Eightfold offers a Talent Intelligence Platform (TIP), built on AI technology, that increases the effectiveness of talent operations, enabling Recruiting and HR teams to reach their goals for engagement, recruitment, retention, diversity, and employee development.

The Eightfold Integration Adapter for Greenhouse automates integration via a secure connection with the standard Greenhouse Harvest API. This Harvest API enables the automated export of data from Greenhouse Recruiting into Eightfold, and the automatic syncing of Eightfold changes back into Greenhouse Recruiting — including advancing, moving, and rejecting applications, as well as adding candidates, notes and tags, back into Greenhouse Recruiting.

In this article, we will cover:

 

Configure User Setup Permissions in Greenhouse Recruiting

In order to enable the Greenhouse Recruiting / Eightfold integration, you will need the following developer permissions:

  • Can manage ALL organization’s API Credentials
  • Can manage and configure web hooks

Contact a Greenhouse Recruiting 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 image-0.png > Users > Your Name.

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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 and Can manage and configure web hooks so a check is in each checkbox. When finished, click Save.

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Repeat as necessary for any other user that should have access to set up the integration.

 

Create a Harvest API Key in Greenhouse Recruiting for the Eightfold Integration User

To create a Harvest API key for the integration, click the Configure icon image-0.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.

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

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In the Create New Credential dialog box, make the following selections:

  • API Type: Harvest
  • Partner: Eightfold
  • Description: Eightfold Harvest API Key

When finished, click Manage Permissions to generate the Harvest API key and automatically assign it the appropriate permissions required by Eightfold.

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In the subsequent dialog box, click Copy to save your API key to your clipboard. Store the API key in a secure location to provide to Eightfold in the next step. Click I have stored the API Key once you have copied and saved the key.

Note: You cannot access the full Harvest 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.

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

  • Activity Feed
  • Applications
  • Candidates
  • Close Reasons
  • EEOC
  • Job Openings
  • Job Posts
  • Job Stages
  • Jobs
  • Prospect Pool
  • Rejection Reason
  • Scorecards
  • Sources
  • Tags
  • User Roles
  • Users

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

Eightfold needs the above permissions to read and write data via the Harvest API. Specifically, read access to the following objects are needed:

  • /candidates
  • /applications
  • /jobs (job requisitions)
  • /jobs/XXX/stages (stages associated with the job requisition)
  • /job_posts (job posting data)
  • /sources (various source types for applications)
  • /rejection_reasons
  • /candidates/XXX/activity_feed (communication associated with candidate)
  • /applications/XXX/eeoc (gender and other diversity data declared on application)
  • /applications/XXX/scorecards (interview feedback)
  • /users (to get name and email of recruiter and hiring manager)

In addition, Eightfold also needs POST permissions to WRITE to Greenhouse via Harvest API:

  • POST /applications/XXX/activity_feed/note (add a note)
  • POST /applications/XXX/activity_feed/emails (add an email communication)
  • PATCH /applications (add answers to application)
  • POST /applications/XXX/reject (reject application)
  • POST /applications/XXX/move (advance)
  • POST /applications/XXX/advance (advance)
  • POST /candidates/XXX/applications (new application)
  • POST /candidates (add candidate)

Note: No permissions need to be granted for deletion because Eightfold does not need them.

Your Harvest API key for the Greenhouse Recruiting / Eightfold integration is created and configured. Provide the Harvest API key to your Eightfold onboarding team so they can set up the Greenhouse Adapter integration in Eightfold (see Eightfold example below). 

 

Retrieve Greenhouse Recruiting User ID for Eightfold

Eightfold also needs a Greenhouse Recruiting user ID, to associate with the data sent via the integration. In other words, the data integration will be done on-behalf of this user account.

Note: If your organization has a general user (e.g., recruiting@) instead of a specific person (e.g., jane@), Eightfold recommends 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 image-0.png in the upper right-hand corner and select Users from the left-hand panel.

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Click Export to Excel. A spreadsheet will be downloaded onto your computer.

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Open the .xlsx file and navigate to the User ID column. Choose and copy down a user ID from the column that will be associated with any data pushed from Eightfold to Greenhouse Recruiting. Share this user name, email address, and user ID with Eightfold prior to setting up the Eightfold Adapter.

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Note: If you prefer to create a new user (e.g., eightfold@) specifically to be associated with data pushed from Eightfold to Greenhouse Recruiting, follow the steps here: Add new user(s)

 

Configure Webhooks in Greenhouse Recruiting

Before configuring the Greenhouse Recruiting / Eightfold webhooks, Greenhouse Recruiting will need two pieces of information: 

  • Eightfold's endpoint URL 
  • Eightfold's secret key

This information is provided to you by the Eightfold Onboarding team. You will receive this information, which is generated in the Eightfold System Integration set up.

With Eightfolds’s endpoint URL and secret key copied, and your Greenhouse user permissions enabled, you are ready to enable the Greenhouse Recruiting / Eightfold integration.

To enable the integration, click the Configure icon image-0.png in the upper right-hand corner and navigate to Dev Center on the left-hand panel. From the Dev Center page, click Web Hooks

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Click Web Hooks from the subsequent page.

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On the Create A New Web Hook page, provide the following details to create your first of four webhooks:

  • Name: Eightfold Integration: Application Updated
  • When: Application Updated
  • Endpoint URL: The endpoint URL received from Eightfold 
  • Secret Key: The secret key received from Eightfold

When finished, click Create Web hook.

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Repeat these steps to create three additional webhooks using the following information: 

Webhook #2: New candidate

  • Name: Eightfold Integration: New candidate
  • When
  • Endpoint URL: The endpoint URL received from Eightfold 
  • Secret Key: The secret key received from Eightfold

Webhook #3: New application

  • Name: Eightfold Integration: New application
  • When: Candidate has submitted application
  • Endpoint URL: The endpoint URL received from Eightfold 
  • Secret Key: The secret key received from Eightfold

Webhook #4: Change in application workflow status

  • Name: Eightfold Integration: Change in application workflow status
  • When
  • Endpoint URL: The endpoint URL received from Eightfold 
  • Secret Key: The secret key received from Eightfold

That is it! Your Greenhouse account and Eightfold account can now talk to each other. These settings dictate execution of the Eightfold webhooks when a user takes the appropriate action on a candidate in Greenhouse Recruiting. 

Please coordinate with Eightfold to determine when to start the automated integration process. 

 

Eightfold Setup and Webhook Generation

For reference, the Eightfold Greenhouse Adapter and Webhook are configured in Eightfold under the Admin Console, for your company’s Greenhouse Integration System (AKA Adapter).  

Eightfold’s Adapter for Greenhouse requires the following information from you: Greenhouse API Key for the assigned User in Greenhouse, and the URL of the web service endpoint, which is specific to your company (e.g., https://companyname.greenhouse.io/people). (see below)

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In addition, the Eightfold onboarding team will enable a Webhook for Greenhouse, in Eightfold.

When enabled, this webhook will immediately trigger a notification from Greenhouse, whenever information has been updated which Eightfold should immediately retrieve (e.g. applications, candidates, statuses).

This requires the Eightfold onboarding team to provide you with both a secret key, and the specific Eightfold URL endpoint of your company webhook (e.g. https://notifications.eightfold.ai/event/greenhouse/companyname.com/greenhouse).

This is done on your company’s Greenhouse Integration System in Eightfold. (see below)

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This webhook information will be shared with you, by Eightfold, as part of onboarding.

 

Overview Greenhouse Recruiting Data and Usage in Eightfold

Candidate Data

All candidate and prospect data in your Greenhouse instance will sync.

  • When a new candidate is added to Greenhouse, that candidate will sync to Eightfold within 24 hours.
  • When existing candidates are updated in Greenhouse (moved to new stages, interview feedback or notes are added to profile, etc) this will be updated on the Eightfold candidate profile within 24 hours.
  • When candidates apply through your careers page (or any other means that would normally add them to Greenhouse), they will be pulled from Greenhouse into Eightfold as applicants on a pipeline.

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Interview feedback, notes, and email correspondence logged on candidate profiles will also sync.

Job Data

Open jobs will be shown on the homepage (recruiter dashboard).

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Confidential jobs will only be visible to the creator of the confidential job, and any users assigned to that job. If a user is unable to view the confidential job in Greenhouse, they will be unable to view it in Eightfold.

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Closed jobs will be searchable from the global search bar in the top left hand corner of the screen. You would need to know the req number to search.

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Custom job application questions will surface on the Eightfold candidate profile in the “Applications” section of the Recruiting Activity feed.

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Eightfold Activities and How They Impact Greenhouse

Eightfold Activity Syncs to Greenhouse? Notes
Edits to candidate profile No Edits to the Greenhouse candidate profile (name, position, contact info) will not sync to Eightfold - and edits to the Eightfold candidate profile will not sync to Greenhouse
Advance Stage Yes Advancing stage in Eightfold will push to Greenhouse within 30 minutes, Advance Stage in Greenhouse will push to Eightfold within 24 hours
Add to ATS Yes This will add the lead/prospect to a job pipeline, making them a candidate in the Application Review stage for that job in Greenhouse within 30 minutes
Save (star) Lead No This will save a lead to the Leads tab of the job pipeline - this does not sync to your ATS
Save Lead via Chrome Extension No This will save a lead to the Leads tab of the job pipeline - this does not sync to your ATS
Save to Another Pipeline No This will save a lead to the Leads tab of the job pipeline - this does not sync to your ATS
Add Note Yes Notes added to the candidate profile in Eightfold will sync to Greenhouse within 24 hours
Contact Yes Email contact from Eightfold will appear on the candidate profile under Recruiting Activity and will sync to the Greenhouse Activity Feed on the candidate profile within 24 hours
Reject Yes Rejecting a candidate in Eightfold will sync to Greenhouse within 30 minutes. Rejecting a candidate in Greenhouse will sync to Eightfold within 24 hours
Interview Feedback Yes Interview feedback will sync from Greenhouse to Eightfold on a candidate profile in 30 minutes. This feature can be turned off if desired.

 

Get Help

Please contact your Eightfold representative or email support@eightfold.ai for troubleshooting support regarding the integration.