headcount365 integration

headcount365 is a powerful headcount management platform designed to bring simplicity, transparency, and efficiency to hiring operations. By integrating ATS, HRIS and FP&A tools into a single source of truth, headcount365 empowers organizations to streamline their headcount planning, track progress in real-time, and ensure alignment across teams. With features like variance tracking, automated requests and approvals, and comprehensive reporting, headcount365 bridges the gap between talent acquisition and finance, enabling data-driven decisions and operational excellence. It's the modern solution for businesses ready to move beyond outdated spreadsheets and embrace scalable, user-friendly technology.

headcount365's integration with Greenhouse Recruiting allows you to manage your hiring plan in real-time with bi-directional syncing, ensuring an ever-accurate source of hiring truth.

Connect headcount365 to Greenhouse Recruiting

Before you begin

• The person connecting the integration needs admin permissions in headcount365 to link ATS integrations.
• The person completing the Greenhouse consent screen needs Greenhouse Site Admin rights (or equivalent), since Greenhouse will ask them to approve a set of Harvest permissions (jobs, candidates, applications, offers, departments/offices, custom fields, users, and webhooks).

To integrate headcount365 with Greenhouse, you will need to complete the following steps.

Go to Settings > Integrations, and select the ATS tab.

Under Applicant Tracking Systems, find the Greenhouse Harvest v3 section.

Click Connect.

You'll be redirected to Greenhouse's own sign-in/consent page. Enter your Greenhouse Site Admin email address and log in to review the requested permissions.

Authorize access by checking the box for "Authorize using a service account" and then click Authorize.

Greenhouse redirects you back to headcount365. You should see a confirmation toast "Greenhouse connected", and the ATS tab becomes active automatically.

Removing the connection

• Click Remove on the Greenhouse Harvest v3 section.
• In the confirmation dialog, read the warning: removing deletes the stored authorization, and reconnecting will require a Greenhouse Site Admin to consent again. Your existing Greenhouse integration will keep running.
• Type REMOVE to confirm, then click Remove Connection.

You'll see a confirmation toast: "Greenhouse connection removed."

Creating webhooks

To integrate headcount365 with Greenhouse Recruiting, you'll need to create webhooks. Follow the steps in this article to create your webhook. Use the values listed below to configure each webhook:

• Name: 'headcount365-Job Created'
  • When: Job Created
  • Endpoint URL: The Endpoint URL provided by headcount365. This can be found in Settings > Integrations > ATS tab by selecting 'Show Details'.
  • Secret Key: The Secret Key provided by headcount365. This can be found in Settings > Integrations > ATS tab by selecting 'Show Details'.
  • Error recipient Email: engineering@headcount365.com
• Name: 'headcount365-Job Updated'
  • When: Job Updated
  • Endpoint URL: The Endpoint URL provided by headcount365. This can be found in Settings > Integrations > ATS tab by selecting 'Show Details'.
  • Secret Key: The Secret Key provided by headcount365. This can be found in Settings > Integrations > ATS tab by selecting 'Show Details'.
  • Error recipient Email: engineering@headcount365.com
• Name: 'headcount365-Job Deleted'
  • When: Job Deleted
  • Endpoint URL: The Endpoint URL provided by headcount365. This can be found in Settings > Integrations > ATS tab by selecting 'Show Details'.
  • Secret Key: The Secret Key provided by headcount365. This can be found in Settings > Integrations > ATS tab by selecting 'Show Details'.
  • Error recipient Email: engineering@headcount365.com
• Name: 'headcount365-Job Post Created'
  • When: Job Post Created
  • Endpoint URL: The Endpoint URL provided by headcount365. This can be found in Settings > Integrations > ATS tab by selecting 'Show Details'.
  • Secret Key: The Secret Key provided by headcount365. This can be found in Settings > Integrations > ATS tab by selecting 'Show Details'.
  • Error recipient Email: engineering@headcount365.com
• Name: 'headcount365-Job Post Updated'
  • When: Job Post Updated
  • Endpoint URL: The Endpoint URL provided by headcount365. This can be found in Settings > Integrations > ATS tab by selecting 'Show Details'.
  • Secret Key: The Secret Key provided by headcount365. This can be found in Settings > Integrations > ATS tab by selecting 'Show Details'.
  • Error recipient Email: engineering@headcount365.com
• Name: 'headcount365-Offer Created'
  • When: Offer Created
  • Endpoint URL: The Endpoint URL provided by headcount365. This can be found in Settings > Integrations > ATS tab by selecting 'Show Details'.
  • Secret Key: The Secret Key provided by headcount365. This can be found in Settings > Integrations > ATS tab by selecting 'Show Details'.
  • Error recipient Email: engineering@headcount365.com
• Name: 'headcount365-Offer Updated'
  • When: Offer Updated
  • Endpoint URL: The Endpoint URL provided by headcount365. This can be found in Settings > Integrations > ATS tab by selecting 'Show Details'.
  • Secret Key: The Secret Key provided by headcount365. This can be found in Settings > Integrations > ATS tab by selecting 'Show Details'.
  • Error recipient Email: engineering@headcount365.com
• Name: 'headcount365-Offer Deleted'
  • When: Offer Deleted
  • Endpoint URL: The Endpoint URL provided by headcount365. This can be found in Settings > Integrations > ATS tab by selecting 'Show Details'.
  • Secret Key: The Secret Key provided by headcount365. This can be found in Settings > Integrations > ATS tab by selecting 'Show Details'.
  • Error recipient Email: engineering@headcount365.com
• Name: 'headcount365-Candidate Hired'
  • When: Candidate Has Been Hired
  • Endpoint URL: The Endpoint URL provided by headcount365. This can be found in Settings > Integrations > ATS tab by selecting 'Show Details'.
  • Secret Key: The Secret Key provided by headcount365. This can be found in Settings > Integrations > ATS tab by selecting 'Show Details'.
  • Error recipient Email: engineering@headcount365.com

Initial information sync from Greenhouse Recruiting

Navigate back to headcount365. Select Settings, and then Integrations to navigate back to your Greenhouse integration.

Select Show Details to expand the Greenhouse integration settings menu.

Select the items you wish to import into your headcount365 account. We recommend selecting every check box in option 1 for the initial import.

Option 1 - Import specific ATS settings

Imports Greenhouse organizational/reference data into headcount365. It's a set of independent checkboxes:

• Locations: Creates headcount365 Locations from Greenhouse locations.
• Departments: Creates headcount365 Departments from Greenhouse departments.
• Users: Creates headcount365 User accounts from Greenhouse users (skips disabled Greenhouse users and users without a valid email). Imported users default to the Hiring Manager role.
• Custom Fields: Creates matching headcount365 custom fields. If a field was already imported before and it's a choice/dropdown field, re-running the import just appends any new options rather than duplicating the field.
• Recruiters: (Requires Users to be enabled) This works by scanning every Greenhouse job's recruiter list and matching those people against users that were already imported in this same run. For each match, it creates a headcount365 Recruiter record and sets that user's role to Recruiter.

This import is non-destructive, as it never overwrites existing headcount365 records, and it skips anything already imported. It always imports against the company's current plan year.

Option 2 - Import specific jobs & openings

This option is for importing specific jobs and their openings rather than org data:

• Select Jobs: A table of Greenhouse jobs/openings to choose from.
• Select Plan Year: You explicitly choose which headcount365 Plan Year the imported jobs/openings should be created under (a Plan Year is headcount365's budget/planning period, and every Requisition belongs to one).

After clicking Start Import, the import will run, and you will receive a confirmation message with: "We're importing the job(s) and opening(s) from ATS, and they'll appear in the Hiring Plan module within about 15 minutes." This option also skips any openings already imported previously.

You'll get a status message letting you know the status, along with everything the headcount365 system is pulling over.

Once the import is complete, you'll see a summary of your imported information, letting you know whether or not errors were found during the import process.

Use the headcount365 integration with Greenhouse Recruiting

Once the headcount365 and Greenhouse integration is set up, you can begin syncing headcount data seamlessly across the two platforms. This integration allows you to:

• Sync Job Requisitions: Approved job requisitions in headcount365 will automatically populate in Greenhouse, reducing manual data entry and ensuring accuracy across systems.
• Track Hiring Progress: Updates to job requisitions in Greenhouse, such as changes in candidate stages or offer statuses, are reflected in headcount365 in real-time, providing a single source of truth for headcount tracking.
• Automate Hiring Team Updates: Hiring team changes in headcount365 or Greenhouse trigger automatic updates in the other system, ensuring that all stakeholders are accurate at all times.
• Unlock Reporting and Insights: By syncing data from Greenhouse, you can access advanced analytics in headcount365, such as variance tracking between planned and actual headcount, hiring velocity metrics, and real-time dashboards that align talent acquisition efforts with financial planning goals.

When the integration syncs or updates data, headcount365 performs actions on behalf of the specified Greenhouse user. For transparency and troubleshooting, you will see all of headcount365's actions in Greenhouse attributed to this user.

Additional resources

For additional information or troubleshooting not covered here, reach out to support@headcount365.com.