How can we help you?

ChartHop

ChartHop centralizes all of your people data from your HR tools to become your system of record. ChartHop then layers on visualization and reporting features that help you analyze and track your organization over time. This comes together in a first-of-its-kind scenario planning platform, where you can use this data to create plans for the future. These plans can be annual headcount plans, ad-hoc headcount requests, compensation plans, team restructures, succession plans and even M&A integrations plans. 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

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 Configure.png > Users > Your Name.

Screen_Shot_2020-10-22_at_11.35.07_AM.png

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 so that a check is in the checkbox. When finished, click Save.

Screen_Shot_2020-10-22_at_11.37.36_AM.png

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 Configure.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.

Screen_Shot_2020-10-22_at_11.39.24_AM.png

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

Screen_Shot_2020-10-22_at_11.40.45_AM.png

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

Screen_Shot_2020-10-19_at_11.24.57_AM.png

Candidates

GET: Retrieve Candidate
GET: List Candidates

Screen_Shot_2020-10-19_at_11.25.10_AM.png

Departments

GET: Retrieve Department
GET: List Departments
POST: Create a New Department
PATCH: Update a Department

Screen_Shot_2020-10-19_at_11.25.29_AM.png

Job Openings

GET: List Openings for a Job
POST: Create Openings
DELETE: Delete Openings
PATCH: Edit Openings

 

Screen_Shot_2020-10-19_at_11.25.39_AM.png

Job Posts

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

Screen_Shot_2020-10-19_at_11.25.50_AM.png

Job Stages

GET: Retrieve Job Stage
GET: List Job Stages
GET: List Job Stages for Job

Screen_Shot_2020-10-19_at_11.25.56_AM.png

Jobs

GET: Retrieve Job
GET: List Jobs
PATCH: Update Job
POST: Create a New Job
PUT: Replace Hiring Team

Screen_Shot_2020-10-19_at_11.26.09_AM.png

Offers

GET: List Application's Offers
GET: Retrieve Application's Current Offer
GET: Retrieve Offer
GET: List Offers

Screen_Shot_2020-10-19_at_11.26.22_AM.png

Office

GET: Retrieve Office
GET: List Offices
POST: Create a New Office
POST: Update an Office

Screen_Shot_2020-10-19_at_11.26.33_AM.png

Users

GET: Retrieve Users
GET: List Users
GET: List User Future Job Permissions
GET: List User Job Permissions

Screen_Shot_2020-10-19_at_11.26.53_AM.png


When finished, click Update. Your Harvest API key for the Greenhouse/ChartHop integration is now created and configured. Copy your Harvest API key to be used in the next step.

 

Set Up the Greenhouse/ChartHop Integration in ChartHop

To set up the Greenhouse/ChartHop Integration, navigate to the Greenhouse integration page within the ChartHop platform. To get there, click Configure in the upper-right corner and select Apps and Integrations.

Find Greenhouse and click Install:

Enter your Greenhouse domain. For instance, if you use https://example.greenhouse.io to access Greenhouse, enter example as your domain. Next, paste in your API Key.

Now you are ready to configure your sync settings.

  • Check Run Daily so you have up to date metrics on the number of candidates, interviews and offers.
  • Check Resync on Daily Run to ensure any changes to your hiring plan are passed on to Greenhouse.
  • Check Sync on Change so when any change is made to the status of a job, that change is also carried out in Greenhouse (for example, if a job is changed from active to inactive, it will be made inactive on your Greenhouse job board).
  • 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, check the Reverse Sync setting. 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. 
  • You also have the ability to sync additional fields between ChartHop and Greenhouse. You can sync built-in or custom fields from ChartHop to custom fields in Greenhouse.
  • 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.

When finished, click Save.

After you click Save, you will see two new options appear at the bottom:

These options allow you to export your jobs from Greenhouse (in case you want to make any changes and re-upload) or sync Greenhouse jobs on demand.

You will also see a new section appear at the top to set up your Web Hook. Use the Secret Key and Endpoint URL for the next step to set up your web hook.

 

Set Up the Greenhouse/ChartHop Web Hook

Note: In order to enable a web hook, a user must be Basic or above with the user-specific permission "Can manage and configure web hooks."

With ChartHop’s endpoint URL and Secret Key copied, you are ready to enable the Greenhouse/ChartHop integration.

To enable the integration, click the Configure icon Configure.png in the upper right-hand corner and navigate to Dev Center on the left-hand panel.

Screen_Shot_2020-10-19_at_3.44.01_PM.png

From the Dev Center page, click Web Hooks. Click Web Hooks from the subsequent page.

Screen_Shot_2020-10-19_at_3.46.12_PM.png

You will be directed to a new page where you Create a New Web Hook. From this page provide the following details:

  • Name: ChartHop
  • When: Candidate has been hired
  • Endpoint URL: The Endpoint URL copied from ChartHop.
  • Secret Key: The Secret Key copied from ChartHop.

When finished, click Create Web hook.

Screen_Shot_2020-10-19_at_3.49.01_PM.png

That's it! Your Greenhouse account and ChartHop account can now talk to each other. These settings dictate execution of the ChartHop web hook once the end user marks the candidate as hired.

 

Sync Existing Jobs from Greenhouse to ChartHop

After setting up Greenhouse with ChartHop in the App Settings, you can sync over existing jobs from Greenhouse to ChartHop in two ways:


Via the Reverse Sync

1. Temporarily turn on Reverse Sync and click Sync Jobs.

2. Audit the open roles created in ChartHop by going to Data SheetOpen Roles.

3. After confirming the hiring plan looks good, go back to the App Settings and uncheck Reverse Sync.

Via Manual 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:

      • Title
      • Manager
      • Department
      • Location
      • Greenhouse ID

5. 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 in ChartHop by going to Data SheetOpen Roles.

 

Use the ChartHop Integration with Greenhouse

ChartHop recommends hiring managers request open roles in ChartHop either by scenarios/approval process or directly creating in the primary. The recruiting team can then use ChartHop as the hiring plan 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).

For every new headcount request, managers work within scenarios to define:

  • Title
  • Direct and indirect reporting structure
  • Department
  • Location
  • Band
  • Teams
  • Employment type
  • Compensation
  • 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.

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

Once Active, you will see a 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 (in real time) with the field values mentioned above. However, ChartHop will not post the job/opening live on your website.

You will also be able to see all of the Greenhouse IDs for every job in ChartHop by filtering for open roles.

Greenhouse will get the following information automatically:

  • Title (required)
  • Department (required)
  • Location
  • Employment type
  • 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
  • Recruiting priority
  • Target start date
  • Who this is a backfill for? (if applicable)

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.

Find the open role that needs to be updated in either the Data Sheet or Org Chart view.

  • Click Edit Job.
  • Update the field.
  • Click Save.

The field updates in real-time.

 

Deactivating/Removing Roles

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


To deactivate:

  • Click Edit Job.
  • Set recruiting status to Inactive.
  • 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:

  • If the open role needs to be removed from the headcount, select Remove Job.
  • 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.

FAQ

What if hiring managers request open roles outside of ChartHop and the Recruiting team uses Greenhouse 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 Greenhouse on a daily sync. When a candidate is hired, ChartHop will pull new hire information and sync with your HRIS (if applicable).

To use this, check:

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

After Greenhouse setup is complete, ensure the Required Settings are checked, 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.
  • Click Sync Jobs.

 

Get Help

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