Equifax

The Equifax integration allows you to automatically take potential new hires from Greenhouse and submit them to Equifax to initiate a Candidate Verification Summary. This integration is wholly contained within your active Greenhouse account. There is no need to access a third party application or website.

 

To link your Greenhouse account, contact Equifax Customer Success for an endpoint url and a secret key you'll need to get started. Once you have both of those items, complete the following steps to link your accounts!

Configuring the Candidate Verification Summary Integration 

Setting up admin access

  1. Ask a Site Admin with permissions to log into Greenhouse
  2. Have them select Configure > Users > Your Name
  3. At the bottom of the page, select Can Manage and Configure web hooks
  4. Save
  5. Repeat for anyone else that should have access

Creating the Harvest API Key

  1. Select Configure > Dev Center > API Credential Management
  2. Click “Create New API Key”
  3. Enter a brief description in the “Description” field; select “Harvest” in the “Type” dropdown
  4. Click “Create”
  5. On the following page, click the following and select “Update”.
  1. Candidates (GET, PATCH)
  2. Custom Field Options (GET, PATCH)
  3. Custom Fields (GET, PATCH)
  4. A token is created; this token can then be copied directly from the UI and given to the Equifax Account Manager to connect to Greenhouse.

Creating the Equifax Web Hook

  1. Now that you have the correct permissions, log into your Greenhouse account
  2. Select Configure > Dev Center > Web Hooks > Web Hooks
  3. You'll land on a page called Create a New Web Hook
  4. Name your Webhook — we suggest Equifax Integration
  5. Input the Endpoint URL and Secret Key provided to you by Equifax Customer Success, then make sure the webhook is executed (“When”) the “Candidate has changed stage”
  6. Expand “Advanced Settings”, re-enter the “Secret Key” in the “Username” field
  7. Select “No” for the ‘Disabled?” toggle
  8. Press Create Web Hook

That's it! Your Greenhouse account and Equifax account can now talk to each other. These settings dictate execution of the Equifax web hook once the end user transitions the candidate into an appropriate application stage for a given job.

 

Creating the Candidate Custom Fields

  1. Select “Custom Options” in the Configure section.
  2. Select “Candidates”.
  3. Click “+ Add Field”.
  4. Add “Prescreen Status” in the “Field” name and select “Short Textbox” as “Type”
  5. Click Save
  6. Add “Prescreen Message” in the “Field” name and select “Long Textbox” as “Type”
  7. Click Save
  8. Add “Prescreen URL” in the “Field” name and select “URL” as “Type”
  9. Click Save

This portion of the configuration allows Equifax to provide Candidate Verification Summary status, a link to the Background Check report (when applicable), and the date the report is

completed.

 

Candidate Custom Fields

Create a “Prescreen” stage in your Interview Plan (for a job)

  1. Select the “plus” symbol in the upper right.
  2. Select “Create a Job”
  3. Choose to “Copy and Existing Job” or create a “Blank Job”.
  4. Name and configure the job to your liking; continue to “Interview Plan”.
  5. On the “Interview Plan” page, click the “+Add a Stage” button.
  6. Select the “Create New Stage” radio button and label the stage “Prescreen”.
  7. Click “Add”

 

Finish editing your job and click “Finish”. All candidates assigned to this job will now have the “Prescreen” stage in their corresponding interview plan. This stage is used to initiate the Candidate Verification Summary.

Using the Candidate Verification Summary Integration 

Initiating the Candidate Verification Summary (Prescreen)

  1. Navigate to a candidate assigned to a job with the Prescreen stage in its Interview Plan.
  2. Click the “On Job” tab and locate and select the “Stage” item in the left-side navigation menu.
  3. Click the “Move Stage” button then select the “Prescreen” stage in the pop-up.

 

When selecting the “Prescreen” stage in the pop-up, the pop-up will close and the candidate moves to the “Prescreen” stage. This act of moving the candidate to “Prescreen” is what initiates the Candidate Verification Summary Integration.

Checking the Status of the Candidate Verification Summary (Prescreen)

  1. Navigate to the candidate profile.
  2. Click the “Details” tab.
  3. Scroll down to the “Additional Details” section and locate the Prescreen Status, Prescreen Message, and Prescreen URL custom fields.
  4. The following Prescreen statuses are available:
  1. Consent Pending - the candidate has received the invitation to provide their electronic consent.
  2. Consent Complete - the candidate has completed their electronic consent.
  3. Consent Declined - the candidate declined to give their electronic consent.
  4. Pre-Employment Complete - the candidate provided their consent and a Candidate Verification Summary is now available (check the Prescreen URL custom field for a link).

 

Once the candidate is moved into the Prescreen stage they will receive an invitation text message and/or email (if available in Greenhouse) to provide their consent and authorization for the Candidate Verification Summary Report.

Candidate Consent

The candidate must provide their consent in order to perform a Candidate Verification Summary.

This consent process occurs outside of Greenhouse and is used to capture the candidates e-Signature and their Social Security Number.

Reviewing the Candidate Verification Summary Report

  1. Navigate to the candidate profile.
  2. Click the “Details” tab.
  3. Scroll down to the “Additional Details” section and locate the Prescreen Status, Prescreen Message, and Prescreen URL custom fields.
  4. Click the link in the “Prescreen URL” custom field.
  5. A new tab will appear in the browser and display the report.

 

Completed Report

Candidate Verification Summary Backend Workflow