QuickSearch

The QuickSearch integration allows you to automatically take newly-hired candidates from Greenhouse and submit them to QuickSearch. To link your Greenhouse account, contact QuickSearch 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 Integration in Greenhouse

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, select the following and then click “Update”.
  1. Candidates > Select All

b. Custom Fields > Select all

c. Users > Select All

  1. A token is created; this token can then be copied directly from the UI and used within the QuickSearch platform to connect to Greenhouse

Creating the QuickSearch Web Hook:

  1. Now that you have the correct permissions, log into your Greenhouse account
  2. Select Configure > Dev Center > Web Hooks > Web Hooks

Web_Hooks_-_Web_Hooks.png

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

That's it! Your Greenhouse account and QuickSearch account can now talk to each other.  These settings dictate execution of the QuickSearch 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 “Background Check Status” in the “Field” name and select “Short Textbox” as “Type”
  5. Click Save
  6. Add “Background Check Result” in the “Field” name and select “URL” as “Type”
  7. Click Save
  8. Add “Background Check Completed Date” in the “Field” name and select “Short Textbox” as “Type”
  9. Click Save

This portion of the configuration allows QuickSearch to provide Background Check status, a link to the Background Check report (when applicable), and the date the report is completed.

Creating the Jobs Custom Fields

  1. Add “Background Check Package” in the “Field” name and select “Single Select” as “Type;” under “Options”, list all of your available packages (return after each package ID).
  2. Mark as “Required” and click Save
  3. Add “Background Check Location” in the “Field” name and select “Single Select” as “Type”;” under “Options”, list all of your available locations (return after each package ID).
  4. Mark as “Required” and click Save

This portion of the configuration allows the end user to select the applicable package and location necessary to complete the Background Check.  It is necessary to select Package and Location for EACH job in Greenhouse.

Create a “Background Check” 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 “Background Check” radio button.
  7. Click “Add”

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

 

Using the Background Check Integration

Initiating the Background Check Integration:

  1. Navigate to a candidate assigned to a job with the Background Check 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 “Background Check” stage in the pop-up.

 

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

 

Checking the Status of the Background Check Integration:

 

  1. Navigate to the candidate profile.
  2. Click the “Details” tab.
  3. Scroll down to the “Additional Details” section and locate the Background Check Status, Background Check Result, and Background Check Completed Date custom fields.
  4. The following Background Check statuses are available:
  5. Pending Candidate - the candidate has received the invitation to provide their electronic consent and provide additional information (if applicable).
  6. Pending - the candidate has completed their electronic consent; report is processing.
  7. Complete - the candidate provided their consent, the report processed, and a Background Check report is now available (check the Background Check custom field for a link).  NOTE: if grading is engaged, the grade of the report replaces the “Complete” status.

Once the candidate is moved into the Background Check stage they will receive an invitation text message and/or email (if available in Greenhouse) to provide their consent and authorization for the Background Check

 

Candidate Consent:

The candidate must provide their consent in order to perform a Background Check.  This consent process occurs outside of Greenhouse and is used to capture the candidate’s e-Signature, their Social Security Number, date of birth, and any other information necessary to perform the check.

 

Reviewing the 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 Background Check Status, Background Check Result, and Background Check Completed Date custom fields.
  4. Click the link in the “Background Check Result” custom field.
  5. A new tab will appear in the browser and display the report.  NOTE: the report link may be a link to the client login per account configuration in QuickSearch.