OutMatch (previously known as Checkster) automates reference checking with their 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 six reference responses within 48 hours. OutMatch's 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:
Configure user setup permissions in Greenhouse Recruiting
To enable the OutMatch Reference integration, you need the developer permission Can manage ALL organization’s API Credentials.
Note: If the user enabling the integration is a Job Admin, they also need the user-specific permission Can manage custom fields.
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 > Users > Your Name.
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 so 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.
Create Harvest API key for the OutMatch Reference integration
To create a Harvest API key for the integration, click the Configure icon in the upper-right corner, and navigate to Dev Center on the left 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 Reference.
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 and automatically assign it the appropriate permissions required by OutMatch Reference.
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 OutMatch Reference 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 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
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 OutMatch Reference integration is created and configured. You'll provide the Harvest API key to OutMatch Reference in the next step.
Enable the OutMatch Reference integration
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 Reference API key, click here to open a ticket with the Greenhouse Support team.
Note: Do not send the API key in this initial email.
The Greenhouse Support team will respond with a SendSafely link for you to enter your API key. A notification is sent to the Greenhouse Support team after you have entered your API key, and they will email you to confirm your API key has been set up in your account and your integration is enabled.
Note: To verify your identity, the Greenhouse Support team might request you provide a Support Verification Code before adding the API key to your organization's account.
Create a Greenhouse Recruiting user to post on behalf of OutMatch
To log information from OutMatch Reference in Greenhouse Recruiting with the status of the Reference check, OutMatch needs 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 OutMatch can send data back on any candidate.
To learn how to create a new user in Greenhouse Recruiting, click here.
Note: 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 OutMatch Reference Integration Email Address (provided by your OutMatch representative when you shared the Harvest API key)
- Permissions: 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 Add New Users page when finished.
Configure custom candidate field in Greenhouse Recruiting
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 the Configure icon in the upper-right corner and navigate to Custom Options on the left panel.
Click Candidates under the Company Custom Fields section.
On the Custom Fields: Candidates page, click Add Field.
Create a custom field with the following details:
- Field Name: Sub Account Email ID
- Field Type: Single Select
- Options: Paste the list of email IDs your OutMatch representative provided you with here.
- Immutable Field Key: sub_account_email_id (automatically created after saving the custom candidate field)
Click Save at the bottom of the page when finished.
Add OutMatch Reference / Checkster stage to a job's interview plan
Once the OutMatch Reference integration is enabled for your organization, you can add the Checkster assessment as an interview stage.
To do this for an existing job, navigate to a job (All Jobs > job) and click Job Setup from the job navigation bar. From the Job Setup page, click Interview Plan on the left panel.
Click Add stage at the top right of the page.
From the Add Stage dialog box, select the Checkster stage. When finished, click Add at the bottom of the dialog box to add the stage to the job's interview plan.
Send and review the test
When candidates are moved into the Checkster stage, Greenhouse displays a Send Test link.
Note: When you send a test from Greenhouse Recruiting, the reference check instructions are actually sent to the candidate by OutMatch Reference.
Click the link to open the Send Test dialog box. Select which checkup you want to initiate for this candidate and who should grade it.
Once the test is sent, the status of the assessment is viewable in Greenhouse Recruiting.
Once the reference checkup is complete, click Checkster to see a copy of the PDF report directly in Greenhouse Recruiting.
On the Checkster Interview Kit page, click View Report. A new window opens 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.