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ChartHop

ChartHop centralizes all of your people data from your HR tools to become your system of record. We then layer on top visualization and reporting features that help you analyze and track your organization evolution over time.

This all comes together in the first-of-its-kind scenario planning platform, where you can use all of this data to create plans for the future, with context.

These plans can be annual headcount plans, ad-hoc headcount requests, compensation plans, team restructures, succession plans and even M&A integrations plans.

Building plans in ChartHop

  • allows your managers to iterate and collaborate on their plans
  • allows HR and finance to build robust approval workflows that scale and
  • ensures visibility across your people, finance, recruiting team and managers

Greenhouse Recruiting’s integration with ChartHop allows you to take those plans and put them into action. 

In this article, we will cover how to: 

  • Configure User Setup Permissions in Greenhouse Recruiting
  • Create a Harvest API Key for the Greenhouse/ChartHop Integration
  • Set up the Greenhouse/ChartHop Integration in ChartHop
  • Set up the Greenhouse/ChartHop Web Hook
  • Sync existing Jobs from Greenhouse to ChartHop
  • Use the ChartHop Integration with Greenhouse

 

Configure User Setup Permissions in Greenhouse Recruiting

In order to enable the Greenhouse/ChartHop 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/ChartHop Integration 

To create a Harvest API key for the integration, click on the Configure icon Screen_Shot_2018-05-24_at_5.31.51_PM.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.

 

 

From the API Credential Management page, click Create New API Key to generate the API key for ChartHop.

 

 

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 the following permissions:

  • Applications:
  • GET: Retrieve Application
  • GET: List Applications
  • Candidates:
  • GET: Retrieve Candidate
  • GET: List Candidates
  • Departments:
  • GET: Retrieve Department
  • GET: List Departments
  • POST: Create a new department
  • PATCH: Update a department
  • Job Openings:
  • GET: List Openings For a Job
  • POST: Create openings
  • DELETE: Delete openings
  • PATCH: Edit openings
  • Job Posts
  • GET: List Job Posts
  • GET: Retrieve Job Post for Job
  • GET: List Job Posts for Job
  • PATCH: Update job posts
  • Job Stages
  • GET: Retrieve Job Stage
  • GET: List Job Stages
  • GET: List Job Stages for Job
  • Jobs
  • GET: Retrieve Job
  • GET: List Jobs
  • PATCH: Update Job
  • POST: Create a new job
  • PUT: Replace hiring team
  • Offers
  • GET: List Application's Offers
  • GET: Retrieve Application's Current Offer
  • GET: Retrieve Offer
  • GET: List Offers
  • Offices
  • GET: Retrieve Office
  • GET: List Offices
  • POST: Create a new office
  • PATCH: Update an office
  • Users
  • GET: Retrieve User
  • GET: List Users
  • GET: List User Future Job Permissions
  • GET: List User Job Permissions
  • GET: List Pending Approvals 

When finished, click Update.

Your Harvest API key for the Greenhouse/ChartHop integration is created and configured.

To set up the Greenhouse/ChartHop Integration, head to the Greenhouse integration page within the ChartHop platform.

Set up the Greenhouse/ChartHop Integration in ChartHop

In ChartHop, head to the Greenhouse integration page.

You can get there with this link or by click on the  icon in the upper right corner and selecting Apps & Integrations, finding Greenhouse and clicking on Install.

 

 

 

Once on this page, input your Greenhouse domain (if you use https://example.greenhouse.io to access greenhouse, enter example) and paste in your API Key.

 

 

Now you’re ready to set up your sync settings.

 

Check off the option to have the sync Run Daily so you have up to date metrics on the number of candidates, interviews and offers.

 

Check off the option to Resync on Daily Run - this will ensure any changes to your hiring plan are passed on to Greenhouse.

 

Check off the Sync on Change setting so when any change is made to the status of a job, that change is also carried out in Greenhouse (i.e. if a job is changed from active to inactive, it will be taken off the Greenhouse page).

 

(optional) If you don’t plan on using ChartHop to manage your hiring plan, and you don’t have your open roles already uploaded into ChartHop, you can turn on the Reverse Sync. This will take any jobs from Greenhouse and create open roles in ChartHop. You may also use this Reverse Sync temporarily for a one-time import of your open roles in Greenhouse into ChartHop after you set up the integration. We’ll go through this later.

 

 

 

You also have the ability to sync additional fields between ChartHop and Greenhouse. You can sync built in or custom fields from ChartHop into custom fields from Greenhouse (you can create custom fields in ChartHop following these instructions). In the example below, we’re syncing over the built-in variable compensation field from ChartHop ‘variable’ into a Greenhouse custom field called ‘variable’.

 

Greenhouse does not currently have a standard field for base compensation so we’ve created a custom one called ‘base’ and will add it here so base compensation from ChartHop is synced over.

 

Finally, you can select a person or team to get a notification email every time a sync takes place with a summary of the changes. We recommend this be your Greenhouse and/or ChartHop admin.

 

Click save.

 

 

After you click save, you’ll see two new options appear at the bottom.

 

 

Now you’re able to export your jobs from Greenhouse (in case you want to make any changes and reupload) or sync Greenhouse jobs on demand (more on this later).

 

You’ll also see a new section appear up top to set up your Web Hook.  

 

Set up the Greenhouse/ChartHop Web Hook 

Head back to the Greenhouse Dev Center and click on Web Hooks.

 

 

From there, select the first option, “Web Hooks” to create a new Web Hook.

 

 

Follow the directions from the ChartHop app, copy and paste your Endpoint URL and Secret key, and create the Web Hook.

 

 

Your integration is now set up!

Sync existing Jobs from Greenhouse to ChartHop

After setting up Greenhouse with ChartHop in the App Settings, you can sync over the existing jobs from Greenhouse to ChartHop in two ways:
Via the Reverse Sync
  1. Temporarily turn on the Reverse Sync and click Sync Jobs.

 

  1. Audit the open roles created in ChartHop by going to Data Sheet Open Roles.
  2. After confirming the hiring plan looks good, go back to the App Settings and uncheck Reverse Sync and ensure settings match the Settings mentioned above.

 

Manually import
  1. In the App Settings, click either Export All Greenhouse Jobs or Export Active Greenhouse Jobs.
  2. Open the downloaded CSV
  3. Conduct a data audit on which roles you would like to be imported in ChartHop and which roles can be removed from the CSV.
  4. Ensure all open roles contain a value for the following fields:
  1. Title
  2. Manager
  3. Department
  4. Location
  5. Greenhouse ID (This is needed to connect the role in ChartHop to Greenhouse)
  1. Under Settings, go to Import CSV Data and select Hiring Plan for “What type of data are you uploading?”

6. After import uploads, you can view the open roles by going to Data Sheet Open Roles

How to use the ChartHop Integration with Greenhouse

 

We recommend hiring managers request open roles in ChartHop either by scenarios/approval process or directly creating in the primary. The recruiting team then uses ChartHop as the hiring plan in source of truth and ChartHop automatically opens/updates roles in Greenhouse. When a candidate is hired, the new hire information is pulled from Greenhouse to ChartHop and synced with the HRIS (if applicable).

Creating New Roles

For every new headcount request, managers work within Scenarios to define

  • title
  • direct and indirect reporting structure
  • department
  • location
  • band
  • teams
  • employment type (full time, part time, temporary, contract, intern or ex-pat)
  • compensation (includes base, variable and equity)
  • recruiting status
  • recruiting priority
  • sensitivity (meaning who can know this role is open)
  • target start date
  • hiring manager
  • recruiter
  • who this is a backfill for (if applicable)
  • job description

 

 

As managers work through the plan, they can collaborate with others, get feedback, and get approvals from HR and Finance. Once approved, the plan gets merged into the Primary plan.

 

There are two ways to put the approved plans into action using the Greenhouse integration. 

 

  1. Within the Scenario, you can set the recruiting status to Active in the roles you want to start recruiting for right away. As soon as this plan is merged into the Primary plan, these roles will automatically open jobs in Greenhouse.

  1. For those roles you’re not ready to start recruiting for right away, set the Recruiting Status as Inactive. After the plan is merged into the Primary, you’ll be able to set the recruiting status to Active from there and automatically open the jobs in Greenhouse.

 

Once Active, you’ll see a little Greenhouse logo in the details when you click on the job in the org chart.  Clicking on this will take you to the job’s page in Greenhouse. This will create a draft in Greenhouse of the open role (creates in real-time) with the field values mentioned above. ChartHop will not post the job/opening live on your website.

 

 

You’ll also be able to see all of the Greenhouse IDs for every job in ChartHop by filtering for open roles or using this link.  

 

Greenhouse will get the following information automatically:

  • title (required)
  • department (req
  • location
  • employment type (full time, part time, temporary, contract, intern or ex-pat)
  • confidential / sensitive role
  • hiring manager
  • recruiter
  • job description

 

 

 

You can sync any other information via custom fields. Define the custom fields in Greenhouse and configure the ChartHop app settings to use those fields. For example:

  • manager
  • band
  • compensation (includes base, variable and equity)
  • recruiting priority
  • target start date
  • who this is a backfill for (if applicable)

 

If plans change, you can easily manage that from ChartHop as well.

 

Updating Existing Roles

In order to update existing roles, the role must be active in ChartHop for any changes made in ChartHop to be synchronized with Greenhouse. If the role is any other status besides active, ChartHop will not update open roles in Greenhouse.

 

  1. Find the open role that needs to be updated in either the Data Sheet or Org Chart view.
  2. Click Edit Job.
  3. Update the field.
  4. Click Save.
  1. The field updates in real-time.

Deactivating/Removing Roles

Find the open role in either the Data Sheet or Org Chart view.

 

To deactivate:

  1. Click Edit Job.
  2. Set recruiting status to Inactive.
  1. This will mark the role as inactive in Greenhouse. You can flip the role back to active if the role is being recruited for at any point in the future.

To remove entirely:

  1. If the open role needs to be removed from the headcount, select Remove Job.
  1. This will delete the job in Greenhouse and any associated data in both Greenhouse and ChartHop. ChartHop will still store the historical data.

 

Creating Reports

 

This integration will also give you and your managers visibility into the recruiting data for each role and allow you to create reports on the data.

 

For more information on how to create reports check out this resource.

 

 

Need help?

 

What if hiring managers request open roles outside of ChartHop and the Recruiting team uses ATS as the source of truth for the hiring plan instead of ChartHop?

 

In this case, you should use the Reverse Sync. ChartHop will pull all active roles (any updates on active roles) from ATS on daily sync. When a candidate is hired, ChartHop will pull new hire information and sync with HRIS (if applicable).

 

To use this, check off:

 

  • Run Daily
  • Resync on Daily Run
  • Sync on Change
  • Reverse Sync

 

  • After Greenhouse setup is complete, ensure the Required Settings are checked off, then click Sync Jobs in the App Settings in ChartHop.
  • ChartHop will pull any active roles in Greenhouse to ChartHop. To view the open roles created in ChartHop from the Reverse Sync, go to Data Sheet Open Roles, 

 

New roles and updates will sync to ChartHop every morning. If the role needs to be created or updated  in ChartHop immediately:

  Go to the App Settings in ChartHop for Greenhouse.

  1. Click Sync Jobs.

 

 

 

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