SpotDraft is a contract lifecycle management (CLM) platform for drafting, negotiating, and managing contracts. The Greenhouse integration lets recruiters generate contracts directly from approved Greenhouse offers. SpotDraft populates templates with mapped Greenhouse data, posts status updates to the candidate's profile, and syncs the final contract data back to Greenhouse once it's signed.
With this integration, hiring teams can:
- Generate contracts (offer letters and others) instantly, with no manual data entry.
- Reduce errors by pulling candidate and offer details directly from Greenhouse.
- Generate multiple contracts, for example an NDA and an Offer Letter, from a single approved offer.
- Track SpotDraft contract status from the candidate's Greenhouse profile.
- Keep Greenhouse updated with the final negotiated values once a contract is signed.
Before you begin
- A SpotDraft workspace with Admin access. The Greenhouse user who authorizes the integration needs access to this workspace.
- SpotDraft templates ready for every contract type you want to generate (Offer Letter, NDA, MSA, SOW, and so on), each with the questionnaire fields you plan to populate from Greenhouse.
- Contract Title Format configured in SpotDraft (Manage > Workflow Manager > Workflow Settings > Contract Preferences), using Entity and Counterparty Name. Legal entities must be created for each contracting party.
- Field parity: any field mandatory on a SpotDraft template should also be mandatory on the matching Greenhouse offer or candidate profile. Candidate Name and Email must always be populated.
Tip: Decide upfront which contract types you want generated from a single approved offer. Each one needs its own SpotDraft template and integration instance.
Set up the integration
Setup has three parts: authorize both systems, map your templates, and set up the sync back to Greenhouse.
Authorize Greenhouse and SpotDraft (Generic Settings)
- In SpotDraft, open the Greenhouse integration and click Generic Settings.
- Under Greenhouse OAuth, click Authorize, enter your Greenhouse email address, and complete the OAuth flow.
- Under SpotDraft Authentication, click Authorize and complete SpotDraft authentication.
- Select template options to configure for the integration.
- In Map Templates, map each Greenhouse option to its corresponding SpotDraft template.
Map fields for each SpotDraft template (Template Setup)
Create one Template Setup instance for every SpotDraft template you selected when configuring template options above.
- Click Template Setup > Add Integration, and select the same Greenhouse and SpotDraft authentications used above.
- Select the SpotDraft template you want to configure. It must be one of the templates you mapped in Map Templates above.
- Select the Entity that will be the contracting party.
- Under Counterparty Details Mapping, map the candidate's name and email address (mandatory).
- Under Contract Metadata Mapping, map the remaining Greenhouse fields to your template's questionnaire fields.
- Under Duration Field Mapping, map any duration fields (for example, Notice Period).
- Optional: enable Revert & Pushback if post-signing Greenhouse edits should reopen the contract for redlining.
- Name the instance (for example, SpotDraft - Offer Letter) and save.
Note: All entities in this dropdown are created manually in SpotDraft. If you don't see the one you need, create it in SpotDraft first, then come back to this step.
Important: Map the Salary/Compensation field here. If it's left unmapped, SpotDraft defaults the currency to USD.
Recommendation: Enable Revert & Pushback for templates where offer terms often change late in the process, such as Offer Letters. Leave it disabled for templates where the signed version shouldn't move backward, such as executed NDAs.
Field type reference:
| Greenhouse field type | SpotDraft field type |
| Single-select | Dropdown |
| Multi-select | Multi-dropdown |
| Short string | Short text |
| Long text | Text box |
| Currency (value) | Currency (value) |
| Currency (unit) | Currency (type) |
| Boolean | Checkbox |
| Days | Value (duration) |
| String | String |
Sync contract data back to Greenhouse (Metadata Sync)
Create one Metadata Sync instance per SpotDraft template to push final contract data back into Greenhouse.
- Click Metadata Sync > Add Integration, and select the same authentications and template used above.
- Under SpotDraft > Greenhouse Candidate Mapping, map the SpotDraft contract fields that should update the Greenhouse candidate record.
- Under SpotDraft > Greenhouse Offer Mapping, map the SpotDraft contract fields that should update the Greenhouse offer record.
- Name the instance and save.
Use the integration
Once set up, recruiters manage the entire contract flow from Greenhouse. Here's what that looks like for a sample candidate, Ruth Rodriguez, applying for a Technical Support Specialist role with Offer Letter and NDA selected in Template Selection.
- The recruiter approves Ruth's offer in Greenhouse. This fires the Offer Approved webhook.
- SpotDraft creates a draft contract for each selected template, using the mapped candidate and offer data, the selected Entity, and the Contract Title Format from your prerequisites. For Ruth, this produces two drafts, an Offer Letter and an NDA, each populated from her Greenhouse profile.
- SpotDraft posts status updates to Ruth's Greenhouse profile at every stage: Created, Redlining, Signing, and Executed, each with a direct link to the contract. If a contract fails to generate, a note explains why.
- Changes made in SpotDraft during negotiation, such as an updated salary, sync back to the Greenhouse offer through Metadata Sync.
- To generate an additional contract later, for example an SOW, add it to Template Selection and re-approve the offer. Ruth's existing Offer Letter and NDA are unaffected.
Note: Every contract action, whether it's a first creation, a new version, or a push back to redlining, is triggered by the offer being approved in Greenhouse. This keeps contract creation tied to an explicit, auditable action by the approver.
Notes
- Only an approved offer triggers contract creation, versioning, or re-sync. An unapproved edit never does.
- Adding a new template type creates a new contract. Re-approving an offer for a template that already has a contract creates a new version instead, so no signed contract is ever overwritten.
- Once a contract reaches Signing, it's locked. Re-approving the offer only pulls in the new data if Revert & Pushback is enabled; otherwise the signed version stays untouched.
- Manually moving a contract back to Redlining doesn't pull new Greenhouse data. That's intentional, so manual edits made during redlining aren't overwritten by an older system-of-record update. Re-approve the offer instead to bring in the latest values.
- Each contract updates independently. If Contract A syncs new data back to Greenhouse, Contract B isn't automatically refreshed from it. Re-approve the offer to update Contract B too.
- The counterparty email is locked once a contract is created, since it identifies the signer. If the candidate's name or email changes in Greenhouse afterward, the update flows into the contract's questionnaire fields, but the original counterparty details stay locked. To use a different email, re-approve the offer to create a new version or contract.
- Every field that's mandatory on a SpotDraft template should also be mandatory on the matching Greenhouse offer or candidate profile. Otherwise the contract isn't created, and a note explaining the missing field is posted on the candidate's application. This is usually an object field, such as
[Candidate].Email Addresses, that needs to be selected.
Additional resources
For setup, configuration, or troubleshooting questions, contact:
- Product: apoorva.s@spotdraft.com
- Technical: vibhu@spotdraft.com