How to create a Greenhouse Recruiting integration system user (ISU) for HRIS Link

Permissions: Site Admin who can edit another user's advanced permissions

Product tier: Available for Expert subscription tier with HRIS Link add-on

HRIS Link programmatically imports and updates jobs, offices, departments, and users based on your configured HRIS reports. We recommend creating an integration system user (ISU) to authenticate these HRIS Link changes.

What is an ISU?

Unlike a normal Greenhouse Recruiting user account, an ISU is a user account created for the sole purpose of authenticating and validating an integration.

Creating an ISU for HRIS Link has a couple of key benefits:

  • Since an individual user's account is also used for their normal Greenhouse Recruiting activities, using an existing user for HRIS Link could cause issues when changes in permissions or access occur — such as the user getting a promotion or leaving the company. By using a dedicated ISU, you'll avoid these issues.  
  • The ISU's name will appear in the Change Log on Greenhouse Recruiting for auditing purposes. Using an individual user's account will make it appear as though that specific individual is validating all requests, which could impact audit reporting.

Create an ISU on Greenhouse Recruiting for HRIS Link

To create an ISU on Greenhouse Recruiting for HRIS Link, navigate to the Users page and click New Users. (Configure Icon_-_Configure__redesign_.png icon > Users > New Users)

Screenshot-of-Configure-New-User.png

Enter an email address to be associated with the integration system user.

Note: The HRIS Link ISU email address should not be associated with a real user. The ISU email address doesn't have to be an email address with a real inbox (since the user is not required to login to Greenhouse Recruiting), but the email address should use your company’s domain. 

Under the Set permissions section, click Site Admin and grant the ISU all Site Admin user-specific permissions.

Uncheck the Send invitation email box at the bottom of the new user setup. Since the ISU is not associated with a real individual, they don't need to go through the normal Greenhouse Recruiting setup steps.

When you're finished, click Save.

Screenshot-of-site-admin-permissions.png

To finish setup, navigate to Configure icon Icon_-_Configure.png > Users > and click the newly created ISU.

Note: You'll need to check Never signed in only to view the user in the list.

Update their details so their First name is HRIS and their Last name is Link. This setup ensures that the ISU shows up correctly in the company Change Log

HRIS-link-user.png

When you're finished, select Save at the bottom of the page.

Additional resources