Greenhouse Recruiting’s integration with Personio allows you to automatically create new employees in Personio from hired candidates in Greenhouse.
- Configure User Setup Permissions in Greenhouse Recruiting
- Create a Harvest API Key for the Greenhouse/Personio Integration
- Enable the Greenhouse/Personio Integration inside Personio
Configure User Setup Permissions in Greenhouse Recruiting
In order to enable the Greenhouse/Personio 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 ALL organization’s API Credentials 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.
Create a Harvest API Key for the Greenhouse/Personio 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 Personio.
In the Create New Credential dialog box, make the following selections:
- API Type: Harvest
- Partner: Personio
- Description: Personio Harvest API Key
When finished, click Manage Permissions to generate the Harvest API key and automatically assign it the appropriate permissions required by Personio.
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 Personio 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:
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/Personio integration is created and configured.
Enable the Greenhouse/Personio Integration inside Personio
The Greenhouse integration can be activated directly in Personio. To do this, navigate to Settings > Marketplace and look for the Greenhouse integration solution. You can then click on the Connect Greenhouse button to start the integration wizard, which will guide you through the process step-by-step.
1. Greenhouse authentication:
On the first step, insert your previously generated Greenhouse Harvest API key and click next.
2. Personio authentication:
Insert your current Personio API credentials (if you are already using the employee data API with another software). In case you haven’t already created Personio API credentials, you can do so in Settings > API > Access data > Download.
Click next to continue.
3. Map attributes:
On this page, you can select the attributes to be synchronized between Greenhouse and Personio.
By default, the candidates first/last name, email, department, office, hire date and position are transferred. This default mapping can be adjusted by removing or adding attributes, however, at least the first and last name as well as the email need to be selected for the integration to work properly.
Please note that, even if the name of the attribute is different, the attribute values must be identical in both systems (e.g. the office is called "Munich" in both systems). Click on Next to proceed further.
4. Create a webhook
Click “Copy link” to copy the Webhook URL.
With Personio’s endpoint URL copied, and your Greenhouse user permissions enabled, you are ready to enable the Greenhouse/Personio 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 Personio Integration
- When: Be sure to select the right web hook so that the web hook fires at the appropriate event in Greenhouse Candidate is hired
- Endpoint URL: The Endpoint URL received from Personio
- Secret Key: insert a random word
When finished, click Create Web hook. Once this is done, head back to Personio and click “Finish” to finalize the integration setup.
How to use the Personio Integration with Greenhouse
Whenever a candidate in Greenhouse is marked as hired, a new employee will automatically be created in Personio. The attributes selected in the mapping setup will be transferred to the newly created employee.
In case you want to add additional attributes, just navigate to Settings > Marketplace > Greenhouse in Personio and click “Settings”.
Please contact firstname.lastname@example.org for troubleshooting assistance regarding the integration.