Guide is an AI-powered interview scheduling and candidate experience platform that helps talent teams schedule interviews and keep candidates informed throughout the hiring process, while saving hours of time.
Guide's integration with Greenhouse Recruiting allows users to sync jobs, candidates, applications, and interview data between Greenhouse and Guide, automatically schedule and update interviews, and write interview details, notes and attachments back to the candidate record in Greenhouse.
Configure the Guide integration
Guide authenticates with Greenhouse using the OAuth 2.0 authorization code flow. A Site Admin in Greenhouse authorizes Guide once from within Guide's settings.
Prerequisites
- You are a Site Admin in both Guide and Greenhouse Recruiting.
- You have an active Guide account.
Open the Integrations page in your Guide settings
- In Guide, go to Settings > Integrations.
- Locate the Greenhouse integration tile and click Connect.
Authorize Guide on the Greenhouse permissions screen
- Make sure you are logged in to Greenhouse.
- [Recommended] Select the checkbox next to Authorize using a service account. This creates an org-level service account to own the authorization, so the integration keeps working if the authorizing employee later leaves the organization.
- Click Authorize.
Data Guide creates or updates in Greenhouse
As part of the integration, Guide takes action on the following Greenhouse objects:
- Interviews - creates, updates, and removes interview events tied to a candidate's application.
- Candidates - creates, updates, and merges candidate records.
- Applications - creates and updates applications and moves candidates between stages.
- Notes and attachments - adds notes and files to the candidate record.
Field mapping
The table below maps fields between Guide and Greenhouse.
| Guide field | Greenhouse field | Direction / Notes |
| Interview start time | starts_at |
Guide → Greenhouse |
| Interview end time | ends_at |
Guide → Greenhouse |
| Video conferencing URL | location |
Guide → Greenhouse; conditional on conference link being set |
| Calendar event identifier | external_event_id |
Guide → Greenhouse; used for deduplication |
| Interviewer Greenhouse user ID | interviewers[].user_id |
Guide → Greenhouse |
| Interviewer response status | interviewers[].response_status |
Guide → Greenhouse; one of needs_action, tentative, accepted, declined |
| Job interview template (remote ID) | job_interview_id |
Guide → Greenhouse; create only |
| Application (remote ID) | application_id |
Guide → Greenhouse; create only |
| Candidate first name | first_name |
Guide → Greenhouse |
| Candidate last name | last_name |
Guide → Greenhouse |
| Candidate email address(es) + type |
email_addresses[].value + type
|
Guide → Greenhouse |
| Candidate phone number(s) + type |
phone_numbers[].value + type
|
Guide → Greenhouse; replaces existing values |
| Candidate URL(s) + type |
website_addresses[].value + type
|
Guide → Greenhouse; replaces existing values |
| Job (remote ID) | job_id |
Guide → Greenhouse |
| Current pipeline stage (remote ID) |
initial_stage_id (create) / to_stage_id (stage move) |
Guide → Greenhouse |
| Default ATS source | source_id |
Guide → Greenhouse; optional, org-level setting |
| Acting Greenhouse user | referrer_id |
Guide → Greenhouse |
| Email subject |
subject (note) |
Guide → Greenhouse |
| Email body |
body (note) |
Guide → Greenhouse |
| Email from address |
email_from (note) |
Guide → Greenhouse |
| Email to address |
email_to (note) |
Guide → Greenhouse |
| File name |
filename (attachment) |
Guide → Greenhouse |
| File type classification |
type - resume / cover_letter / other |
Guide → Greenhouse |
| Admin-only visibility | visibility: "admin_only" |
Guide → Greenhouse; applied to non-resume, non-cover-letter files |
| File content |
content (base64) |
Guide → Greenhouse |
Use the Guide integration
Once Guide is authorized on Harvest V3, the integration runs automatically. The scenarios below cover the most common workflows.
Workflow 1: Multi-interview panel (recruiter to coordinator)
Recruiter requests availability via Aria, Guide's AI agent
- Recruiter moves candidate → e.g. "Virtual Onsite."
- Aria (on Autopilot for this recruiter, for this stage) can:
- Send the availability request to the candidate.
- Create a scheduling request in Guide for the panel (initially assigned to the recruiter, then auto-assigned to the coordinator once availability is submitted).
Availability submission & task routing to the coordinator
- Candidate submits availability (or you enter it manually for demo / exceptions).
- Aria:
- Updates the panel task to "Needs scheduling".
- Reassigns the task to the coordinator, if that's how you've configured it.
Aria-powered scheduling, with human escalation (Copilot)
- Coordinator opens their task queue and sees:
- A panel scheduling task for the candidate.
- Aria's proposed panel time based on:
- Interviewer availability
- Working hours
- Training/eligibility rules
- Coordinator can:
- Click Edit to open the familiar Guide calendar view.
- Adjust times, interviewers, or structure.
- Approve the suggested panel when ready.
Most teams keep panel scheduling itself in Copilot, so coordinators always review the final panel before it's scheduled.
Workflow 2: Decline detection & automatic rescheduling
When an interviewer declines or a change is needed:
-
Automatic request to the coordination team / candidate's POC
- A reschedule task is automatically created when Aria detects a decline, and assigned to the right person.
-
Aria's logic (in order)
- Check if existing candidate availability is still valid.
- If yes, Aria tries to swap in a qualified, available interviewer at the same time.
- If no valid swap:
- Aria proposes a new time based on the latest calendars.
- Sometimes this can even result in a faster date if calendars have opened up.
- If no valid candidate availability is left:
- Aria suggests (or sends, on Autopilot) a new availability request.
- Check if existing candidate availability is still valid.
-
Coordinator controls
- Coordinator reviews Aria's proposal:
- Accept if it looks good.
- Edit if they prefer a different time or different swap.
- When approved, Aria:
- Updates calendar events (removes declined interviewer, adds new ones).
- Updates the upcoming interview list.
- Sends any necessary notifications to removed and added interviewers.
- Keeps candidate portal aligned with the updated schedule.
- Coordinator reviews Aria's proposal:
Install the Guide Chrome extension
As the final step to enable the Guide integration, you'll need to install the Guide extension for Google Chrome.
Navigate to Guide and click your user image in the bottom-left corner of your Guide Dashboard to populate user settings. From the dropdown, select Install Chrome extension.
Alternatively, to directly download the Guide extension, click here.
Additional resources
For additional information not covered here, reach out to support@guide.co.