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.

Note: This integration is for Greenhouse Recruiting only and is not intended for Greenhouse Onboarding. Additionally, enabling the integration requires you to provide TriNet with a Greenhouse Recruiting Site Admin's user email address. This user will be associated with any updates made to your Greenhouse Recruiting account by TriNet. 

Create a Harvest API key for the TriNet integration

To configure the Greenhouse Recruiting / TriNet integration, you'll need to create a Harvest API key.

Follow the steps in this article to create the key, and verify that the credentials and permissions below are selected when configuring the TriNet integration.

Credentials

In the Create New Credential box, make the following selections:

  • API type: Harvest
  • Partner: TriNet (optional)
  • Description: TriNet Harvest API key

Permissions

Verify that the following permissions are selected for the TriNet integration:

Applications

  • GET: Retrieve Application
  • GET: List Applications

Candidates

  • GET: Retrieve Candidate

EEOC

  • GET: Retrieve EEOC Data for Application

Jobs

  • GET: Retrieve Job

Offers

  • GET: Retrieve Offer
  • GET: List Offers

Users

  • GET: Retrieve User
  • GET: List Users
  • POST: Add User
  • PATCH: Disable User

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 top-right corner of the TriNet platform.  

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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 image-14.png

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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.

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Select your preferences for handling the transfer of employee information. 

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  • 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 listed below are entered in Greenhouse Recruiting for a candidate, they also 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
  • Department*
  • Location*
  • Annual Salary Number
  • Employment Type (FT or PT)
  • Gender
  • Ethnicity
  • 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 AdministrationDepartments & Locations. The Location ID is listed in the Code column. The Department ID can be found by clicking Edit on the Department page and viewing the pop-up. 

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Click here to learn how to update the Location and Department ID in Greenhouse Recruiting. 

Information shared from TriNet to Greenhouse Recruiting

If the fields 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): 

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Use the TriNet integration with Greenhouse Recruiting

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 the integration setup). 

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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). 

Terminated employees

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).  

Email notifications

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's 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 image-34.png in TriNet to make your changes.

Disconnect the integration

If at any time you need to deactivate the Greenhouse Recruiting / TriNet integration, you can do so by clicking the Disconnect button image-35.png in TriNet.

Note: This completely removes the integration, and another setup will be required if you decide to integrate with Greenhouse Recruiting later.

Additional resources

If you need assistance, please contact your TriNet Customer Experience Contact.