ERIN is an employee referral platform. Companies use ERIN to share open jobs with their employees, collect referrals, and track each referred candidate through hiring. Employees earn bonuses and points when their referrals are hired, and admins track referrals and hires by campaign.
ERIN's integration with Greenhouse Recruiting allows users to keep ERIN's job list in sync with open Greenhouse jobs, send employee referrals to Greenhouse as prospects with the referring employee credited, tag and annotate referred candidates in Greenhouse, and keep each referred candidate's stage in ERIN current as they move through the Greenhouse hiring process.
Configure the ERIN integration
ERIN connects to Greenhouse Recruiting through Harvest v3 with OAuth 2.0. A Greenhouse admin approves ERIN once from inside ERIN, and no API keys are created or copied.
Requirements
- In Greenhouse: Site Admin, or a user with the Can manage ALL organization's API credentials permission. Only Site Admins can connect with a service account.
- In ERIN: a company admin account.
Connect ERIN to Greenhouse
In ERIN, open Integrations from the left menu, click Create Integration, choose Greenhouse, tick Candidates and Jobs, and click Connect with Greenhouse.
Sign in to Greenhouse if prompted. Greenhouse shows the permissions ERIN requests (listed under Permissions ERIN requests below).
Choose how ERIN acts in Greenhouse. A service account is recommended, so the connection does not depend on one person's account and ERIN's updates are attributed to the integration. See Connect to Harvest v3 partner integrations for how service accounts work. Then click Authorize.
Greenhouse returns you to ERIN. ERIN sets up two syncs, Jobs and Candidates, and runs the first job sync.
Each sync has its own schedule: every 2, 4, 6, 8, 12 or 24 hours (default 6). Open the Candidates sync's settings and set:
- Referral Source ID: the Greenhouse source ERIN sets on referred applications. Greenhouse's built-in Referral source has ID 4000031002 in every account; for a custom source, ask ERIN support to look up its ID. Without it, ERIN neither sets the source nor credits the referring employee.
- Protected source names (optional): Greenhouse sources ERIN must not overwrite, separated by |. If an application already has one of these sources, ERIN leaves its source and referrer unchanged.
- Referral tag (optional): a candidate tag ERIN applies to referred candidates. ERIN creates the tag in Greenhouse if it doesn't exist.
- Recruiter note (optional): a note on the candidate addressed to the application's recruiter. Greenhouse does not send a notification for notes added through the API.
- Create prospects for stale referrals (optional): how many days (1 to 365, default 7) ERIN waits before sending a referral to Greenhouse as a prospect.
To send answers from ERIN's referral form to Greenhouse candidate custom fields, open the question in ERIN's referral form builder and enter the Greenhouse custom field under ATS Field Mapping > ATS Field ID.
To disconnect, go to Configure > Dev Center > Connected integrations in Greenhouse, open ERIN, and click Disconnect. ERIN stops syncing immediately.
Moving from an older ERIN connection
If ERIN previously connected with a Harvest API credential (a client ID and secret, or an older API key), connect with the steps above first. Then revoke the old credential in Configure > Dev Center > API Credential Management. See Manage Harvest API credentials permissions.
Permissions ERIN requests
| Access | Greenhouse resources |
| Read | Jobs, job posts, job boards, departments, offices, job post locations, hiring managers, job owners, users, applications, candidates, sources, referrers, offers, custom fields, candidate tags, notes |
| Create | Candidates, applications (prospects), candidate tags, applied candidate tags, notes, referrers (only when referrer creation is turned on) |
| Update | Applications (source and referrer only), candidates (custom fields only) |
Data ERIN reads from Greenhouse
| Greenhouse data | Used in ERIN for |
| Open jobs with a live job post: title, description, department, location, employment type, job post URL | ERIN's job list, which employees share and refer to |
| Job boards, job posts, offices, hiring managers and recruiters | Choosing each job's display post and location |
| Applications and candidates: name, email, status, last activity | Matching referrals to Greenhouse applications and updating their status |
| Sources, referrers and users | Showing who is credited with each application, and finding the referring employee in Greenhouse |
| Offers (hired applications only) | Hire and start dates, where mapped |
ERIN's job list only includes open jobs. When a job closes in Greenhouse, or loses its last live post, ERIN normally closes it on the next sync. To protect against partial data, ERIN skips closures when a sync returns far fewer jobs than expected. ERIN never changes jobs, offers, openings or job custom fields in Greenhouse.
Data ERIN writes to Greenhouse
| Action | Greenhouse fields | When |
| Credit the referral | Application source and referrer | When a referred candidate's Greenhouse application is matched to an ERIN referral |
| Tag the candidate | Candidate tag | Right after the referral is credited, if a tag is set |
| Add a recruiter note | Candidate note addressed to the application's recruiter | Right after the referral is credited, if turned on |
| Create a prospect | New candidate (first name, last name, email, phone) and a prospect application on the referred job | If prospect creation is on and a referral is still unaccepted with no application after the set number of days. Checked hourly. |
| Referral form answers | Candidate custom fields mapped in ERIN's referral form builder | When a referred candidate is first matched |
ERIN finds the referring employee in Greenhouse by email: it looks up the Greenhouse user whose primary email matches the employee's, then that user's referrer record. If there is no such user, or the user has no referrer record yet, ERIN sets the source without a referrer.
Two optional settings, which ERIN support turns on per company, cover referring employees who are not Greenhouse users:
- Match referrers by name: when the email lookup finds nothing, ERIN credits a referrer record with the employee's name, but only if exactly one record matches and no Greenhouse user is linked to it.
- Create referrers: when no Greenhouse user has the employee's email and no referrer record has their name, ERIN creates a referrer with the employee's name. This needs the create-referrers permission. Without it, ERIN sets the source without a referrer.
Field mapping
ERIN's default mappings are below. Admins can review and change the field and status mappings on the integration in ERIN.
Jobs (Greenhouse to ERIN)
| Greenhouse field | ERIN field |
| Job ID | External job ID |
| Job post title | Job title |
| Job post content (plus the public job board's pay transparency block) | Description |
| Job post public URL | Apply link |
| Internal job board application link | Internal apply link (jobs with a live internal post) |
| Department | Department |
| Job post location (city, state, country) | Location |
Job custom field with key employment_type
|
Employment type |
Candidates and applications (Greenhouse to ERIN)
| Greenhouse field | ERIN field |
| Application ID, candidate ID, job ID | Greenhouse application, candidate and job IDs |
| Candidate first and last name | Candidate name |
| Candidate email addresses | Candidate email (used to match the referral) |
| Application status | Application stage: rejected to Not Hired, hired to Hired, open applications to Applied or Interviewing |
| Application source, credited-to referrer | Source and credited referrer |
Use the ERIN integration
After the connection is set up, the integration runs on each sync's schedule. Nobody needs to start it by hand.
How open Greenhouse jobs appear in ERIN
Publish a job post for an open job in Greenhouse.
On the next Jobs sync, ERIN adds the job to its job list with the post's title, description, location and apply link.
Employees see the job in ERIN and can share it or refer someone to it. When the job closes in Greenhouse, ERIN closes it too.
How a referral is credited in Greenhouse
An employee refers a candidate to a job in ERIN. Or the employee shares the job, and the candidate enters their details on the employee's share page before applying.
When the candidate's application shows up in Greenhouse, ERIN matches it to the referral by the candidate's email address and the Greenhouse job.
ERIN sets the application's source to your Referral Source ID, credits the referring employee as the referrer, and adds the referral tag and recruiter note if you set them.
How referred candidates are sent to Greenhouse as prospects
If prospect creation is on, ERIN sends a referral to Greenhouse as a prospect when the candidate hasn't accepted it, there's no Greenhouse application for it, and it is older than the number of days you set.
ERIN checks whether a Greenhouse candidate with that email already exists.
If not, ERIN creates the candidate with a prospect application on the referred job, crediting the referring employee when ERIN finds their referrer record. If the candidate exists, ERIN adds the prospect application to them, or reuses an active prospect application they already have.
How application stages stay up to date
As the candidate moves through hiring in Greenhouse, ERIN updates their application stage on each Candidates sync. By default, rejected applications show as Not Hired, hired ones as Hired, and open ones as Applied or Interviewing. Admins can change this in the integration's status mappings, and ERIN flags any new Greenhouse status for mapping. Employees see the stage in ERIN, and hired referrals become eligible for the company's referral bonus.
Additional resources
For additional information not covered here, reach out to support@erinapp.com.
Common questions
The referral source is set, but no referrer is credited. ERIN credits the employee whose email matches a Greenhouse user's primary email, and only if that user has a referrer record in Greenhouse. Make sure the employee has a Greenhouse user with the same primary email as in ERIN and has been set up as a referrer. For employees who are not Greenhouse users, ask ERIN support to turn on referrer matching by name or referrer creation.
A job is missing from ERIN. ERIN syncs open jobs that have at least one live job post. Check that the job is open and its post is live, then wait for the next sync.
ERIN stopped syncing. Greenhouse ends a connection that goes unused for 14 days, or that an admin disconnects. Reconnect from ERIN with Connect with Greenhouse. If the person who connected left the company, reconnect with a service account.
Greenhouse says ERIN is missing a permission. The person who connected may lack a Greenhouse permission ERIN needs. Reconnect as a Site Admin or with a service account.