How to handle evergreen jobs with an HRIS integration

Evergreen jobs are positions that frequently need to be filled and require a constant pipeline of qualified candidates for hire. However, if you are integrating Greenhouse Recruiting with your HRIS, you may run into a couple of issues:

  1. Your HRIS allows you to map multiple openings to one job, but doesn’t 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 would have to create a new job.
  2. Your HRIS does not allow you to map multiple openings to one job, so an individual job must be created for each time an evergreen position is filled. 

The two alternative workflows below can help you maximize Greenhouse Recruiting features and keep things clean in your HRIS.

Solution: 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/requisition that comes over from your HRIS will map to a distinct Greenhouse 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.

Follow the steps below for more information.

Create a job in Greenhouse Recruiting that's clearly labeled as a "Pipeline" job. 

Note: If Requisition ID is a required field in Greenhouse, be sure to fill that in with a value that could not possibly exist/link back to a position/requisition in your HRIS (Such as “PIPELINE_1”)

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Manage candidates and conduct the interview process as normal, but stop before you create an offer and hire candidates. 

Continue to create and approve “Software Engineer” positions/requisitions in your HRIS as usual, which will appear in Greenhouse Recruiting as distinct jobs.

When you have identified a qualified candidate and would like to extend an offer, transfer the candidate to the appropriate non-pipeline Greenhouse job that was imported from your HRIS. Make sure you place them in the Offer stage so they don't receive automated notifications from the rest of the interview process.

Note: You cannot transfer a candidate if they have a pending offer on the pipeline job.

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Generate the offer (and get approval, if required), then hire the candidate against the non-pipeline job

Optional steps for non-pipeline jobs to support reporting and compliance

If your organization relies on reporting and compliance for their evergreen positions, you can use the following steps to ensure your pipeline jobs are up-to-date.

Accurate Open Date

Update the Greenhouse job’s “Open Date” (on the Job Info page) to reflect when recruiting began/when the Greenhouse pipeline job was opened.

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Create Pipeline Job ID 

Create a short text custom field named “Pipeline Job ID” for the job positions mapped from your HRIS. 

Copy the Greenhouse Job ID from the pipeline job URL.

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Enter the Greenhouse Job ID in the Pipeline Job ID field on the individual job openings. This field ensures you can maintain a link to the pipeline job in Greenhouse Recruiting.

Managing job positions with multiple openings

Create a position/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 Requisition IDs. 

Go through the recruiting process as normal, hiring candidates onto the openings in Greenhouse.

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When exported from Greenhouse, the candidates will fill the corresponding openings in your HRIS.

When you fill the last opening on the job, the Greenhouse job will automatically close. This should also close the position/requisition in your HRIS when the new hire fills the last opening/seat.