HRIS Link can be used to sync user accounts in Greenhouse Recruiting with employee data in your HRIS. This article outlines the setup process and high-level functionality of syncing user accounts with HRIS Link.

Note: HRIS Link does not manage user permissions. All new user accounts provisioned by HRIS Link will have Basic user access.

In this article, we will cover:


Setup process

  1. Build a custom report of your employees that matches the required specifications.
  2. Publish the report as a web service.
  3. Create an integration system user (ISU) and grant permission for the ISU to view the report and all fields contained therein.
  4. Send the report URL, ISU credentials, and administrator email address to your Greenhouse consultant.
  5. Your Greenhouse consultant configures the integration and kicks off the initial run. When ready, your consultant can enable 15-minute polling.
  6. Once polling is enabled, you will receive success and error emails to help monitor the status of your integration.


High-level functionality

Once enabled, HRIS Link performs the following actions every 15 minutes:

  • Matches each report record to a Greenhouse Recruiting user based on employee ID.
  • Creates new user accounts for employees who do not have an existing account.
  • Populates new user accounts with first name, last name, employee ID, and email address.
  • Deactivates a user account if the employee’s employment status is inactive in the HRIS but active in Greenhouse Recruiting.
  • Reactivates a user account if the employee’s employment status is active in the HRIS but inactive in Greenhouse Recruiting.
  • Updates first name and last name in Greenhouse Recruiting if those values have changed in the HRIS.
  • Adds an email address to an existing Greenhouse Recruiting user account if one is added to the employee in the HRIS. 

Additional Resources: