The Equifax integration allows you to automatically take potential new hires from Greenhouse Recruiting and submit them to Equifax for a candidate verification summary This integration is completely seamless with your Greenhouse Recruiting account and does not require you to log into a third-party application or website.

In simple terms, this configuration works by creating a custom candidate fields to automatically detect when a candidate has moved to a new stage in the interview process. When a candidate is moved to the correct step, they are automatically enrolled in a candidate verification. Once the candidate's verification has been completed, their progress is sent back to Greenhouse Recruiting to proceed with the interview process. Recruiters can then easily view the results of the verification in the candidate's profile.

Note: To set up the Equifax integration, you need an Endpoint URL and Secret Key from Equifax customer success.

Configure the Equifax integration in Greenhouse Recruiting

To configure the Equifax integration in Greenhouse Recruiting, you need the following permissions:

  • Can manage ALL organization’s API Credentials
  • Can manage custom fields
  • Can create new job stage names

Note: If you do not have the permissions outlined above, contact a Site Admin Greenhouse user in your organization with the user-specific permission 'Can edit another user's advanced permissions' to update your account. Permissions can be managed under the Configure icon Icon_-_Configure__redesign_.png > Users > Your Name.

Create Harvest API key in Greenhouse Recruiting

To create a Harvest API key, click the Configure icon Icon_-_Configure__redesign_.png on your navigation bar, and select Dev Center on the left.

Click API Credential Management in the Dev Center.

Select Create New API Key.

Make the following selections:

  • API Type: Harvest
  • Partner: Equifax
  • Description: Equifax Harvest API key

Click Manage Permissions .

Click Copy to place your API key in your clipboard. This key must be used to configure the Equifax application. With the API key copied, click I have stored the API Key.

Note: You cannot access the full API key again after clicking I have stored the API Key. If you lose your API key and need to access it later, you must create a new API key, provide it to the integration partner, and then revoke access to the original key.

On the subsequent page, confirm the following permissions are assigned to your new API key:

Candidates

  • All GET and all PATCH

Custom Field Options

  • All GET and all PATCH

Custom Fields

  • All GET and all PATCH

If any of the permissions above are not checked, place a check in the box next to the appropriate permission. Click Save when finished.

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

Create an Equifax web hook

A web hook ensures that Greenhouse Recruiting and Equifax have a way to communicate with one another.

To create a new web hook, click the Configure icon on your navigation bar and select Dev Center on the left.

Click Web Hooks in the Dev Center, then click Web Hooks once more.

On the Create a New Web Hook page, make the following selections:

  • Name this web hook: Equifax web hook
  • When: Candidate has changed stage
  • Endpoint URL: Enter the endpoint URL provided by Equifax customer success.
  • Secret key: Enter the secret key provided by Equifax customer success.
  • Advanced Settings: Re-enter the secret key in the Username field.

Click Create Web hook.

Create custom candidate fields

To create custom candidate fields for the Equifax integration, select the Configure icon on your navigation bar and click Custom Options on the left.

Select Candidates under Company Custom Fields.

Click Add Field and create three new custom fields with the following information:

Field name

Field type

Prescreen Status

Short Textbox

Prescreen Message

Long Textbox

Prescreen URL

URL

With these custom candidate fields configured, Equifax can provide a candidate verification summary status, the date the report is completed, and (when applicable) a link to the background check report.

Add a prescreen stage to your interview plan

You must add a specific stage to your job's interview plan to use the Equifax integration. This stage should be added to the interview plan for each job where you want to use the integration.

Tip: If you plan on using Equifax employment verification for all your job roles, you may want to add this interview step to your job templates.

To add a prescreen stage to your interview plan, navigate to your job (Jobs > Job) and select Job Setup > Interview Plan.

On the Interview Plan page, select Add Stage. In the Create New Stage box, enter Prescreen as the name.

Click Add. When you're done, click Save.

Start the candidate verification summary

The candidate verification summary by Equifax is triggered when a candidate is moved into the Prescreen stage on a job's interview plan.

To initiate a candidate verification summary, move the candidate into the Prescreen stage of a job's interview plan by clicking Move Stage on their candidate profile.

After you move a candidate to the Prescreen stage, the web hook and integration take over and automatically start the candidate verification summary.

The candidate will receive an invitation text message or email to provide their consent and authorization for the candidate verification summary report. The email and text messages are sent to the candidate's email and number as entered in Greenhouse Recruiting.

Candidate consent

The candidate must provide their consent in order to perform a candidate verification summary.

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

Check candidate verification summary status in Greenhouse Recruiting

You can quickly reference the candidate's status in Greenhouse Recruiting.

Navigate to the candidate profile and click the Details tab.

Scroll to the Additional Details section and locate the Prescreen Status, Prescreen Message, and Prescreen URL fields.

The Prescreen Status can be one of the following four values:

  • Consent pending: The candidate has received the invitation to provide their electronic consent, but have not completed it.
  • Consent complete: The candidate has received and completed their electronic consent, but a Prescreen URL is not yet available.
  • Consent declined: The candidate declined to give their electronic consent.
  • Pre-employment complete: The candidate provided their consent and a Candidate Verification Summary URL is listed in the Prescreen URL field.

Once a prescreen URL is sent back from Equifax, you can click the link to view the full report in a new tab:

Backend workflow

This workflow can be referenced by engineers to understand how the integration flows between Greenhouse Recruiting and Equifax.