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TeamOhana integration

TeamOhana empowers fast-changing businesses to execute their strategic hiring plans on time and within budget by unifying data, people, and processes in a collaborative platform so they can achieve their business goals faster.

TeamOhana's integration with Greenhouse Recruiting allows the following:

  • Creation of jobs and openings in Greenhouse from headcount in TeamOhana, autofilling internal and external job names and opening IDs to reduce manual data entry
  • Association of approved and open headcount in TeamOhana with existing jobs and openings in Greenhouse, automating hiring updates in a centralized platform viewable by all stakeholders
  • Visibility into offer details in real time, highlighting budget vs. actual for each headcount and automatically reconciling costs so Finance doesn't have to
  • Visibility into candidate name and email address, which TeamOhana uses to match new employee information from the HRIS and close out the headcount in the hiring plan

In this article

Set up the Greenhouse Recruiting / TeamOhana integration

Before you begin

Make sure you have:

  • Site Admin permissions in Greenhouse Recruiting
  • Admin access to your TeamOhana account

Note: Authorization must be completed by a Greenhouse Recruiting Site Admin. If you don't have Site Admin permissions, ask your Greenhouse administrator to complete these steps.

Required permissions

When you connect the integration, you'll see the list of permissions required by TeamOhana. TeamOhana defines these scopes; you don't choose them individually. To proceed with the integration, you must accept them when you authorize TeamOhana in Greenhouse.

The scopes fall into two groups: scopes that TeamOhana features use today, and scopes requested in advance for upcoming features.

Scopes in use today

Of these scopes, TeamOhana only reads candidate, application, and offer data. Write access is limited to creating and updating jobs and openings, managing a job's hiring team, and granting or revoking job-level permissions for hiring team members.

Connect Greenhouse from TeamOhana

Log in to TeamOhana as an Admin user.

Click Settings > Integrations > Link ATS.

Link ATS option in TeamOhana Settings > Integrations

Select Greenhouse from the list of ATS integrations.

Select Use my credentials (recommended). You'll be redirected to the Greenhouse sign-in page.

At the bottom of the page, enter the email address of your Greenhouse Site Admin account and sign in.

Greenhouse sign-in page with the Site Admin email field

Greenhouse will ask you to authorize TeamOhana to access your account. Review the scopes TeamOhana requests (see Required permissions) and accept them. Then, at the bottom of the page, select Authorize using a service account, then click Authorize.

Greenhouse authorization page with Authorize using a service account selected

Once authorization is complete, the Greenhouse Recruiting / TeamOhana integration is enabled.

TeamOhana's implementation team will work with you directly to collect information about your offers and offer fields to complete the integration setup.

Use the TeamOhana integration with Greenhouse Recruiting

When the integration is enabled, you can automate new job creation from TeamOhana and centralize all hiring and offer updates in one platform.

Automate job and opening creation

Once a headcount is approved for recruiting, users can automate the job and opening creation process.

  • On the headcount in TeamOhana, click the Hiring Details tab and make sure Ready to hire is enabled.
  • Select Create job in Greenhouse.
  • Internal and external job names and the Opening ID field are autofilled. Complete the remaining fields (template job, department, office, and requisition ID) to create your Greenhouse job and opening.
  • The new job and opening are automatically linked to the headcount, and all hiring updates for the opening sync to TeamOhana.

Create job in Greenhouse from a TeamOhana headcount

Create new openings automatically

If a headcount is approved for recruiting and a job already exists in Greenhouse, users can automate opening creation from TeamOhana.

  • On the headcount in TeamOhana, click Hiring Details and make sure Ready to hire is enabled.
  • Select the Greenhouse job from the dropdown menu, then under Opening ID, click Create opening in Greenhouse.
  • The opening ID is autofilled with the headcount ID from TeamOhana. Verify that all information is correct, then click Create.
  • The new opening is automatically linked to the headcount, and all hiring updates for the opening sync to TeamOhana.

Create opening in Greenhouse from a TeamOhana headcount

Link automatic job and hire updates

If a headcount is approved for recruiting and a job and opening already exist in Greenhouse, users can link both to the headcount in TeamOhana to centralize all hiring updates.

  • On the headcount in TeamOhana, click the Hiring Details tab and make sure Ready to hire is enabled.
  • Click the dropdown menu under Job ID and select the job, then the opening, to link to the headcount.
  • From then on, all hiring updates for the opening sync to TeamOhana.

Link an existing Greenhouse job and opening to a TeamOhana headcount

When an offer is created for the opening in Greenhouse, offer details sync to TeamOhana, including candidate name, email address, offer start date, base salary, and more. When the candidate accepts the offer and is marked as hired in Greenhouse, the headcount status updates to Hired in TeamOhana.

When the candidate is added to the company's HRIS as a new employee, TeamOhana recognizes the match across the ATS, the HRIS, and the hiring plan, and links the new employee's HRIS record to the headcount. The headcount status then updates to Closed.

Headcount status closed in TeamOhana after HRIS match

Additional resources