Greenhouse Recruiting’s integration with join.com allows your organization to synchronize your Greenhouse jobs to join.com and return candidates generated by join.com to Greenhouse. In this article, we will cover how to:
Configure User Setup Permissions in Greenhouse Recruiting
In order to enable the Greenhouse/join.com 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.
Retrieve User ID
join.com will need a Greenhouse Recruiting User ID to associate with the data.
Note: If your organization has a general user (like recruiting@) instead of a specific person (like jane@), we suggest you use the general user so that if the specific user ever leaves the organization, the integration remains intact.
To find a Greenhouse Recruiting user's User ID, have a user with Site Admin permissions click the Configure icon in the upper right-hand corner and select Users from the left-hand panel.
Click Export to Excel. A spreadsheet will be downloaded onto your computer.
Open the Excel file and navigate to the User ID column. Select a user from the column that will be associated with any data pushed from join.com to Greenhouse Recruiting and copy down their User ID.
Note: If you would prefer to create a new user specifically to be associated with data pushed from join.com to Greenhouse Recruiting, follow the steps linked here.
Create a Harvest API Key for the Greenhouse/join.com 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 join.com.
From the Create new credential dialog box, give your API key a name (e.g. “join.com”) and select Harvest from the Type dropdown menu. When finished, click Create.
On the Manage API Key Permissions page, please select the following checkboxes:
- Custom Fields
When finished, click Update.
Your Harvest API key for the Greenhouse/join.com integration is created and configured. Copy the Harvest API key in a secure location.
Create Custom Candidate Field for Assignation of Secondary Source (optional)
If you would like to have the original source of the candidate displayed in Greenhouse, your organization can create a custom candidate field to capture the platform from which the candidate originated (e.g. LinkedIn, Indeed).
Note: In order to create a custom candidate field, a user will need either Site Admin permissions, or Job Admin permissions who can also Manage company metadata.
Click on the Configure icon in the upper right-hand corner and navigate to Custom Options on the left-hand panel.
Select Candidates under the Company Custom Fields header.
Click Add Field.
Use the subsequent page, to give the custom candidate field a name, a description (optional), and select Short Textbox from the Type dropdown menu. Click Save when finished.
After saving the custom candidate field, Greenhouse Recruiting will generate an immutable field key for the field. Copy the immutable field key down in a secure location.
Enable the Greenhouse/join.com Integration
With all the credentials created and copied in Greenhouse, join.com will take over for the finalization of the process. It can take one to two working days for all jobs to be indexed on join.com and the first applications to be sent to Greenhouse.
To avoid the duplication of applications in Greenhouse, only the new applications are sent through. If you still have applications on join.com that you would like to send to Greenhouse, please use the export functionality from join.com.
When you are ready, please provide the following to your join.com onboarding team so they can set up the integration:
- Harvest API key
- User ID
- (Optional) Immutable Field Key of the Candidate Custom Field
Once the integration is enabled on join.com:
- Your jobs will be synchronized once a day, meaning that new jobs will be created and old jobs will be archived automatically. You are free to create additional jobs or edit the existing jobs on join.com.
- New candidates that apply on join.com will be sent to Greenhouse at the time of application and updated if the candidate uploads more information.
- Candidates received previously will not be sent to Greenhouse to avoid duplication. If you want older candidates to be available on Greenhouse, you can do so by exporting candidates from https://join.com/applications and upload them on Greenhouse (contact join.com for more information).
- If a candidate applies to multiple positions, the candidates will not be duplicated.
Please send an email to firstname.lastname@example.org or reach out to your join.com account manager for troubleshooting assistance regarding the integration.