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Organizations can configure their HRIS Link integration to automatically update the Greenhouse Recruiting hiring team and automatically close jobs when updates occur in the HRIS. These features can be enabled individually and are not required for the integration to function.

To enable any of the optional features listed in this article, contact the Greenhouse Support team.

See the sections below for more information:

Click here for more information on HRIS Link.

Append hiring team

This configuration option affects how updates to the Recruiters and Hiring_Managers columns on your HRIS report flow over to the hiring team on jobs in Greenhouse Recruiting. This option allows you to add users to a job's hiring team in Greenhouse without the risk of them being automatically removed by HRIS Link.

When the Append hiring team configuration option is enabled, updates to the Recruiters and Hiring_Managers columns in the HRIS report after initial job creation will add hiring team members (recruiters or hiring managers) to a Greenhouse Recruiting's hiring team without replacing any existing recruiters or hiring manager(s) already assigned to the job.

If the Append hiring team option is not enabled, updates to the Recruiters and Hiring_Managers columns in the HRIS report after initial job creation will replace all hiring team members (recruiters or hiring managers) on a Greenhouse job’s hiring team. In other words, without this option, any users added to a job's hiring team in Greenhouse Recruiting can be manually updated by HRIS Link.

See the charts below for more information on how responsibility is assigned to recruiters in different scenarios. 

Click here for details on how to configure these columns in your report.

Frequently asked questions

  • What happens to the Hiring Manager with the "Append Hiring Team" configuration option?
    Since the Hiring Manager role does not require a "responsibility" assignment in Greenhouse, the Append Hiring Team configuration option will keep the Hiring Managers that are assigned on the Greenhouse job and add the new Hiring Managers (from the report) to the Hiring Team that was not assigned previously on the job in Greenhouse. 
  • Can I remove recruiters or hiring managers with this configuration option?
    No, the Append hiring team feature does not remove users from the Greenhouse Recruiting hiring team.

Automatically close jobs

This option allows your organization to automatically close jobs in Greenhouse Recruiting based on the requisition/position status in HRIS.

For instance, if a requisition/position in your HRIS is in a closed status and the job in Greenhouse is in an open status (including drafts), the integration automatically closes all openings on the job in Greenhouse Recruiting and applies a close reason if one is provided in the HRIS Link Job import report.

When a job is automatically closed with this integration, HRIS Link will send an email notification to the Notify_Email. This notification email will also include jobs that were closed without a provided close reason.

Closing a job with a case-insensitive match

If HRIS Link attempts to close a job but a close reason does not exactly match a close reason in Greenhouse Recruiting, the job will be closed and an email notification will be sent with the provided close reason.

Closing a job with no matching close reason in Greenhouse Recruiting

If a close reason is provided but the integration is unable to find a match in Greenhouse Recruiting, HRIS Link still closes the job without a close reason and sends a notification email to your organization. 

Frequently asked questions

  • Does Greenhouse Recruiting open previously closed jobs automatically?
    No, Greenhouse Recruiting requires that a user manually opens the job posting.
  • What happens to the active candidates on the closed job?
    Since a candidate can be placed on more than one job post, the candidate will stay active even though the associated job is closed. 
  • Can we obtain enough information via a WD report in order to open/close on the opening level?
    Greenhouse Recruiting doesn't monitor opening-level statuses. The integration closes all openings if the status of a job in a WD report is closed.

Note: If a job is open in the HRIS but closed in Greenhouse Recruiting when an integration message is sent, the job will stay closed in Greenhouse Recruiting, but a notification will be sent to the organization. Jobs cannot be automatically re-opened with an HRIS Link integration.

Appendix: Detailed behavior of append hiring team option

See the charts below for more information on the behavior when the append hiring team flag is activated or not activated.

Append Hiring Team not activated (default)

Create job

HRIS Report Values

No recruiter on Greenhouse  Recruiting job

One responsible recruiter on Greenhouse job

Multiple recruiters on the Greenhouse Recruiting job

No recruiter No recruiter is set in Greenhouse Recruiting. N/A N/A
One recruiter The recruiter in the HRIS report is added and set as the responsible recruiter in Greenhouse Recruiting. N/A N/A
Multiple recruiters All recruiters in the HRIS report are added and first in the list is set as the responsible recruiter in Greenhouse Recruiting. N/A N/A

Update Job

HRIS Report Values

No recruiter on Greenhouse  Recruiting job

One responsible recruiter on Greenhouse job

Multiple recruiters on the Greenhouse Recruiting job

No recruiter No recruiter is set in Greenhouse Recruiting. No change to the Greenhouse recruiter. No change to the Greenhouse recruiters.
One recruiter The recruiter in the HRIS report is added and set as the responsible recruiter in Greenhouse Recruiting. The original Greenhouse recruiter is removed, and the new recruiter in the HRIS report is added and set as the responsible recruiter. All original recruiters on the Greenhouse job are removed, and the new recruiter in the HRIS report is added and set as the responsible recruiter.
Multiple recruiters All recruiters in the HRIS report are added and first in the list is set as the responsible recruiter in Greenhouse Recruiting. The original Greenhouse recruiter is replaced by the new recruiters in the HRIS report.
The first recruiter listed in the HRIS report is set as the responsible recruiter.
All original Greenhouse recruiters are replaced by the new recruiters in the HRIS Report.
The first recruiter listed in the HRIS report is set as the responsible recruiter.

Append Hiring Team activated

Create job

HRIS Report Values

No recruiter on Greenhouse  Recruiting job

One responsible recruiter on Greenhouse job

Multiple recruiters on the Greenhouse Recruiting job

No recruiter No recruiter is set in Greenhouse Recruiting. N/A N/A
One recruiter The recruiter is added and set as the responsible recruiter in Greenhouse Recruiting.  N/A N/A
Multiple recruiters All recruiters on the HRIS report are added and first in the list is set as the responsible recruiter in Greenhouse Recruiting. N/A N/A

Update Job

HRIS Report Values

No recruiter on Greenhouse  Recruiting job

One responsible recruiter on Greenhouse job

Multiple recruiters on the Greenhouse Recruiting job

No recruiter No recruiter is set in Greenhouse Recruiting. N/A N/A
One recruiter The recruiter on the HRIS report is added and set as the responsible recruiter in Greenhouse Recruiting. The original Greenhouse recruiter remains on job, and the new recruiter in the HRIS report is added and set as the responsible recruiter in Greenhouse.
There is no change if the original Greenhouse recruiter is the same as the HRIS recruiter.
All original Greenhouse recruiters remain on job, and the new recruiter in the HRIS report is added and set as responsible.
If the new recruiter was already present and responsible on the Greenhouse job, no change occurs.
If the new recruiter was present on the Greenhouse job, but not responsible, they are set as the responsible recruiter.
Multiple recruiters All recruiters on the HRIS report are added and first in the list is set as the responsible recruiter in Greenhouse Recruiting.

The original Greenhouse recruiter remains on the job, all recruiters listed in the HRIS report are added to the job, and the first recruiter listed in the HRIS report is set as responsible.

There is no change to the responsible recruiter if the first recruiter in the HRIS report is the original responsible recruiter in Greenhouse.

All original Greenhouse recruiters remain on job, all recruiters listed in the HRIS report are added to the job, and the first recruiter listed in the HRIS report is set as responsible.
There is no change to the responsible recruiter if the first recruiter in the HRIS report is the original responsible recruiter in Greenhouse.

Additional resources