HRIS Link configuration options

HRIS Link is a customizable integration that allows your organization to hire at scale. You can programmatically import jobs, users, and offices and departments from your HRIS to Greenhouse Recruiting. You can also export new hires to be used in your HRIS.

This article outlines some of the configuration options available with HRIS Link. These features can be enabled individually and aren't required for the integration to function. To enable any of the options listed in this article, reach out to Greenhouse Technical Support.

Append hiring team

This configuration option affects how updates to the Recruiters, Hiring_Managers, Coordinators, and Sourcers 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, Hiring_Managers, Coordinators, and Sourcers columns in the HRIS report after initial job creation will add hiring team members (recruiters, hiring managers, coordinators, or sourcers) to a Greenhouse Recruiting's hiring team without replacing any existing hiring team members already assigned to the job.

If the Append hiring team option is not enabled, updates to the Recruiters, Hiring_Managers, Coordinators, and Sourcers columns in the HRIS report after initial job creation will replace all hiring team members on a Greenhouse job’s hiring team. Any users added to a job's hiring team manually in Greenhouse Recruiting can be overwritten and removed by HRIS Link.

Check out the chart below for more information on how responsibility is assigned to recruiters or coordinators in different scenarios.

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

Questions about this configuration?

See our frequently asked questions.

Chart: Expected behavior for hiring team responsibility

See the charts below for more information on the expected behavior for hiring team responsibilities, depending on whether the append hiring team flag is activated or not activated (default).

Append hiring team not activated (default)

Create job

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

Update job

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

Append Hiring Team activated

Create job

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

Update job

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

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.

Close 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.

Close 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.

Questions about this configuration?

See our frequently asked questions.

Do not send 'no changes were made' emails

By default, all customers who enable HRIS Link integration going forward will only receive success and error notifications. These trigger every 15 minutes, regardless of whether or not the integration made any changes within Greenhouse Recruiting.

If your organization would only like to receive success and error messages from the HRIS Link integration when changes are made or attempted in Greenhouse Recruiting, it’s now possible to toggle a setting to silence the 'No Changes' email notifications.

Any existing customers with the integrations already enabled who would like to silence the 'No Changes' notifications should contact Greenhouse Technical Support to request this change to their HRIS Link configuration.

Switch from without job requisitions enabled to with job requisitions enabled

HRIS Link job import supports importing jobs from your HRIS both with job requisitions enabled and without job requisitions enabled.

As your organization grows and scales, you may find you need to switch from without job requisitions to with job requisitions enabled for a variety of reasons:

• Your organization may begin to utilize one requisition to many openings (1:many);
• Your recruiting processes may evolve over time;
• You may see the need for evergreen roles in your departments.

To switch from without job requisitions enabled to with job requisitions enabled, take these steps:

1. Confirm you've enabled job requisitions in your HRIS.
2. Check out the HRIS Link job import report specifications here: Set up HRIS Link job import with 'job requisitions' enabled. Construct your new job import report based on the specs.
3. Reach out to Greenhouse Technical Support with your updated report. Greenhouse Technical Support will pause your HRIS Link integration and switch your configuration from without job requisitions to with job requisitions enabled.
4. Greenhouse Technical Support will confirm when your HRIS Link configuration has been updated and the integration successfully runs.

Frequently asked questions

What happens to the hiring manager or the sourcer with the 'append hiring team' configuration option?

Since the hiring manager and sourcer role don't require a "responsibility" assignment in Greenhouse Recruiting, the Append Hiring Team configuration option will keep the Hiring Managers that are assigned on the Greenhouse Recruiting job and add the new hiring managers (from the report) to the hiring team that was not assigned previously on the job in Greenhouse Recruiting.

Can I remove Hiring Team members with the 'append hiring team' configuration option?

No, the append hiring team feature does not remove users from the Greenhouse Recruiting hiring team.

Does Greenhouse Recruiting open previously closed jobs automatically?

No, Greenhouse Recruiting requires that a user manually opens the job posting.

Does HRIS Link support requisition management on HRIS platforms?

Currently, HRIS Link doesn't support requisition management. HRIS Link requires opening IDs to operate. Using HRIS Link with requisition management mode on your HRIS could cause unexpected integration behavior.

When closing a job, what happens to active candidates on the 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.