gem Integration
Use Sourcing Integrations
Duplicate check against candidates in Greenhouse Recruiting
Gem makes it easy to see whether someone is in Greenhouse before sending a Sequence by showing you candidates that have the same name or email.
If Gem finds an email match, it will automatically link to the Greenhouse candidate profile.
If Gem finds a name match, it will surface a list of potential Greenhouse candidates that may be associated to the candidate you are sourcing.
1-Click upload a candidate to Greenhouse Recruiting from Gem
You can use Gem to 1-Click add candidates to Greenhouse right from the Gem Chrome Extension. Once you click the Upload to Greenhouse button, Gem creates a new candidate record in Greenhouse and auto-populates the candidate's profile information:
- First Name
- Last Name
Automate email sync
Gem has built an integration with Greenhouse Recruiting that allows Gem to sync emails to prospects and candidates to the candidate's Activity Feed in Greenhouse Recruiting. By default, this email sync is turned off, but if you would like to enable it, reach out to your Customer Success Manager or the Gem Support team (firstname.lastname@example.org).
For more details on how the email sync works, visit this help article.
Optional sourcing integrations
Gem can enable a number of optional Greenhouse integrations:
- Default candidate tags: If set, a default tag will be applied to every candidate upon upload.
- Auto-follow prospects: If enabled, the recruiter that uploads the prospect will be automatically added as a follower.
- Custom import source: By default, Gem imports candidates to Greenhouse with the Source set to Gem, but you can change that to whatever you like in the Team Admin section.
Taking common Greenhouse Recruiting actions right from Gem
You can take common Greenhouse actions directly from Gem both in Projects or in the Gem Chrome extension alongside LinkedIn or Gmail.
- Converting a prospect to a candidate
- Setting a stage
- Merging candidate records
- Rejecting a prospect or candidate application
- Logging a note | call | text | InMail directly to the Greenhouse Activity Feed
Use CRM Integrations
Gem CRM provides an even deeper integration with Greenhouse and allows Gem to pull Greenhouse data into the Gem interface so you can see things like what stage a candidate is at in the process or when their last Greenhouse activity was without having to navigate away from Gem.
Greenhouse Recruiting data in projects and people
Gem surfaces a Greenhouse column in Projects and People that shows you what stage a candidate is currently at in the process.
Candidates in process
In Talent Pipeline, Gem pulls in all active candidates in Greenhouse for a particular job — including candidates that are not in Gem. Gem also color codes based on last Greenhouse activity.
With Pipeline Analytics, Gem pulls in your Greenhouse Pipeline Stages and bridges them with your Gem outreach stages (Send + Reply).
Setting prospect pool and stage during upload
If your team has Greenhouse CRM (separate from Gem CRM), you can set the Greenhouse CRM prospect pool and stage when uploading a candidate from Gem.
Please contact Gem if you would like this feature enabled for your team.