Maximize safety and ensure compliance through TruDiligence, a Nationally Accredited, FCRA-compliant employment screening service. Using a customer service focus blended with best-in-class technology, we assist hiring managers in making informed placement decisions based on factual background data.
The Greenhouse Recruiting integration with TruDiligence allows you to seamlessly manage your background check processes by submitting newly-hired candidates from Greenhouse Recruiting and submit them for background screening through TruDiligence.
In this article, we will cover how to:
- Configure User Setup Permissions in Greenhouse Recruiting
- Retrieve TruDiligence’s Endpoint URL and Secret Key
- Enable Greenhouse/TruDiligence Integration
Before activating the Greenhouse Recruiting and TruDiligence integration, the following conditions should be met:
- Your organization must have a TruDiligence account already created. This can be accomplished by completing the account setup page located at: https://trudiligence.bgsecured.com/pub/signup.html
- Your organization must be on Invoice Billing with TruDiligence.
- The user configuring the integration must have developer permissions in Greenhouse Recruiting
- The user configuring the integration must have the Company administrator role in TruDiligence.
Configure User Setup Permissions in Greenhouse Recruiting
In order to enable the Greenhouse/TruDiligence integration, you will need the developer permission Can manage ALL organization’s API Credentials.
Contact a Greenhouse 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 Permissions panel on your user page and expand the Developer Permissions dropdown menu.
Select Can manage and configure web hooks so that 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.
Retrieve TruDiligence’s Endpoint URL and Secret Key
Before enabling the Greenhouse/TruDiligence integration, Greenhouse will need two pieces of information:
- TruDiligence’s Endpoint URL
- TruDiligence’s Secret Key
To retrieve this information please contact your TruDIligence support representative and they will provide the Endpoint URL and Secret Key.
Enable Greenhouse/TruDiligence Integration
With TruDiligence’s endpoint URL and Secret Key copied, and your Greenhouse user permissions enabled, you are ready to enable the Greenhouse/TruDiligence integration.
To enable the integration, click the Configure icon in the upper right-hand corner and navigate to Dev Center on the left-hand panel.
From the Dev Center page, click Web Hooks. Click Web Hooks from the subsequent page.
You will be directed to a new page where you Create a New Web Hook. From this page provide the following details:
- Name: We suggest TruDiligence Integration
- When: Candidate Has Changed Stage
- Endpoint URL: The Endpoint URL received from TruDiligence
- Secret Key: The Secret Key received from TruDiligence
When finished, click Create Web hook.
Create a Harvest API Key for the Greenhouse/TruDiligence Integration
To create a Harvest API key for the integration, click on 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 TruDiligence.
In the Create New Credential dialog box, make the following selections:
- API Type: Harvest
- Partner: TruDiligence
- Description: TruDiligence Harvest API Key
When finished, click Manage Permissions to generate the Harvest API key and automatically assign it the appropriate permissions required by TruDiligence.
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 TruDiligence 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:
On the Manage API Key Permissions page,
When finished, click Update.
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/TruDiligence integration is created and configured. Provide your Harvest API key to your TruDiligence onboarding team so they can set up the integration.
Create custom job field in Greenhouse Recruiting for package selection per job title
To create a custom job field for the integration, click the Configure icon in the upper right-hand corner, and navigate to Custom Options on the left-hand panel. From the Custom Options page, click Jobs.
From the Custom Fields: Jobs page, click Add Field.
From the New Job Field page, provide the following details:
- Field Name: Must be typed exactly as Background Check Package Job
- Type: Long textbox
- Required: Check the box for Required
- Expose on Job Board API: Check the box
When finished, click Save.
This process created a custom field which will appear when you create a job posting. It is in this “Background Check Package Job” field where you will specify the specific package of services to order from TruDiligence for the job type selected.
This package name must match your configuration on TruDiligence exactly. Please contact your TruDiligence representative to obtain a list of valid package names.
Create custom job field in Greenhouse Recruiting for recording a billing reference identifier for the job.
If you wish to provide a billing identifier with your order, repeat the steps above to create a second custom job field using the following details:
- Field name: Billing Identifier (must me specified exactly as shown)
- Type: Long textbox
That's it! Your Greenhouse account and TruDiligence account can now talk to each other.
LET’S START ORDERING
How to use the TruDiligence Integration with Greenhouse
The Greenhouse TruDiligence Integration works by triggering the desired background check when the candidate moves through the application stages. Once they are placed in the Background Check stage an order is placed with TruDiligence automatically.
When the order is accepted by TruDiligence, an email will be generated and sent to the candidate which contains a link the candidate will use to provide any additional details needed to process the requested checks. During this stage, the candidate will also digitally sign any required disclosure, authorization or other documents.
Candidate input is simple and guided. Required fields are red and optional fields are white. The system customizes each applicant experience to require input of only the data necessary to conduct the requested background checks.
As a final step, the candidate will be required to digitally sign any required disclosure, authorization or other forms which are then archived with the order on the TruDiligence system and available to the client.
Once the candidate has finished providing additional details and signing documents, the order will move into production automatically and an entry placed within the candidate’s activity feed in Greenhouse. The candidate activity feed is continually updated with information relevant to the background check processes including a notification when the report has completed.
Upon receiving the completed report notification, simply use the link provided to login and access the result directly on the TruDiligence website.
Please contact firstname.lastname@example.org for troubleshooting assistance regarding the integration.