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.
Configure user setup permissions in Greenhouse Recruiting
In order to enable the Greenhouse Recruiting / TruDiligence integration, you will need the developer permission Manage ALL organization's API Credentials and Manage and configure web hooks.
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 User-Specific Permissions panel on your user page and expand the Developer Permissions dropdown.
Select Manage ALL organization's API Credentials and 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.
Create a web hook in Greenhouse Recruiting
With TruDiligence's endpoint URL and secret key copied, and your Greenhouse Recruiting user permissions enabled, you are ready to enable the Greenhouse Recruiting / TruDiligence integration.
To create a web hook for the integration, click the Configure icon on your navigation bar and click Dev Center on the left.
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 provided by TruDiligence
- Secret Key: The secret key provided by TruDiligence
When finished, click Create Web hook.
Create a Harvest API Key for the Greenhouse Recruiting / TruDiligence integration
To create a Harvest API key for the integration, click on the Configure icon on your navigation bar and select Dev Center on the left.
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.
On the subsequent page, confirm the following permissions are assigned to your new API key:
- DELETE: Delete application
- GET: Retrieve application
- PATCH: Update application
- POST: Advance application
- POST: Move application
- POST: Reject application
- POST: Moves application to job
- POST: Unreject application
- GET: Retrieve candidate
- GET: List candidates
- POST: Add note
- GET: Retrieve user
- GET: List users
- GET: List application's offers
- GET: Retrieve application's current offer
- GET: Retrieve offer
- GET: List offers
- GET: Retrieve Activity Feed
- GET: Retrieve job
- GET: List jobs
- GET: List job posts
- GET: Retrieve job posts for job
- GET: Retrieve job stage
- GET: List job stages
- GET: List job stages for job
- GET: Retrieve office
- GET: List offices
- GET: Get custom fields
- POST: Create custom field
- DELETE: Delete custom field
- PATCH: Update custom field
- GET: Get degrees
- GET: Get disciplines
- GET: Get schools
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 Recruiting / 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 TruDiligence integration, click the Configure icon on your navigation bar and select Custom Options on the left.
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 creates 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.
Optional: 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 Recruiting account and TruDiligence account can now talk to each other.
Use the Greenhouse Recruiting / TruDiligence integration
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 Recruiting. 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.
For information or troubleshooting not covered here, reach out to TruDiligence Support at email@example.com.