Greenhouse users are able to integrate automatic background checks into their existing hiring processes with the Turn Technologies integration in Greenhouse.
This integration allows recruiters several options to configure their flow to include triggering background checks in Turn at different points in the hiring journey. Automatic background checks can be configured at:
- a specific stage in the hiring pipeline
- when an offer is created or approved
- when a candidate is hired
Once a background check is triggered for a Greenhouse candidate, candidate custom fields in Greenhouse will be automatically populated with background check metadata to allow users to see the candidate's background check status within the Greenhouse dashboard. This allows users to see everything they need without having to switch between screens.
Configure the Turn Technologies integration
Authorization
Navigate to https://partners.turn.ai/settings/integrations and select "greenhouse" from the dropdown menu.
Then click "Authorize Greenhouse".
You will be directed to sign in to your Greenhouse account. We recommend selecting "Authorize using a service account" so that the actions performed by the integration are not related to an individual user.
You have now authorized the Turn integration!
Create your webhook
You can create webhooks in your Greenhouse account automatically in the Integrations section of the settings screen at https://partner.turn.ai/settings/integrations.
Simply select the events that you would like to trigger background checks and press "Save". You will then be able to see the webhooks in your Greenhouse Dev Center page.
Custom fields
Additional custom fields may be added to your Greenhouse objects to allow greater configuration or to expose additional information via the Greenhouse UI. These are not created by default on activating the integration. If you would like Turn to add these additional fields for you, please reach out to support@turn.ai.
At the candidate level, we can add the following fields: turn_status, turn_id, and turn_url. These will be automatically populated when a background check is initiated or changes status, allowing you to track your background checks from within the Greenhouse app.
These candidate fields are populated with data from Turn as follows:
turn_status: The current status of the candidate's background check (pending, approved, withdrawn)
turn_id: The ID of the Turn candidate. This can be useful for searching for your candidate in the Turn app or when communicating with Turn's support team.
turn_url: The direct URL to the candidate page in the Turn app.
The turn_candidate_bgc_opt_out custom field allows you to exclude specific candidates from background checks.
You can also opt out all candidates on a specific job by selecting the job level opt out field.
At the job level, we will add a custom field allowing you to set a specific package for your job. If no package is set and your job has no opt out field set, your Turn default package will be chosen automatically.
This dropdown list will contain all of the background check packages that you have configured in your Turn account.
If you wish to create all of these custom fields in your Greenhouse account easily, simply navigate to https://partner.turn.ai/settings/integrations when logged into your Turn account and you will be able to view the status of the custom fields in your Greenhouse account. Click "Create All Missing Fields" to create all fields in your Greenhouse account.
Use the Turn Technologies integration
On candidate stage change (default)
Most users elect to use the default configuration and trigger background checks when a candidate enters a specific stage in the hiring pipeline.
Whenever a candidate enters a stage in the pipeline with the name "Turn BGC" (case insensitive), Greenhouse will send a webhook to Turn and Turn will initiate a background check for that candidate. You may add the "Turn BGC" stage at any point in the pipeline.
Users may add a stage in the pipeline of any job with the name "Turn BGC". When Turn receives a "Candidate Stage Change" webhook notification that a user has advanced to a stage called "Turn BGC" a background check will be triggered. This offers users the flexibility to add, remove or move the stage at any time for any job without interfering with the functionality of other jobs or candidates.
If the candidate's background check is approved, the candidate will automatically be advanced to the next stage in the pipeline.
On offer created/approved
If you elect for an advanced configuration and wish to trigger background checks when an offer is created or approved, you must first ensure that the correct webhook for the "On offer created" or "On offer approved" has been configured in Greenhouse and you have contacted support@turn.ai to ensure that your integration has been correctly configured.
In this flow, background checks will be triggered whenever an offer is created/approved unless an opt-out has been set at the candidate or job level (see below).
When a background check has been initiated for a candidate, Turn will automatically populate custom fields in the candidate view so that you can easily track the progress of your candidate's background check (contact support@turn.ai for help in configuring these custom fields). Alternatively, you will be able to track the progress of the background check in your Turn dashboard.
Opt out
Turn can create custom fields in your Greenhouse account to allow for greater control over how your integration operates (see Custom fields section above).
If you wish to opt out of background checks on a specific candidate or for all candidates in a job, you may select "Yes" in the turn_candidate_bgc_opt_out field at the candidate level or turn_job_bgc_opt_out at the job level. If either of these fields is marked as "Yes" when the triggering event occurs (stage change, offer created etc), no background checks will be performed for the candidate.
Package selection
By default, Turn will apply the default background package from your Turn account when background checks are configured.
If you wish to select a different package of background checks for candidates of a specific job, you may define this with the "Turn BGC Package" field at the job level.
Available flows
We can help to configure your Turn.ai account and show you how to set up the appropriate webhooks for each of these options.
- On candidate stage change: You can create a specific stage in some or all of your jobs in Greenhouse. When a candidate enters this stage, we will automatically run a background check for them. If the background check is "approved", we will automatically advance your candidate to the next stage in your hiring process.
- On offer created/approved: Whenever an offer is created or approved for a candidate, we can run a background check automatically.
- On hired: We can run background checks as soon as a candidate is marked as hired.
Additional resources
For additional information not covered here, reach out to support@turn.ai. We recommend contacting Turn when configuring a new integration so that it can be configured for your precise needs.