Leoforce is the leader in People Intelligence, best-known for their flagship Artificial Intelligence product, Arya — the world’s first and foremost AI recruiting advisor. Arya empowers talent acquisition professionals with the technology needed to analyze multi-dimensional job candidates, unlock historical insights, and truly understand people. Designed to be a recruiter’s best friend, Arya layers artificial intuition on top of predictive analytics and proprietary machine learning models so you can focus on what you do best — building quality relationships with ideal candidates.
Greenhouse Recruiting’s integration with Arya by Leoforce allows users to source, access, engage, and track candidates from within the Arya platform. In this article, we will cover how to:
Configure User Setup Permissions in Greenhouse Recruiting
In order to enable the Greenhouse Recruiting / Arya integration, you will need the developer permission Can manage ALL organization’s API Credentials.
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 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 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.
Create a Harvest API Key for the Greenhouse Recruiting / Arya Integration
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 Arya.
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, grant the permissions listed below to the Harvest API key. When finished, click Update.
- Activity Feed
- Custom Field Options
- Custom Fields
- Job Openings
- Job Posts
- Job Stages
- User Roles
Your Harvest API key for the Greenhouse Recruiting / Arya integration is created and configured. Provide your Harvest API key to your Leoforce Integration Project Manager so they can set up the integration.
Configure Greenhouse Recruiting / Arya Integration
Once the Harvest API key has been provided to the Arya integrations team, development work can begin. There are a number of API calls which need to be configured by the Leoforce integrations team in order to complete the full integration. The Leoforce integrations team will configure the following API calls:
- GET: Jobs (list of jobs by date range, status, etc.)
- GET: Job (by job ID)
- GET: Candidates (by client-provided criteria such as last activity date)
- GET: Candidates (by candidate ID)
- GET: Resume (by candidate ID, or respective alternatives)
- POST: Candidate (to Greenhouse Recruiting, typically “shortlisted” candidates)
- POST: Resume (to Greenhouse Recruiting)
- PUT: Candidate (status update information for Greenhouse Recruiting, i.e. connect internal shortlisted candidates to a specific job requisition)
The following diagram summarizes the typical integration scenario when utilizing APIs to integrate a client’s ATS or CRM system with Arya:
Once the proper credentials have been provided to the Leoforce integrations team, configuring the integration will take up to one month to complete. From there, a Leoforce Client Success Representative will roll out a training curriculum to teach your team how to use the Greenhouse Recruiting / Arya integration.
Add New Candidates to Greenhouse Recruiting or Arya
Once the Greenhouse Recruiting / Arya integration is configured, any time a new candidate is added to your Greenhouse Recruiting account, the candidate automatically will be added to your internal sourcing pool in Arya as well. Because Arya is looking constantly for the best candidate match against any job requisition your team has opened in Greenhouse Recruiting, any newly added candidates that would be a match are returned automatically.
The default API call frequency for GET: Candidate is once a day. This means once a day, the API call will run and bring over any new candidates since the last time the call ran, and also pick up any changes to existing candidates already in the internal candidate pool. The frequency of the API call is configurable. The Leoforce integrations team will go over this option with your team.
Add New Jobs to Arya
Your organization's jobs will be pulled from Greenhouse Recruiting to Arya in a similar process to that used to add your candidates to Arya. Adding your jobs to Arya is what makes the Arya AI engine start. Once a job requisition is added to Arya, the platform automatically will being sourcing candidates for that job.
Which jobs are synced from Greenhouse Recruiting to Arya is dictated by two factors:
- The job's assigned recruiter/user in Arya, and
- A job status
Your team can configure the criteria for which jobs are synced from Greenhouse Recruiting to Arya. The Leoforce integrations team will cover this with you in more detail.
The API default frequency with Arya is hourly, meaning once an hour, the API will pull over all new jobs that have been created since the last time the API ran. The API frequency is customizable; the Leoforce integrations team will go over this option with your team. Arya also supports bringing over a job manually if the API is taking too long using built-in functionality to pull over a job by its job ID. A user must know the job ID in Greenhouse Recruiting to use this functionality.