AssureHire leads the industry in technology and automation, resulting in the fastest end-to-end background screening, verifications, and drug testing experience, bar none.
Onboard faster, delight candidates, protect your data, and spend less time waiting for your checks to complete with AssureHire - a platform, team, and provider clients trust.
About Greenhouse’s Recruiting Integration with AssureHire
Greenhouse Recruiting’s integration with AssureHire makes it simple to manage the entire screening process in one system: submit background check orders, send candidate screening invites, track progress, view reports, and even initiate adverse action. In this article, we will cover how to:
- Configure User Setup Permissions in Greenhouse Recruiting
- Configure Custom Options in Greenhouse Recruiting to setup the AssureHire Integration
- Create a Harvest API Key and Webhook for the Greenhouse/AssureHire Integration
- How to use the AssureHire Integration to manage your background screening process in Greenhouse Recruiting
Configure User Setup Permissions in Greenhouse Recruiting
In order to enable the Greenhouse/AssureHire integration, you will need the developer permission Can manage ALL organization’s API Credentials.
Contact a Greenhouse user in your organization with Site Admin level permissions with the additional user-specific permission Can edit another user's advanced permissions to apply the API credential management permission to your account. Have the user with Site Admin level permissions edit your user account's permissions by navigating to the Configure icon > Users > Your Name).
The user with Site Admin level permissions should navigate to the Permissions panel on your user page and expand the Developer Permissions dropdown menu.
Select Can manage ALL organization’s API Credentials so that a check is in the checkbox.
Also, select Can manage and configure webhooks so that a check is in the checkbox. When finished, click Save.
Repeat as necessary for any other user that should have access to set up the integration.
Configure Custom Options in Greenhouse Recruiting
To configure the Custom Options necessary to support this integration, you’ll need to add both a custom job field and a custom candidate field.
Add Custom Candidate Field
To configure Custom Options (and add a custom candidate field), click on the Configure icon in the upper right-hand corner.
Navigate to Custom Options on the left-hand panel, and click Candidates under the Company Custom Fields section in the options provided.
From the Manage Candidate Fields page, click Add Field in the top right corner.
Complete the Field Name, Description, and Type accordingly:
Add Custom Job Field
To configure Custom Options (and add a custom job field), click on the Configure icon in the upper right-hand corner.
Navigate to Custom Options on the left-hand panel, and click Jobs under the Company Custom Fields section in the options provided.
From the Manage Job Fields page, click Add Field in the top right corner.
Complete the Field Name, Description, and Type accordingly:
Create a Harvest API Key
To create a Harvest API key for the integration, click on the Configure icon in the upper right-hand corner. Navigate to Dev Center on the left-hand panel.
From the Dev Center page, click API Credential Management.
From the API Credential Management page, click Create New API Key to generate the API key for AssureHire.
In the Create New Credential dialog box, make the following selections:
- API Type: Harvest
- Partner: AssureHire
- Description: AssureHire Harvest API Key
When finished, click Manage Permissions to generate the Harvest API key and automatically assign it the appropriate permissions required by AssureHire.
In the subsequent dialog box, click Copy to save your API key to your clipboard. Store the API key in a secure location to provide to AssureHire in the next step. Click I have stored the API Key once you have copied and saved the key.
Note: You cannot access the full API key again after clicking I have stored the API Key. If you lose your API key and need to access it later, you must create a new API key, provide it to the integration partner, and then revoke access to the original key.
On the subsequent page, confirm the following permissions are assigned to your new API key:
On the Manage API Key Permissions page, please click all permissions below that should be assigned to the API Key for the integration. When finished, click Update.
If any of the permissions above are not checked, place a check in the box next to the appropriate permission. Click Save when finished.
Your Harvest API key for the Greenhouse/AssureHire integration is created and configured. Provide your Harvest API key to your AssureHire onboarding team so they can set up the integration.
Create New Webhook
To create a Webhook for the integration, click on the Configure icon in the upper right-hand corner. Navigate to Dev Center on the left-hand panel.
From the Dev Center page, click Webhook
Retrieve AssureHire’s Endpoint URL and Secret Key
Before enabling the Greenhouse/AssureHire integration, Greenhouse will need two pieces of information:
- AssureHire’s Endpoint URL
- AssureHire’s Secret Key
To retrieve this information please email email@example.com with the following subject line: “Greenhouse Endpoint URL & Secret Key Request [YOUR COMPANY NAME]”
Enable Greenhouse/AssureHire Integration
With AssureHire’s endpoint URL and Secret Key copied, and your Greenhouse user permissions enabled, you are ready to enable the Greenhouse/AssureHire integration.
To enable the integration, click the Configure icon in the upper right-hand corner and navigate to Dev Center on the left-hand panel.
From the Dev Center page, click Webhooks. Click Webhooks from the subsequent page.
You will be directed to a new page where you Create a New WebHook. From this page provide the following details:
- Name: “AssureHire Integration”
- When: “Candidate has changed”
- Endpoint URL: https://assurehire.com/partners/greenhouse/webhook
- Secret Key: The Secret Key received from the AssureHire Customer Success team
When finished, click Create Webhook.
That's it! Your Greenhouse account and AssureHire account can now talk to each other.
How to Use the Greenhouse Recruiting AssureHire Integration
Now that you’ve completed the integration setup, you are all set to submit your first background check order!
In this next section, you’ll learn how easy it is to order a background check , track status and view a final background check report once it’s complete.
Submit Background Check
To initiate a Background Check Order, find and click on the Candidate you want to submit the background check for.
From the Candidate record page, click Move Stage.
The background check is submitted once the candidate is moved into the Offer stage.
Click Offer to move the candidate into the Offer stage, which will automatically trigger the background check order.
Confirm the candidate has been moved into the Offer stage. If the candidate is not the Offer stage, the background check order has not been initiated yet.
Track Status of Background Check Order
Once you’ve moved the candidate into the Offer stage and the background check is automatically ordered.
You can track the status of the background check by clicking the Activity Feed on the candidate record page.
To view the status and progress of the background check, click the link in the Activity Feed note that’s been updated from AssureHire.
View Final Background Check Report
Once the background check report is completed, AssureHire will send you an email notification with a link to click on the final report.
AssureHire also posts a status update in the candidate’s Activity Feed with a link that when clicked will allow you to view the final background check report as well.
Background Check Report Stored in Candidate Details
The completed Background Report is attached to the candidate record on the Candidate Details Page.
Click the link below Background Report to view the final report completed on the candidate, and the final background check report will appear.
Please contact firstname.lastname@example.org for troubleshooting assistance regarding the integration.