HRIS Link and ISUs (integration system users)

Permissions: Site Admin who can edit another user's advanced permissions

Product tier: Available for Expert subscription tier with HRIS Link add-on

HRIS Link uses Greenhouse Harvest API to import and update jobs, offices, departments, and users. We recommend creating an integration system user (ISU) to authenticate these API requests.

Unlike a normal Greenhouse Recruiting user account, an ISU is a user account whose sole purpose is to authenticate API requests.

Creating an ISU has a couple of key benefits:

  • Since an individual user's account is also used for their normal Greenhouse Recruiting activities, any changes in permissions or access (such as the user getting a promotion or leaving the company) could cause errors with the integration. By creating an ISU, you can avoid these issues.
  • The ISU's name will appear in the Greenhouse Recruiting Change Log for auditing purposes. Using an individual user's account will make it appear as though that specific individual is validating all requests, which could impact audit reporting.

You can learn more about creating an ISU for HRIS Link here.

HRIS Link and ISUs

HRIS Link will use your organization's HRIS ISU to access your HRIS reports on a scheduled basis — approximately every 15 minutes.

The ISU's name will appear in the Greenhouse Recruiting Change Log for any changes made as a result of updates to jobs, offices, departments, or users from your HRIS.

Frequently asked questions

What are the impacts of updating or changing the ISU password?

The HRIS Link integration could fail to update jobs, offices, departments, or users as expected.

HRIS Link doesn't automatically stop running when ISU errors are encountered. As a result, if your organization has a lock-out setting on the ISU in Workday, the ISU would become locked out, and your team would need to work with the Greenhouse Support team to pause your HRIS Link integrations to allow Workday to reset the ISU lock-out.

Should I use the same ISU for all my HRIS Link integrations?

It's not required, but it is recommended to use the same ISU for your HRIS Link integrations.

Can my organization use a different ISU for each HRIS Link integration?

Yes, each HRIS Link integration is configured individually, and each HRIS Link integration could have distinct ISUs.

Should my organization leverage the same ISU as HRIS Link for our different custom option sync integrations?

We don't recommend that you leverage the same ISU for your custom option sync integration as HRIS Link. This configuration could cause downstream errors for integrations if your organization updates ISU credentials regularly.

Currently, the custom option sync integration is configured to automatically pause when ISU credentials are failing, whereas the HRIS Link integration will continue to poll the report and alert your team of the error. As a result, it's possible the HRIS Link integration could cause ISU lock-out issues for your credentials.

What's the best practice if my organization's ISU gets 'locked-out'?

Reach out to the Greenhouse Support team and ask them to pause your HRIS Link integration while you correct the login issue.

Note: When reaching out to Greenhouse Support, let the team know if your organization will be generating a new ISU so that Greenhouse Support can provide a secure file transfer method for the ISU password.