OutMatch (previously known as Checkster) automates reference checking with our Reference Insights tool. Get the process started in just a few minutes! Since candidates and references can access OutMatch Reference anywhere at any time with text and email, you get an average of 6 reference responses within 48 hours. Our clients, on average, identify 12% of candidates as fraudulent or unfit for the company or role with the help of OutMatch. Can you afford not to catch them?
Greenhouse Recruiting’s integration with OutMatch Reference allows you to seamlessly add OutMatch’s Reference assessment to a job’s interview plan. In this article, we will cover how to:
- Enable the Greenhouse / OutMatch Reference Integration
- Create a Harvest API Key in Greenhouse for OutMatch Reference
- Share OutMatch Reference API Key with Greenhouse
- Create a Greenhouse Recruiting User on Behalf of OutMatch
- Configure Custom Candidate Fields
- Add OutMatch Reference/Checkster Stage to Job’s Interview Plan
- Send and Review the Test
- Get Help
Enable the Greenhouse / OutMatch Reference Integration
I. Create a Harvest API Key in Greenhouse for OutMatch Reference
To get started, have a Site Admin or Job Admin (with API key permissions) log into Greenhouse and create a Harvest API key for the integration by clicking 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 OutMatch.
In the Create New Credential dialog box, make the following selections:
- API Type: Harvest
- Partner: OutMatch Reference
- Description: OutMatch Reference Harvest API Key
When finished, click Manage Permissions to generate the Harvest API key. If you selected a partner in the Partner dropdown list, the appropriate permissions are assigned to the API key automatically. If the partner was not available in the dropdown, you can add permissions to the key in a subsequent step.
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 the partner. 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.
On the subsequent page, confirm the following permissions are assigned to your new API key:
- GET: Retrieve Application
- GET: Retrieve Candidate
- POST: Add Note
- Custom Field Options
- GET: Custom Field options
- GET: List Users
Your Harvest API key for the Greenhouse Recruiting / OutMatch Reference integration is created and configured.
II. Share OutMatch Reference API Key and Zone details with Greenhouse
Contact your OutMatch representative and provide them with the Harvest API key you generated in the previous step. They will enable the integration in your OutMatch reference account and provide you with:
- Your Reference API Key
- Confirm your data center (Checkster US, Checkster Canada, Checkster EU or Checkster AU)
- Your OutMatch Reference Integration Email Address
- A list of your SubAccount Email IDs
Once you have received your API key and data center information, click here to open a ticket with Greenhouse.
Note: Do not send the API key in this initial email. API Keys allow access to sensitive data and must be kept secret. If an API Key is shared in an email and your email is intercepted by a malicious third party or your email account is hacked, the hacker would be able to view and access your API Key. For this reason, we require API Keys to be shared securely using SendSafely, Greenhouse’s secure data transfer platform.
The Greenhouse Support Team will respond with a SendSafely link for you to enter your API key. A notification will be sent to the Greenhouse Support Team after you have entered your API key and they will email you to confirm that your API key has been set up in your account and your integration is enabled.
II. Create a Greenhouse Recruiting User on Behalf of OutMatch
In order to log information from OutMatch Reference in Greenhouse Recruiting with the status of the Reference check, OutMatch will also need a Greenhouse Recruiting user ID. The user associated with this ID will be listed as the user who provided updates on behalf of OutMatch Reference/Checkster. This user should have Site Admin permissions so that OutMatch can send data back on any candidate.
To learn how to create a new user in Greenhouse Recruiting, click here.
Note: In order to create a new user, you must be a Site Admin, or a Job Admin with the user-specific permission Can invite new users to Greenhouse and reactivate disabled users.
Create the new user with the following details:
- Email address: The Email Address provided by your OutMatch representative in section II
- Permission: Site Admin
Example: If your company name is Outmatch, the email address should be email@example.com. Please contact your OutMatch representative with any questions.
Click Save at the bottom of the page when finished.
That is it! Your Greenhouse Recruiting / OutMatch Reference account is active and ready.
IV. Configure Custom Candidate Fields
In order to initiate reference checkup requests in OutMatch Reference under a specific owner, you must create a custom candidate field with a list of Subaccount email IDs. Your OutMatch representative will provide you with a list of your active users in OutMatch Reference and their email IDs.
Click on the Configure icon in the upper right-hand corner and navigate to Custom Options on the left-hand panel.
Click Candidates under the Company Custom Fields section.
On the Custom Fields: Candidates page, click the Add Field button.
Create a custom field with the following details:
- Field Type: Single Select
- Options - Paste the list of email IDs your OutMatch representative provided you with here.
- Field Key: “sub_account_email_id”
Add Checkster Stage to Job’s Interview Plan
Once the Greenhouse / OutMatch Reference integration is enabled for your organization, you will be able to add the Checkster assessment as an Interview stage.
To do this for an existing job, navigate to a job (All Jobs> Job Name) and click Job Setup from the Job navigation bar.
From the Job Setup page, navigate to Interview Plan on the left-hand panel. Scroll down the page and click + Add a Stage.
From the Add Stage dialog box, select the Checkster stage.
Send and Review the Test
When candidates are moved into the Checkster stage, Greenhouse will display a Send Test link.
Note: When you send a test from Greenhouse, the reference check instructions are actually sent to the candidate by OutMatch Reference.
When you click on this link, the Send Test dialog box will appear. Select which checkup you want to initiate for this candidate and who should grade it.
The status of the assessment will be viewable in Greenhouse:
Once the reference checkup is complete, you can find a copy of the PDF report in Greenhouse by clicking on Checkster.
On the Checkster Interview Kit page, click on View Report. A new window will appear with the checkup results.
For troubleshooting assistance regarding the integration, please contact firstname.lastname@example.org.
For questions about pricing and offerings, contact your OutMatch representative.