RippleMatch integration

RippleMatch is a career platform that connects college students and recent graduates with entry-level job opportunities through AI-powered matching technology. They serve both students seeking employment and employers recruiting early-career talent.

RippleMatch's integration with Greenhouse Recruiting allows users to upload candidates who are actioned on in RippleMatch directly to the corresponding role in Greenhouse.

Generating the Job Board API Key

If you are integrating your Job Board with RippleMatch (your RippleMatch Solutions Architect will let you know if this is necessary depending on the features you would like to use), you will need to follow the instructions below. If not integrating your Job Board, feel free to head directly to the Configure the RippleMatch Integration section.

To make your open jobs available to RippleMatch, you'll need to send your job board URL. RippleMatch customers who post roles to their careers page should follow the instructions for sharing/generating the Job Board API Key for their public Job Board. RippleMatch customers who direct all applicant volume through RippleMatch should create a new, RippleMatch-specific Job Board and share that Job Board API Key.

Sharing from an Existing Job Board

You can find your Job Board URL by navigating to the Job Board settings. (Configure > Job Boards & Posts > Ellipsis icon next to job board > Edit Board Settings) and scroll to the URL field.

Click here for a more detailed walkthrough of how to locate your job board URL.

Next, you'll need to create a Job Board API key for RippleMatch.

Follow the steps in this article and use the information below when creating your API key:

• API Type: Job Board
• Partner: RippleMatch
• Description: RippleMatch job board API key

Click here for more detailed information on setting up a job board API key for a partner.

Creating a new Job Board

You can create a new Job Board by navigating to the Job Board settings. (Configure > Job Boards & Posts > Create a Job Board.)

Click here for a more detailed walkthrough of how to create a new Job Board.

Once you have created the new Job Board, you will share the Job Board URL and API Key as described above.

Configure the RippleMatch integration

Only RippleMatch administrators are able to access the settings for the integration. You must also be a Site Admin in Greenhouse in order to enable the integration using the OAuth 2.0 authentication flow.

When logging in, click into the "Configure" section, and then "Integrations".

Once there, click "Sync Account" within the Greenhouse portion.

When clicking "Sync Account", you will see the set-up modal.

If you are not integrating your Job Board, you can go ahead and press "Grant Access".

If integrating your Job Board, once toggling on "Add Job Boards" put in your Job Board API Key and Job Board Token. Once you have added those in, click "Grant Access".

In the next page, you will see the access scopes required for the RippleMatch <> Greenhouse Integration. Scroll down to the bottom, enter your email, and click "Log into Greenhouse".

Next, you will be brought to a page asking you to authorize the connection to Greenhouse. Scroll to the bottom and check off the authorization box and click "Authorize".

After clicking "Authorize" you will be brought back to the RippleMatch page and asked to pick a Greenhouse user. This should be someone in your organization who has Site Admin status. Notes, logged emails, and rejection emails that RippleMatch creates will be recorded under that user.

Once selecting a user, you will be brought to the Role Mappings page. This means the integration has been configured correctly! Next, your Solutions Architect will enable the correct set of features your team would like to use in RippleMatch's backend settings.

As a part of this integration, RippleMatch will map the following fields between RippleMatch and Greenhouse:

• Candidate Name
• Candidate Email
• Candidate Phone Number (if provided)
• Resume
• Candidate Source
• Candidate URL
• Notes
• Custom Fields
• Custom Interview Stages
• Create Prospect (if using the Events feature)
• Stage Changes (if utilizing the Candidate Status Sync feature)
• Demographic Data (if utilizing the EEO feature)
• Disposition Reason (if utilizing the Upload Rejected Candidates feature)
• Candidate Tags (if using this feature)

The fields above may be added or edited depending what features are configured for the integration.

Use the RippleMatch integration

This section of the article details the different features of the Greenhouse <> RippleMatch Integration, how to use them, and some best practices.

Candidate Push & Candidate Status

These two features are RippleMatch's baseline integration with Greenhouse. This allows RippleMatch to push candidates from its platform into Greenhouse. As those candidates advance through different stages in Greenhouse, their status will sync back to RippleMatch in the Track section of the platform.

At a minimum*, you can expect to see the following candidate information pushed from RippleMatch into Greenhouse:

• Name
• Email
• Phone Number (if the candidate has provided one)
• Resume
• Candidate Source
• Candidate URL

* Additional candidate information may be pushed from RippleMatch into Greenhouse, including the following: Job Post Question Responses, and Self Identification Information such as Gender, Race/Ethnicity, Disability Status, and Veteran Status. These additional fields will be further discussed below.

To use Candidate Push & Candidate Status, recruiters will continue to review candidates in RippleMatch and click the Advance button on good-fit candidates they would like to push into Greenhouse. Each role on RippleMatch will map to a corresponding role in Greenhouse which you will see when you go to advance the candidate.

Once the recruiter clicks the Advance button, the candidate's application is immediately pushed to Greenhouse*. You can expect the candidate's application to be pushed into Greenhouse in less than five minutes after advancing them in RippleMatch.

*This will be noted in the best practices section, but candidates can only be pushed into roles where the Job Status = Open.

Once the candidate is pushed to Greenhouse, you will see them with the information listed above:

You can find the Candidate Source by clicking on the application. The application is created by the Greenhouse user who authorized the connection. Notes, logged emails, and rejection emails created by RippleMatch are recorded as the Greenhouse user selected during setup.

As candidates move through the process, their status will be updated in RippleMatch. When the integration is initially configured, RippleMatch and your team will discuss which Greenhouse stages should map to RippleMatch stages. For example, if Greenhouse's "Screen" stage is mapped to RippleMatch's "Working" stage, when a candidate is moved from Review to Screen in Greenhouse, they will move from Introduced to Working in RippleMatch. The syncing job runs every few hours*, and in the candidate's activity feed, you will see the movement referenced as "via the ATS".

*This will be noted in the best practices section, but if candidates are moved to a different role in Greenhouse, it will break the sync, and RippleMatch loses ability to track their application status.

Custom Question Mapping

This is an additional feature that can be enabled for the Greenhouse <> RippleMatch integration. It allows RippleMatch to pull the Job Post Questions (Application Questions) for a particular role from Greenhouse into RippleMatch, have candidates respond to them, and push their responses back into Greenhouse once they have been actioned on.

First, you will have to ensure that the Job Post questions you would like to include have been set up in Greenhouse for each of your roles that are also posted in RippleMatch.

Click here for more information on adding custom application questions to Job Posts.

Next, you'll want to ensure that the jobs all have a Job Status of "Open" and have a status of "Live" in the corresponding Job Board URL that RippleMatch integrated with above.

From there, the RippleMatch team can pull in the Job Post questions into RippleMatch for that particular position. In RippleMatch, you will also see these labeled as "Imported from ATS" when you click into the role questions.

As candidates apply for your positions on RippleMatch, they will answer these questions while completing the rest of the application. Upon advancing a candidate from RippleMatch into Greenhouse, to find their responses, you can click on Application, then scroll down, and see the candidate's responses under Job Post Questions.

There may be a delay of up to two minutes between the candidate's application being uploaded to Greenhouse and their Job Post responses being posted*.

EEO

RippleMatch does not collect and store EEO information on candidates, but has an optional feature that allows RippleMatch to push a candidate's EEO information into Greenhouse as part of their application should the customer need it. There are two ways to do this.

Via Custom Demographic Questions

If your organization uses Custom Demographic Questions, RippleMatch will sync them using the same process as for the Custom Questions above. The responses will not be visible to users in RippleMatch, mirroring Greenhouse's functionality. All data collected from these questions will not be reused and will be purged later according to RippleMatch's data security policies.

Click here to learn more about Custom Demographic Questions in Greenhouse.

Click here to learn more about adding a Custom Demographic Question to a Job Post.

Via the standard EEOC Questionnaire

If your organization uses the standard EEOC questionnaire, RippleMatch will add these fields to the roles separately during role setup. This information includes Race/Ethnicity, Gender, Disability Status, & Veteran Status. As above, the responses will not be visible to users in RippleMatch. All data collected from these questions will not be reused and will be purged later according to RippleMatch's data security policies.

When the candidate is uploaded to Greenhouse, you will be able to see whether EEOC data has been uploaded for them under the application questions.

In both cases, RippleMatch will also add your Voluntary Self-Identification Disclosure statement to the roles as well, ensuring candidates agree that they have read it.

Uploading Rejected Candidates

This is an additional feature that can be enabled for the Greenhouse <> RippleMatch integration. When using this feature, candidates who are rejected in RippleMatch will be uploaded to Greenhouse with a specific custom rejection reason.

When you click reject on a candidate in RippleMatch, you can select the reason you are rejecting them. You will notice that these are not the standard RippleMatch rejection reasons, but are a direct reflection of the rejection reasons you have set up in Greenhouse.

After the candidate has been rejected, RippleMatch will upload them to the default stage in Greenhouse that is selected. Then, RippleMatch takes a second action through the integration to reject the newly uploaded candidate.

For example, if the integration is set up where advanced candidates upload to Application Review, then rejected candidates will first upload to Application Review as well, and then subsequently be rejected from that stage.

As you can see below, the candidate was rejected in Greenhouse with the current rejection reason at the Application Review stage.

In the activity feed the candidate will show up as being rejected by the Greenhouse user who authorized the integration. RippleMatch will also upload the rejection email sent, which will also be noted as coming from that user.

There may be a delay of up to two minutes between the candidate's application being uploaded to Greenhouse and their rejection*.

Custom Sources

This is an additional feature that allows RippleMatch to import candidate sources from Greenhouse and map those sources to RippleMatch Marketing Channels.

If you are leveraging Tracking Links on RippleMatch, you will likely have a number of Tracking Links under different RippleMatch Marketing Channels. Once your Greenhouse Custom Sources have been mapped to the corresponding RippleMatch Marketing Channels, you will see candidates uploaded with these custom sources to Greenhouse*.

* Any unmapped sources will default to "RippleMatch".

Once you discuss your preferred mappings with the RippleMatch team, they will add the mappings into RippleMatch within the integrations configuration modal.

When you advance or reject a candidate in RippleMatch, they will upload to Greenhouse with the custom source that was selected for that Marketing Channel.

Uploading Event Attendees

This is an additional feature that can be enabled for RippleMatch Events customers. It allows RippleMatch to upload Event Attendees to Greenhouse as Prospects.

When a candidate is marked as an Event Attendee in RippleMatch, they will automatically be uploaded to Greenhouse as a prospect.

From there, you can look up the prospect in Greenhouse. When you click into the prospect, you can see what event they attended by navigating to the Details tab under the prospect, and scrolling down to Additional Details. From there, you will see a field called RippleMatch Event that shows the name and date of the event.

Best Practices / FAQs

In this section, you will find some best practices to ensure the integration runs smoothly.

Open Requisitions/Live Job Posts

RippleMatch can only upload candidates to a requisition if the requisition has an Open status in Greenhouse. For Custom Questions and Uploading Rejected candidates, RippleMatch also needs the Job Posts to be Live.

For Custom Questions, if the Job Post is not live, RippleMatch cannot sync the questions during role setup. Additionally, if candidates are advanced while the Job Post is not live, they will upload to Greenhouse without their responses.

For Uploading Rejected candidates, the second step of the rejection process will fail if the Job Post is not live, and candidates will remain in the original stage they were uploaded to.

As a best practice, when it's time to close a position, recruiters should go through all candidates in RippleMatch and close the role there first. Once all candidates have been uploaded to Greenhouse — and if applicable rejected — recruiters can then close the Job Post.

If closing roles and rejecting large numbers of candidates, please allow time for all rejections to be processed before closing the Job Post. Even if all candidates have been rejected in RippleMatch, the Job Post must remain live for the entire two-step rejection process to be successfully completed in Greenhouse.

If candidates are actioned on while the Job Post is not live, once recruiters make it live again, RippleMatch will reupload the candidates either with their questions or to the Rejected stage.

Job Post Questions

It is best practice to avoid changing Job Post Questions once your roles are live in RippleMatch and there are candidates to review. This will result in errors when uploading candidates from RippleMatch to Greenhouse due to a mismatch in the expected application questions.

If you need to change your Job Post questions, you should first action on all candidates in RippleMatch, close the role in RippleMatch, and then make the necessary changes in Greenhouse. Then, RippleMatch will resync the questions and reopen the role.

Permissions for Uploading Event Attendees

Only Greenhouse users with Job Admin or Site Admin access with the permission "manage unattached prospects" enabled will be able to view prospects. If you are using the Uploading Event Attendees feature, you will want to make sure that you have these permissions enabled to view the prospects that have been uploaded.

Moving Candidates Between Roles

If you are using the Candidate Status (2-Way Sync) feature, it's best practice to not move candidates between roles in Greenhouse. Once a candidate is moved out of the initial role they were advanced to, RippleMatch loses visibility of the candidate's application stage and will be unable to update their status in RippleMatch's track section. This will impact analytics long term.

Merging Candidates

If you manually merge a RippleMatch candidate with a pre-existing candidate in Greenhouse, and the RippleMatch candidate's Candidate ID gets overwritten, then RippleMatch will lose the ability to use the Candidate Status (2-Way-Sync) feature.

Job Board Changes

If there are any changes to your Job Board (mainly the Job Board URL), please let your RippleMatch contact know ASAP. This needs to be updated on RippleMatch's end as well, and can cause issues when uploading candidates*.

*If any candidates are actioned on before this is updated in RippleMatch, once it is updated, RippleMatch will reupload the candidates.

Manual/Automated Candidate Interventions

If you are using either the Custom Questions, EEO, or Uploading Rejected Candidates feature, please inform your RippleMatch contact of any manual or automated candidate actions that occur as soon as a candidate is uploaded to Greenhouse. These three features utilize either an auto-merge function or a two-step process to complete an action, and any interventions during this sequence can disrupt the process.

For example, please let your RippleMatch contact know whether you use auto-merge, whether there is any auto-rejection logic for Job Post Questions, or whether there is any automated communication sent to candidates when they apply to jobs.

Additional resources

For additional information or troubleshooting not covered here, reach out to your Customer Success Manager, or support@ripplematch.com.

https://resources.ripplematch.com/integrations#greenhouse-integration