Instaffo is a German recruitment marketplace where talents create one profile and apply to relevant jobs with a few clicks – no cover letters. Employers use Instaffo to hire talent for white-collar roles and pay per successful hire. Talents are pre-filtered by preferences and can further refine matches through filters, then chat directly with recruiters.
Instaffo's integration with Greenhouse Recruiting allows recruiters to automatically forward candidates who apply on Instaffo into their Greenhouse pipeline as new candidates and applications, keep application stages in sync in both directions, and reflect hire and reject decisions across both systems so the pipeline stays consistent regardless of where the recruiter works.
Configure the Instaffo integration
Prerequisites
An active Instaffo employer account with at least one published job.
A Greenhouse user with Site Admin permissions (required for OAuth authorization – the connection will be rejected otherwise). If you prefer, you can use an Integration Service User (ISU) instead. See Greenhouse's article on connecting to Harvest v3 partner integrations for ISU setup.
Open the ATS Integrations panel in Instaffo
- Sign in to your Instaffo employer account.
- Navigate to Company Settings > ATS Integration.
- Request the setup.
Start the Greenhouse connection
- Receive the integration link from your Instaffo Account Manager.
- Follow the integration steps on the page.
Link Instaffo jobs to Greenhouse jobs
Once the integration is connected, you can link each Instaffo job to a corresponding Greenhouse job.
- Open a job in Instaffo via Jobs > Edit.
- In the ATS section of the job, click Create ATS link.
- Search for and select the matching Greenhouse job from the dropdown.
- Click Save & Continue. Candidates applying to the linked Instaffo job will now be forwarded to the selected Greenhouse job.
You can update or remove the link at any time from the same section.
Mapped fields
When a candidate applies on Instaffo to a linked job, Instaffo creates a candidate and an application in Greenhouse. The candidate record is populated with the talent's name, email, phone number, and a link to their Instaffo profile. The talent's application documents are attached to the application. The application is created on the linked Greenhouse job with the source set to "Instaffo".
Use the Instaffo integration
Once configured and linked to at least one job, the integration works automatically. Below are the main workflows.
Forward a candidate from Instaffo to Greenhouse
When a talent applies to a linked Instaffo job, Instaffo creates the candidate in Greenhouse (or matches an existing candidate by email, if one exists) and creates a new application on the linked Greenhouse job. Application documents provided by the talent are uploaded to the application, which then enters the first stage of the Greenhouse job's interview plan.
No manual action is required from the recruiter – the sync happens in near real time.
Move a candidate through stages
Stage changes are synced. When you move a candidate to a new stage in Greenhouse, Instaffo reflects the change in the recruiter's Instaffo pipeline based on the stage mapping configured for the job.
Stage mapping is configured per job in Instaffo. Default mappings are suggested based on your Greenhouse interview plan, and you can adjust them at any time in the job's ATS settings.
Hire or reject a candidate
When you mark an application as Hired in Greenhouse, Instaffo reflects the hire in the recruiter's pipeline and finalizes the match. When you reject an application in Greenhouse (with or without a rejection reason), Instaffo marks the candidate as rejected in the recruiter's pipeline.
Additional resources
For additional information not covered here, reach out to Instaffo Support at support@instaffo.com.
Frequently asked questions
Which Greenhouse permissions does the integration request?
The integration requests read access to jobs, application stages, candidates, applications, users, rejection reasons, offers, interviews, and attachments, plus write access to create candidates and applications, move applications between stages, mark them as hired or rejected, add notes, manage tags, and manage webhooks. The full scope list is shown in the OAuth authorization screen during setup.
Can I connect more than one Greenhouse account to Instaffo?
Each Instaffo employer account can be connected to one Greenhouse account at a time.
What happens if I disconnect the integration?
Existing candidates and applications remain in both systems, but no further sync will happen. You can reconnect at any time from the ATS Integrations panel.
Who do I contact if something goes wrong?
Email support@instaffo.com. For Greenhouse-side authorization or permission issues, contact your Greenhouse account administrator.