HRIS Link can notify you of errors, custom field issues, or job status problems with the integration. When HRIS Link is enabled, provide your Greenhouse Technical Consultant with an administrative email address for these notifications. You can provide multiple email addresses if different parties need to stay informed of HRIS Link updates.
Check out the different notifications HRIS Link supports below.
HRIS Link status email
When HRIS Link is enabled, your Greenhouse Technical Consultant will set up an HRIS Link status email to deliver to an email address you prefer.
While any email address can receive the integration logging email, the following people would benefit most from the HRIS Link status email:
- Your HRIS admin: An HRIS admin would benefit from the HRIS Link status email in the event that your HRIS jobs report or a specific field from your HRIS platform needs to be updated to resolve an error.
- Greenhouse Recruiting Site Admin: A Greenhouse Recruiting Site Admin would benefit from the HRIS Link status email in the event that custom fields or custom field options need to be added or updated in Greenhouse Recruiting to resolve an error.
Note: HRIS Link supports a single set of email addresses for status emails across all of the HRIS Link integrations including jobs, offices, departments, and users. It isn't possible to use unique email addresses for each HRIS Link integration.
The HRIS Link status email is sent every 15 minutes upon each HRIS Link integration sync for each component of HRIS Link including offices, departments, users, and jobs. This email will contain a summary of the HRIS Link integration sync.
- If the sync is successful, the email will include a list of jobs, offices, departments, or users that were created or updated by HRIS Link.
- If the sync is unsuccessful, the email will include error information.
Example HRIS Link status email:
Subject: HRIS Link: Job import completed successfully
Body: Everything imported successfully! The following jobs were created or updated:
New Jobs Created (1)
<link to Greenhouse Recruiting job> Test Job A
Existing Jobs Updated (1)
<link to Greenhouse Recruiting job> Test Job B
The information above is related to Workflow <workflow ID here>.
Note: The content of the HRIS Link status email isn't customizable.
Job created email
The job created email is only configurable for HRIS Link for jobs. This email contains a direct link to the Greenhouse Recruiting job created or updated by the HRIS Link sync so you can easily navigate to the job and complete any necessary tasks.
The recipient of the job created email is assigned on the HRIS Link job import report in the Notify_email column.
Note: The job created notification email can be assigned to unique email addresses on each job. The email address can be a calculated field in your HRIS platform or the recipient can be a static field if your organization prefers a group email address.
While any person can receive this email, the following people would benefit most from the notification:
-
A member of the recruiting team: A recruiting team member would benefit from the HRIS Link job created email so they could add the coordinator and sourcer to the hiring team in Greenhouse Recruiting. This person is typically a member of one of these teams:
- Recruiting leaders
- Recruiting managers
- Recruiting ops
Example job created email:
Subject: <Job name (req ID)> is now available in Greenhouse
Body: Your job has been successfully imported to Greenhouse. You can access it <link>.
Note: The content of the job created notification email is not customizable.
Job status email
The job status email is only configurable for HRIS Link for jobs. The job status email audits jobs in open or closed status in both Greenhouse Recruiting and the HRIS to find disparities between the platforms. The job status email is delivered when the Greenhouse Recruiting job status doesn't match the status indicated in the Status column on the HRIS Link job import report.
This email contains a direct link to the Greenhouse Recruiting job so you can easily navigate to the job and make any needed updates.
The following people receive this notification:
- Recruiters: People assigned to the recruiter role on the Greenhouse Recruiting job's hiring team receive the job status email.
- Job created email recipients: The person or people configured to receive the job created email receive the job status email as well.
- HRIS Link status email recipients: The person or people configured to receive the HRIS Link status email receive the job status email as well.
Note: The job status email will be deactivated if your HRIS Link job import report doesn't include the optional Status column.
Example job status email:
Subject: <Job name (req ID)> should be opened in Greenhouse
Body: We noticed that this job was recently opened externally. Please go ahead and open it in Greenhouse <link>.
Note: The content of the job status out of parity email is not customizable.
Example scenario: If a requisition or position in the HRIS is Closed, Frozen, or Filled, and the requisition in Greenhouse Recruiting is still in a Draft or Open status, the job status email will notify a member of your team that you need to manually close the job in Greenhouse Recruiting to keep your HRIS and Greenhouse Recruiting in parity with one another. Alternately, if a requisition or position in the HRIS is Open, and the requisition in Greenhouse Recruiting is still Closed, this email will notify a member of your team that you need to manually open the job in Greenhouse Recruiting to keep your HRIS and Greenhouse in parity.
Auto-close email
The auto-close email is sent when a job is closed by HRIS Link for jobs. This email contains a direct link to the Greenhouse Recruiting job so you can easily navigate to the job for further review.
Note: This email is only delivered if your organization is using auto-close.
Example auto-close email:
Subject: <Job name (req ID)> automatically closed in Greenhouse
Body: We noticed that this job was recently closed externally, so we automatically closed it for you in Greenhouse. You can access it here. A close reason was not provided, so we closed the job without listing a reason.
The following users receive the auto-close email:
- Recruiters: People assigned to the recruiter role on the Greenhouse Recruiting job's hiring team receive the auto-close email.
- Job created email recipients: The person or people configured to receive the job created email receive the auto-close email as well.
- HRIS Link status email recipients: The person or people configured to receive the HRIS Link status email receive the auto-close email as well.
Error emails
HRIS Link error emails inform you of a problem with the HRIS Link sync and the suggested solution. Check out these resources for more information on specific errors: