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First Advantage

First Advantage is the largest global screening provider offering comprehensive background screening solutions that provide employers and housing providers straightforward, actionable reports so they can make confident choices, reduce risk, and stay compliant.

Greenhouse Recruiting's integration with First Advantage (FADV) enables Greenhouse Recruiting users to access First Advantage screening services from Greenhouse Recruiting by providing the following functionalities:

  • Initiate First Advantage screening request
  • Track real-time screening orders status
  • Access via links to view detailed screening report

In this article, we will cover how to: 

 

Configure User Setup Permissions in Greenhouse Recruiting

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 following permissions to your account:

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

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 Permissions panel on your user page and expand the Developer Permissions dropdown menu.

Select Can manage and configure web hooks and Can manage ALL organization's API Credentials so a check is in each checkbox.

When finished, click Save

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In addition to the above developer permission, the user configuring the integration should have a Site Admin permission level, or a Job Admin permission level with the additional user-specific permission Can manage custom fields.

Repeat these steps for all users who should have access to set up the integration.

 

Create a Harvest API Key for the Greenhouse Recruiting / First Advantage Integration

To create a Harvest API key for the integration, click on 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 First Advantage.

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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, select the following: 

  • Candidates
  • Custom Field Options
  • Custom Fields
  • Custom Locations
  • Demographic Data
  • Departments
  • EEOC
  • Education
  • Job Stages
  • Jobs
  • Offices
  • Tags

When finished, click Update.

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Your Harvest API key for the Greenhouse Recruiting / First Advantage integration is created and configured. Provide your Harvest API key to your First Advantage onboarding team so they can set up the integration. The Harvest API key will be used to auto-populate information in the FADV_Account and FADV_Packing Custom Job Fields you will set up later in the configuration process. 


Create the First Advantage Web Hook

Click the Configure configure.png icon in the upper right-hand corner. 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 page where you can create a new web hook. From this Create A New Web Hook page, provide the following details:

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Click Advanced settings... and add the following information: 

  • Additional HTTP Headers: Make sure to add Company: [Name of your Company] 

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When finished, click Create Web Hook

That is it! Your Greenhouse Recruiting account and First Advantage account can now talk to each other. 

 

Add Offices to Greenhouse Recruiting

First Advantage uses the city, state, and country associated with an office to determine the position location, which in turn is used by First Advantage for Adverse Action communication, among other things. The city, state, and country for an office are selected from a pre-populated list when creating a new office in Greenhouse Recruiting. 

To learn more about how to add a new office in Greenhouse Recruiting, click here

 

Create Custom Job Fields

The Greenhouse Recruiting / First Advantage integration requires two Custom Job Fields: 

  • FADV_Account: First Advantage Account
  • FADV_Package: First Advantage Package

These two Custom Job Fields must be added to Greenhouse Recruiting, then configured for each job requisition individually so First Advantage can screen candidates on each job. 

Click the Configure icon configure.png in the upper right-hand corner, then click Custom Options on the left-hand panel.

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Under the Company Custom Fields section, click Jobs.

On the Manage Job Fields page, click + Add Field.

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Add FADV_Account for the Field name, and select Single select as the Type. 

Check the box for "Expose in Job Board API," then click Save

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Repeat the steps above to create a second Custom Job Field named FADV_Package. The Type should be Single select. Be sure to check the box for "Expose in Job Board API." 

Selection options for these Custom Job Fields will be added to your Greenhouse Recruiting account by First Advantage using the Harvest API key set up previously. 

 

Create Custom Candidate Fields

The Greenhouse Recruiting / First Advantage integration requires four Custom Candidate Fields: 

  • FADV_Status: To display First Advantage screening results and status in real-time on the candidate's profile
  • FADV_URL: To display the URL which will take the user to First Advantage detailed screening results
  • FADV_Last_Update: Last update timestamp
  • FADV_History: Previous results in case a candidate has undergone multiple screenings

Click the Configure icon configure.png in the upper right-hand corner, then click Custom Options on the left-hand panel.

Under the Company Custom Fields section, click Candidates.

On the Manage Candidate Fields page, click + Add Field.

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Add FADV_Status for the Field name, and select Long textbox as the Type. Click Save

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Repeat the steps above to create the following additional Custom Candidate Fields: 

Custom Candidate Field Name Custom Candidate Field Type
 FADV_URL  URL
 FADV_Last_Update  Short Textbox
 FADV_History  Long Textbox

 

Configure Job Requisitions

To use the Greenhouse Recruiting / First Advantage integration, the first step is configure each job with the appropriate First Advantage options. 

To do this, navigate to a specific job, and then click the Job Setup tab. Next, click Job Info on the left-hand panel. 

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Ensure you have selected an Office, FADV_Account, and FADV_Package for the job. 

Note: An Office, FADV_Account, and FADV_Package must be set for every job where you intend to submit candidates for First Advantage Background screening. 

 

Initiate Background Screening

Now that the Greenhouse Recruiting / First Advantage integration is configured, a user only needs to move a candidate to the Background Check Stage to initiate the screening.

When the candidate is moved to the Background Check stage, the candidate will receive an email from First Advantage to complete their First Advantage profile for screening. This includes consent and authorization steps. 

Once the candidate completes their First Advantage profile, First Advantage automatically updates the Candidate Custom Fields in Greenhouse Recruiting like FADV_Status, FADV_URL, and FADV_Last_Update. 

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Get Help 

Contact integrationsupport@fadv.com for troubleshooting assistance regarding the integration.