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Handshake (Harvest API Integration)

Note: The Handshake integration documented here is a newly-released improvement on the earlier version powered through Greenhouse Recruiting’s Ingestion API. If your Handshake account is already set up with the older solution, it will continue to function after the new integration is established for all pre-existing job posts in Handshake. Once the setup steps described below are complete, the new integration will be used for all new jobs in Handshake moving forward. Reach out to your Handshake contact to learn more.

If your organization is enabling the Greenhouse Recruiting / Handshake integration for the first time, we recommend enabling the version documented in this article. 

Handshake is a college career network, built to transform the recruiting experience for college students, career centers, and employers. Handshake's mission is to democratize access to opportunity: to help every college student find the right job for them, no matter where they go to school, what they're majoring in, or who they know. Handshake offers powerful sourcing tools, both free and premium, for employers to engage with these candidates. Greenhouse Recruiting’s integration with Handshake, a premium Handshake feature, allows your team to:

  • Provide your recruiters with a more efficient job posting process
  • Streamline the applicant experience by letting them directly apply on Handshake
  • Complete your hiring activities in one system by reviewing applicant information  collected in Handshake, including custom application questions and other applicant details, directly in Greenhouse Recruiting
  • Keep up to date on how your applicants are moving through the interview process within Handshake

In this article, we will cover how to:

 

Configure User Setup Permissions in Greenhouse Recruiting

In order to enable the Greenhouse/Handshake integration, you will need the developer permissions Can manage ALL organization’s API Credentials and Can manage and configure web hooks.

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 necessary permissions to your account. Have the user with Site Admin level permissions edit your user account's permissions by navigating to the Configure icon configure_new.png > Users > Your Name.

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The user with Site Admin level permissions should navigate to the User-Specific Permissions panel on your user page and expand the Developer Permissions dropdown menu.

Select Can manage ALL organization’s API Credentials and Can manage and configure web hooks so that a check is both checkboxes. When finished, click Save.

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Repeat as necessary for any other user that should have access to set up the integration.

 

Share User ID with Handshake

In order for Handshake to allow candidates to apply directly to Greenhouse Recruiting, Handshake will need the user ID of an existing Greenhouse user in your organization, or the user ID for a Greenhouse Recruiting user account that is created specifically for Handshake.

Note: For information on how to create a new user, click here.

To locate the user ID for either an existing user or for the new Handshake-specific user if applicable, click the Configure icon configure_new.png in the upper right-hand corner and select Users from the left-hand panel.

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From the Users page, click Export to Excel.

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A spreadsheet will be downloaded to your computer. From the spreadsheet, navigate to the User ID column and copy the user ID value inline with your selected user.

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Share the User ID with your Handshake representative.

 

Create a Harvest API Key for the Greenhouse/Handshake Integration

To create a Harvest API key for the integration, click on the Configure icon configure_new.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 Handshake.

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On the Manage API Key Permissions page, select all of the following API permissions:

Applications

GET: Retrieve Application
GET: List Applications
PATCH: Update Application

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Candidates

GET: List Candidates
GET: Retrieve Candidate
POST: Add Candidate
POST: Add Note
POST: Add Attachment
POST: Add Application
POST: Add Education
POST: Add E-mail
PATCH: Edit Candidate

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Education

GET: Get degrees
GET: Get disciplines
GET: Get schools

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Jobs

GET: Retrieve Job
GET: List Jobs

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Job Posts

GET: List Job Posts
GET: Retrieve Job Post for Job
GET: List Job Posts for Job

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Sources

GET: List Sources

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When finished, click Update.

Your Harvest API key for the Greenhouse/Handshake integration is created and configured. Provide your Harvest API key to your Handshake onboarding team so they can set up the integration.

 

Create a Job Board API Key for the Greenhouse/Handshake Integration

To create a Job Board API key for the integration, click on the Configure icon configure_new.png in the upper right-hand corner. Navigate to Dev Center on the left-hand panel.

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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 Handshake.

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From the Create new credential dialog box, give your API key a name and select Job Board from the Type dropdown menu. When finished, click Create.

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Your Harvest API key for the Greenhouse Recruiting / Handshake integration is created and configured. Navigate to your recently created Job Board API key, copy the key, and send it to the Handshake onboarding team so they can set up the integration.

 

Locate Job Board Token for the Greenhouse/Handshake Integration

Note: In order to access Job Board settings, you must be a Site Admin.

To activate the Greenhouse Recruiting / Idealist integration, you will need to obtain your job board token in Greenhouse Recruiting. To retrieve a job board token, click the Configure icon configure_new.png in the upper right-hand corner and select Job Board from the left hand panel.

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From the Configure Job Boards page, click the Ellipsis icon ellipsis.png inline with a job board and select Edit Board Settings from the dropdown menu.

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Navigate to the URL section and copy the value in the provided field. This is the job board token for this job board and will be used by Handshake to pull the jobs you want to publish to their site.

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Set Up Handshake Tracking Link in Greenhouse

Click the Configure icon configure_new.png in the upper-right hand corner and navigate to Job Board on the left-hand panel.

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Select a job board from the subsequent list and click the Ellipsis ellipsis.png inline with the job board name. Click Tracking Link from the dropdown menu.

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Use the Get a Tracking Link dialog box to configure the Who gets credit and Source fields. Click Create Link when finished.

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Your Handshake tracking link is now configured and created. Copy the tracking link and share with your Handshake onboarding team.

 

Set Up Handshake Web Hooks in Greenhouse

Note: In order to enable web hooks, a user must be Basic or above, who Can manage and configure web hooks.

A web hook is a simple event notification system. When an event occurs in Greenhouse Recruiting (e.g. a candidate is hired), a payload of data about the event is sent to a specified endpoint, in this case Handshake. You will create 5 web hooks in total to enable all necessary integration capabilities.

To create a web hook, click the Configure icon configure_new.png in the upper right-hand corner of the page. Navigate to Dev Center on the left-hand panel, then click Web Hooks from the Dev Center page.

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Click Web Hooks from the subsequent page. 

Fill in the following fields for each web hook, and click Create Web hook to complete the web hook setup. Greenhouse Recruiting will ping your endpoint. If this ping is accepted successfully, the endpoint will be created.

Web Hook # 1: 

  • Name this web hook: post_created_handshake
  • When: Job Post Created
  • Endpoint URL: https://ats.joinhandshake.com/webhooks/greenhouse/<handshake_employer_id>
  • Secret Key: Enter the secret key provided by your Handshake onboarding team
  • Error recipient email: Leave blank

Web Hook # 2:

  • Name this web hook: post_updated_handshake
  • When: Job Post Updated
  • Endpoint URL: https://ats.joinhandshake.com/webhooks/greenhouse/<handshake_employer_id>
  • Secret Key: Enter the secret key provided by your Handshake onboarding team
  • Error recipient email: Leave blank

Web Hook # 3: 

  • Name this web hook: job_updated_handshake
  • When: Job Updated
  • Endpoint URL: https://ats.joinhandshake.com/webhooks/greenhouse/<handshake_employer_id>
  • Secret Key: Enter the secret key provided by your Handshake onboarding team
  • Error recipient email: Leave blank

Web Hook # 4: 

  • Name this web hook: hire_candidate_handshake
  • When: Candidate has been hired
  • Endpoint URL: https://ats.joinhandshake.com/webhooks/greenhouse/<handshake_employer_id>
  • Secret Key: Enter the secret key provided by your Handshake onboarding team
  • Error recipient email: Leave blank

Web Hook # 5: 

  • Name this web hook: candidate_rejected_handshake
  • When: Candidate or prospect has been rejected
  • Endpoint URL: https://ats.joinhandshake.com/webhooks/greenhouse/<handshake_employer_id>
  • Secret Key: Enter the secret key provided by your Handshake onboarding team
  • Error recipient email: Leave blank

 

Sync Jobs from Greenhouse Recruiting to Handshake

In Handshake, follow the process to create a new Handshake job, or to edit an existing job (that does not have any applications yet). Use the Select Greenhouse job to link dropdown to select from a list of jobs available in your Greenhouse Recruiting account. Select the job you wish to link.

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Note: Existing jobs in Handshake cannot be linked to Greenhouse Recruiting. If you wish to sync applications for an existing job, please expire the job and re-post.

When a job is selected, Handshake will also retrieve the following details from Greenhouse Recruiting to make the posting process more efficient:

  • Job Details
  • Number of Positions
  • Employment Type
  • Paid / Unpaid
  • Required Documents

Post your Handshake job to Schools by filling out the rest of the job details and choosing the schools to post the job to. Once you have posted the job to schools, you are finished! 

 

Support Direct Applications from Handshake

Students will browse Handshake and find your jobs. Once a student finds your job, they can click to apply for it in Handshake. Students will have the ability to upload a resume and/or cover letter as specified on the job post. They will also see the required and optional questions configured in Greenhouse. Once the required details are entered, students will directly submit their applications to Greenhouse Recruiting via Handshake.

 

Use Handshake with Greenhouse Recruiting

Once a student has applied in Handshake to a linked job, the student's application will appear in Greenhouse Recruiting automatically within a few minutes. The application will include the candidate's first name, last name, and email address. The application will show the candidate's Source as Handshake, and also will include the candidate's resume and cover letter (if required for the application process) under the Application or Details tab > Source & Responsibility section. The Application will also include the responses provided for any required or optional Job Post Questions.

The Greenhouse Recruiting / Handshake integration uses real-time application status syncing, which means you will see applicant statuses update in Handshake as they are hired or rejected in Greenhouse Recruiting. This status updates within moments of being updated in Greenhouse.

With these statuses synced, you will be able to more accurately source new applicants and analyze past recruiting efforts.

 

Need help?

Please contact support@joinhandshake.com for troubleshooting assistance regarding the integration.