Evergreen jobs are positions that frequently need to be filled and require a constant pipeline of qualified candidates for hire. If you're integrating Greenhouse Recruiting with your HRIS, you may run into a couple of issues managing evergreen jobs in your HRIS:
- Your HRIS may allow you to map multiple openings to one job, but it may not allow you to update the number of openings after the job has been created. This means when you fill the available openings with hires, you'd have to create a new job.
- Or your HRIS may require you to map multiple openings to one job, so an individual job must be created each time an evergreen position is filled.
The workflows below can help you maximize Greenhouse Recruiting features and keep data in your HRIS clean.
Create a pipeline job in Greenhouse Recruiting
If your HRIS doesn't allow you to update openings or map multiple openings to a job, you can manually create a pipeline job in Greenhouse Recruiting. This pipeline job won't be linked to a corresponding position in your HRIS, but you should continue to create and push approved positions over from your HRIS via integration. Each position or requisition that comes over from your HRIS will map to a distinct Greenhouse Recruiting job, and you'll want to manually move candidates over from the pipeline job to these integrated jobs when you are ready to extend an offer.
This solution allows you to receive an ongoing stream of candidates from a job board post, which you can use to collect and process candidates for evergreen positions but gives your recruiters a single place to manage and interview candidates inside of Greenhouse Recruiting.
Pipeline job setup
Create a job in Greenhouse Recruiting that's clearly labeled as a pipeline job. Ensure your pipeline job has a similar interview plan as your non-pipeline, distinct positions, except with the offer stage which should signal to users to transfer the candidate to a non-pipeline position.
Note: If requisition ID is a required field in Greenhouse Recruiting, use a value that won't link to a position or requisition in your HRIS, like PIPELINE_1.
Imagine you have an evergreen job in Greenhouse Recruiting called Pipeline - Software Engineer I, with 4 interview stages, including a unique last offer stage you've renamed to Transfer candidate to non-pipeline job.
Your non-pipeline jobs like Software Engineer I should have a generally matching interview plan structure, except with a real offer stage.
Pipeline job
Non-pipeline job
Candidate management
Manage candidates and conduct the interview process as normal on the pipeline job, but stop before you create an offer and hire candidates. When you identify a qualified candidate and would like to extend an offer, transfer the candidate to the appropriate non-pipeline Greenhouse Recruiting job that was imported from your HRIS.
By transferring, you'll move the scorecards to the appropriate interview stages. Make sure you place candidates in the Offer stage so they don't receive automated notifications from the previous interview process.
Note: You can't transfer a candidate if they have a pending offer on the pipeline job.
Imagine an example candidate named Ashish has received strong scorecard feedback on your pipeline job.
When Ashish reaches the offer stage, your team is reminded to transfer them to the non-pipeline job.
When the candidate is transferred to the non-pipeline job, they're placed in the offer stage, and all the previous scorecards transfer with them.
Your team can then generate the offer and get approval as necessary to hire the candidate for your non-pipeline job.
Reporting (optional)
If your organization relies on reporting and compliance for your evergreen positions, check out these tips to ensure your pipeline jobs are up-to-date:
- Accurate opening dates: Update the pipeline job's open date on the Job Info page to reflect when recruiting began or when the Greenhouse Recruiting job was opened.
- Use a custom job field: Create a short text custom job field named "Pipeline Job ID" for the job positions mapped from your HRIS. Copy the Greenhouse Recruiting job ID from your pipeline job. It appears on the job dashboard as the last string of numbers in the page URL.
Enter the Greenhouse Recruiting Job ID in the "Pipeline Job ID" custom field on the non-pipeline, hiring job. This ensures you maintain a link to the pipeline job for your downstream reporting.
Manage job positions with multiple openings
Create a position or requisition in your HRIS with the number of available openings. The job import integration will send these jobs to Greenhouse Recruiting and map them to individual Greenhouse Recruiting requisition IDs.
Go through the recruiting process as normal, hiring candidates onto the openings in Greenhouse Recruiting.
When exported from Greenhouse Recruiting, the candidates will fill the corresponding openings in your HRIS. When you fill the last opening on the job, the Greenhouse Recruiting job will automatically close. This should also close the position or requisition in your HRIS when the new hire fills the last opening.
Add positions to open requisitions in your HRIS
In certain HRIS platforms, you can add positions to open requisitions. Since you can also add openings to open requisitions in Greenhouse Recruiting, if you have the ability in your HRIS to add positions to open requisitions, you can discuss adding openings to open requisitions with your integration developer. Check out our Developer Resources, and in particular the Harvest API endpoints GET: List jobs and POST: Create new openings.