Xref is an automated reference checking software that helps you gather high quality insights, in less time. Greenhouse Recruiting's integration with Xref allows you to seamlessly add Xref reference checks to a job's interview plan. In this article, we will cover how to:
- Configure User Setup Permissions in Greenhouse Recruiting
- Create a Harvest API Key for the Greenhouse/Xref Integration
- Enable the Greenhouse/Xref Integration
- Add Xref Stage to Job’s Interview Plan
- Configure the Xref Stage
- Send and Review the Test
Configure User Setup Permissions in Greenhouse Recruiting
In order to enable the Greenhouse/Xref 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/Xref 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 Xref.
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, select Users and Applications permissions. When finished, click Update.
Your Harvest API key for the Greenhouse/Xref integration is created and configured.
Next, you will need to identify the user ID of the Site Admin. Click on the Configure icon in the upper right-hand corner. Navigate to Users on the left-hand panel. From the Users page, click Export to Excel. Copy the User ID of the Site Admin in column A.
Provide your Harvest API key and User ID to your Xref onboarding team so they can set up the integration.
Enable the Greenhouse/Xref Integration
To start, contact the Xref Integrations Team (email@example.com) to receive your API key. Once you have received your API key, click here to open a ticket with Greenhouse.
Note: Do not send the API key in this initial email. API Keys allow access to sensitive data and must be kept secret. If an API Key is shared in an email and your email is intercepted by a malicious third party or your email account is hacked, the hacker would be able to view and access your API Key. For this reason, we require API Keys to be shared securely using SendSafely, Greenhouse’s secure data transfer platform.
The Greenhouse Support Team will respond with a SendSafely link for you to enter your API key. A notification will be sent to the Greenhouse Support Team after you have entered your API key and they will email you to confirm that your API key has been set up in your account and your integration is enabled.
Add Xref Stage to Job’s Interview Plan
Once the Greenhouse/Xref integration is enabled for your organization, you will be able to add the Xref assessment as an Interview stage.
To do this for an existing job, navigate to a job (All Jobs>Job Name) and click Job Setup from the Job navigation bar.
From the Job Setup page, navigate to Interview Plan on the left-hand panel. Scroll down the page and click + Add a Stage.
From the Add Stage dialog box, select the Xref stage. When finished, click Add to apply the stage to the job's interview plan.
Configure Xref Stage
Once the stage has been added to the job's interview plan, click Edit Take Home Test. Use the provided drop-down menu to choose assessments that you have previously set up in Xref.
Select the appropriate assessment and assign at least one Greenhouse user to grade/review submitted assessments. When finished, click Save.
Note: Keep in the mind that all configuration of the assessment itself will need to be done in Xref.
Send and Review the Test
When candidates are moved into the Xref interview stage, Greenhouse will display a Send Test link.
Note: When you send a test from Greenhouse, the assessment instructions are actually sent by Xref.
The status of the assessment will be viewable in Greenhouse:
Once the candidate has submitted their test, the Interview Kit will contain a link to view the submitted test on Xref.
After you click on the Interview Kit on the candidate’s profile, you’ll be taken to a page where the URL is available to view the test results on Xref.
The Xref report will also save a PDF to the candidate’s application.
Please contact firstname.lastname@example.org for troubleshooting assistance regarding the integration. Or visit Xrefs FAQs (https://xref.com/en/faq/) for frequently asked questions about the Xref Employer, Candidate or Reference process.