TriNet is a professional employer organization that provides small and medium size businesses (SMBs) with full-service HR solutions tailored by industry. To free SMBs from HR complexities, TriNet offers access to human capital expertise, benefits, risk mitigation and compliance, payroll and real-time technology. From Main Street to Wall Street, TriNet empowers SMBs to focus on what matters most — growing their business.
Greenhouse Recruiting's integration with TriNet allows you to transfer employee information between both platforms. In this article, we will cover how to:
Configure User Setup Permissions in Greenhouse Recruiting
In order to enable the Greenhouse Recruiting / TriNet 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 that 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 / TriNet Integration
To create a Harvest API key for the integration, click on 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 TriNet.
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, please grant the Harvest API key the following permissions:
- GET: Retrieve Application
- GET: List Applications
- GET: Retrieve Candidate
- GET: Retrieve EEOC Data for Application
- GET: Retrieve Job
- GET: Retrieve Offer
- GET: List Offers
- GET: Retrieve User
- GET: List Users
- POST: Add User
- PATCH: Disable User
When finished, click Update.
Your Harvest API key for the Greenhouse Recruiting / TriNet integration is created and configured. Copy and save the Harvest API key to enter in the TriNet integration setup on TriNet's platform.
Note: Enabling the integration also will require you to provide TriNet a Greenhouse Recruiting Site Admin user email address. This user will be associated with any updates made in your Greenhouse Recruiting account by TriNet.
Enable the Greenhouse Recruiting / TriNet Integration
To enable the integration, navigate to the TriNet platform.
Note: You must have the role of Integration Administrator in TriNet to complete this setup. If you do not have this role, contact the HR Security role holder at your company.
Make sure you are in the Admin/Manager View by clicking the Admin/Manager View icon in the upper-right corner of the TriNet platform.
Click on Integration Center in the left navigation menu. On the subsequent page, search for the Talent Acquisition - Greenhouse Recruiting option under Available Apps and click .
Click Get Started. You will be required to acknowledge the TriNet Legal Agreement when you begin.
Enter the Harvest API key and Site Admin user email address you previously collected from Greenhouse Recruiting information.
Select your preferences for handling the transfer of employee information.
- Onboarding: When a candidate is hired in Greenhouse Recruiting, indicate if the candidate’s information should pre-populate in the TriNet New Hire form. Reversely, if an employee is onboarded in TriNet, indicate if a Basic user account should be created in Greenhouse Recruiting.
- Offboarding: Indicate whether the employee should be deactivated in Greenhouse Recruiting if they are terminated on TriNet.
- Error Notifications: If an update error should occur while connected with Greenhouse Recruiting, indicate who should be notified via email. Multiple email addresses may be entered, separated by semicolons.
Click Connect. Greenhouse Recruiting will now display under the My Connected Apps section.
Data Mapping in the Greenhouse Recruiting / TriNet Integration
Information shared from Greenhouse Recruiting to TriNet
If the fields of information listed below are entered in Greenhouse Recruiting for a candidate, they also will pre-populate into TriNet in the New Hire Form (if this preference was selected during your integration setup):
- Start Date / Hire Date
- First Name
- Last Name
- Personal Email Address
- Personal Phone Number
- Home Address
- Business Title
- Annual Salary Number
- Employment Type (FT or PT)
- Veteran Status
*Optional: If this feature is enabled, you will need to enter the TriNet Location and Department IDs in the External ID fields of your Greenhouse Recruiting offices and departments. The External ID is an optional free-text field available for offices and departments, and allows your organization to assign non-Greenhouse Recruiting alphanumeric identifiers to each of your Greenhouse Recruiting offices and departments.
Note: The External ID feature is available only for Greenhouse Recruiting customers with an Expert subscription.
To locate the Location ID and Department ID in TriNet, navigate to the TriNet Dashboard, and then navigate to Company Administration > Departments & Locations. The Location ID will be listed in the Code column. The Department ID can be found by clicking Edit on the Department page and viewing the pop-up.
The External ID field in Greenhouse Recruiting can be updated by logging into Greenhouse Recruiting and clicking the Configure icon in the upper right-hand corner. Click Organization in the left-hand panel.
Under the Offices or Departments sections, hover over a single office or department at a time, then click the Edit icon .
In the Edit Offices dialog box, find the External ID field and enter the code obtained from TriNet. Click Save when finished.
Information shared from TriNet to Greenhouse Recruiting
If the fields of information listed below are entered in TriNet, this information will be transferred to Greenhouse Recruiting and used to create a user account with a Basic user permission level (if this preference was selected during your integration setup).
Greenhouse Recruiting for a candidate, they also will pre-populate into TriNet in the New Hire Form (if this preference was selected during your integration setup):
Use the Greenhouse Recruiting / TriNet Integration
Once the integration setup between Greenhouse Recruiting and TriNet is complete, begin using the integration by marking a candidate as hired in Greenhouse Recruiting when ready to hire.
Your TriNet Administrator will receive an email notification to log into TriNet and complete the New Hire Forms. These forms will pre-populate with candidate information from Greenhouse Recruiting (if this preference was selected during integration setup).
Complete and submit the forms online.
The employee(s) will be onboarded in TriNet.
A user account with a Basic user permission level will be created in Greenhouse Recruiting (if this preference was selected during integration setup).
If an employee is terminated on the TriNet platform, then their user account will be deactivated in Greenhouse Recruiting (if this preference was selected during integration setup).
If an error occurs in TriNet while you are connected with Greenhouse Recruiting, you will receive an email (if provided during integration setup) to inform you what the error is and a possible solution. The email will indicate the location of the error and the employee name. You may have to resubmit your corrected information or contact your TriNet Customer Experience Contact for assistance.
Edit the Integration
If at any time you need to change the preferences selected during integration setup, click the Edit button in TriNet to make your changes.
Disconnect the Integration
If at any time you need to disable the Greenhouse Recruiting / TriNet integration, you can do so by clicking the Disconnect button in TriNet.
Note: This completely removes the integration and another setup will be required if you decided to integration with Greenhouse Recruiting later.
If you need assistance, please contact your TriNet Customer Experience Contact.