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  4. Candidate sourcing

Gem integration

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

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.

Screenshot of the users link

The user with Site Admin level permissions should navigate to the Permissions panel on your user page and click Manage ALL organization's API Credentials under the Developer Permissions section. When finished, click Save.

Screenshot of the developer permissions section

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 Manage and configure web hooks.

Create a Harvest API key for the Greenhouse Recruiting / Gem integrations

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.

Screenshot of the API credential management link

From the API Credential Management page, click Create New API Key to generate the API key for Gem.

Screenshot of the create new API key button

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.

Screenshot of the create new credential window

In the pop-up 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.

Screenshot of the API key successfully created window

On the subsequent page, confirm the permissions listed below at the following link are selected:

Activity Feed

  • GET: Retrieve Activity Feed

Applications

  • GET: Retrieve Application
  • GET: List Applications
  • PATCH: Update Application
  • POST: Advance Application
  • POST: Move Application
  • POST: Moves Application to Job

Candidates

  • 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

Departments

  • GET: Retrieve Department
  • GET: List Departments

Education

  • 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

Jobs

  • GET: Retrieve job
  • GET: List jobs

Offers

  • GET: List application's offers
  • GET: Retrieve application's current offer
  • GET: Retrieve offer
  • GET: List offers

Offices

  • 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

Scorecards

  • GET: Retrieve application's scorecard
  • GET: List Scorecards for application
  • GET: Retrieve scorecard
  • GET: List Scorecards

Sources

  • GET: List sources

Tags

  • 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

Users

  • GET: Retrieve User
  • GET: List Users
  • GET: List User Job Permissions
  • GET: List User Future Job Permissions

You can click here also view this list.

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 the 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 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. 

Screenshot of the web hooks link

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 setup 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.

Screenshot of the cresate a new web hook window

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 the Greenhouse Recruiting / Gem integrations

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.

Screenshot of the View Candidate button

If Gem finds a name match, it will surface a list of potential Greenhouse candidates that may be associated with 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
  • Nickname
  • Company
  • Title
  • School

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 (support@gem.com). 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:

Screenshot of the upload a new candidate window

  • 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.

Screenshot of the default Greenhouse source window

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.

Screenshot of a list of candidates and their stages

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 the last Greenhouse activity.

Screenshot of the talent pipeline page

Pipeline Analytics

With Pipeline Analytics, Gem pulls in your Greenhouse Pipeline Stages and bridges them with your Gem outreach stages (Send + Reply).

Screenshot of pipeline analytics

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.

Screenshot of the upload to Greenhouse window

Please contact Gem if you would like this feature enabled for your team.

Additional resources

Feel free to reach out to the Gem team at support@gem.com or click Chat with Us from the Gem home page.