How do I setup an integration with Greenhouse?

Splash’s integration with Greenhouse enables you to automate your recruiting process by syncing candidate data quickly and accurately tracking candidates sourced from, and influenced by, events. 

Download the Greenhouse PDF Guide

 

How do I create a Greenhouse integration?  

Where to begin:

1. From your Integrations dashboard, click New Integration. 

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Choose Greenhouse Candidates and Prospects (v2) from the list of available integrations:

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* Don’t see Greenhouse? Reach out to your CSM to make sure you have access! 

2. Once you have selected “Choose” under Greenhouse Candidates and Prospects (v2), you'll be prompted to fill out specific fields to authenticate your account. These fields include:

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  • Greenhouse User Email   

Once you have both the Harvest API Key and Greenhouse User Emails entered, scroll to the bottom and select Save. 

3. Integration Name and Triggers: Once the account authentication process is complete, you'll be able to enter an Integration Name and Trigger(s)

By default, the Integration Name field displays Greenhouse Candidates & Prospects (v2). Simply enter a new name for the integration if desired.

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The Action field indicates the action the integration will perform. This read-only field displays Prospect Action and may not be changed.

The Trigger field indicates the cause for the integration to take this action. The triggers available in the pick list represent actions guests can take. As a heads up, Greenhouse only fires on Attendee actions, not event creation. 

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If the Attendee Action being configured, for example, is RSVP Yes, that means when a guest registers for an event in Splash, that information will be sent to Greenhouse. 

4. Trigger Conditions: Next, you can configure your integration Trigger Conditions to fire only for specific events types. 

Let’s say you have recruiting events plus internal events. You can dictate that your recruiting events attendees sync to Greenhouse, but your internal events don’t. 

Simply check the box next to Only Trigger for Specific Event Types and chose from your Event Type List: 

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By leaving this section blank, the integration is set to apply to all events and user groups. 

5. Notes in Activity Log: Now, we need to update the Notes section. This element, enabled by default, is used to write notes about guest actions to the Greenhouse Activity Feed. Image_2020-01-07_at_9.46.04_AM.png

Notes are set up as templates with both static text and dynamic tags. Combining the two creates meaningful notes that change according to context, and can be added to the activity feed. 

A dynamic tag stands in for information that will be filled in later when the integration runs, much like a variable in a script or program. You can access a complete list of available tags by clicking on the View Dynamic Tags link just below the field. 

6. Tags: Right under your Notes section, you also have Tags

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Tags are used to capture more searchable information about candidates. By default, this feature is not selected. Select the checkbox above the Tag Template field. 

Similar to Notes, Tags use a combination of dynamic tags and static text to convey dynamic information. You can choose to use Notes, Tags, both, or neither - it is entirely up to your organization’s needs!

Mapping Fields to Greenhouse

Mapping the integration defines what information is synced from Splash to Greenhouse and identifies where Splash sends this information to in Greenhouse.

Fields are mapped by first choosing the data for Splash to send to Greenhouse. This consists of an object and an associated field from that object. Next, identify the Greenhouse candidates and prospects field to which the information maps.

  1. Click the Add a Field button.

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  2. In the Splash Object field, select the object to map. This will determine where the Splash Field is pulling from. 

    If you select Contact, you will see form questions and guest information. If you select Event, you have the option to map information from your Event Settings.

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  3. In the Splash Field dropdown, select the data field to map. As an example, this could be First Name of a guest or Event ID:

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  4. In the Remote Field dropdown, enter the name of the Greenhouse field the Splash information will be mapped to.

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    This field searches through the Greenhouse fields to find a match to the text being entered. Once the field being sought is found, select it.
  5. Repeat these steps to map all the desired values.

 Please note: first_name and last_name are required fields in Greenhouse and can't be removed. 

Adding a Resume Form Question

One of the most central parts of Greenhouse is collecting resumes and keeping track of the positions in which prospects have an interest. Splash helps to collect this information by mapping Splash Form questions to Greenhouse Candidate fields. Let’s see this by first adding questions to the event form.

  1. In the Splash Event Dashboard, select the Registration Form touchpoint. 
  2. Select the Add Question button. 
  3. Locate the Resume question and click Add to Form. 
  4. The form is updated to include the Resume field and a prompt to drag and drop or upload a file.

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Add a Job Title Form Question

  1. Job Title requires a bit more setup since the job names to display differ from the job IDs used by Greenhouse to track them. 
  2. In the Registration Form, select the Add Question button.
  3. In the Choose Question window, navigate to the Create New tab.
  4. Select the Radio option.

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  5. In the Label field, enter a label for the new question. This is what your candidates will see when submitting the form. 
  6. Use the Field Name to identify the question, such as job_id. 
  7. Click the Advanced menu accordion. 
  8. Below the Helper Text input field, locate the Response options values are the same as label option, deselect it.

    Now when creating your answers, they can have user-readable labels while retaining the Greenhouse job ID behind the scenes.
     
  9. In the Radio Options section, add a new job option.   
  10. Once created, click to access the options. In the Option Value, enter the job ID number as it might appear in Greenhouse.

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  11.  Click Done and repeat this for any additional options.

  12. Once you have finished creating your options, click Save to lock in your changes.
    Note: Be careful not to overwrite the visible name with the Option Value accidentally. 

Mapping the Fields

Resumes and Jobs are fields in Greenhouse, just like a name or email address. Just as in section 5.1, resumes and jobs can be mapped from the contact in Splash to the corresponding remote field in Greenhouse. Back in your integration: 

  1. Create two new field mappings.
  2. Set both objects to Contact.
  3. Set the Splash Field for one to Resume, and the other to Job Title. 
  4. Then in the Remote Field dropdown, select the corresponding Resume and Jobs options.

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  5. Turn on and Save the Integration: When configuration is complete, save all your work by clicking the Save button. Then scroll to the top of the integration and toggle the switch to turn it On

Note: If an issue occurs with the integration, use the Activity Log to troubleshoot. Access the log via the button located on the bottom-left side of each configuration. It contains a complete record of everything that has happened to the integration.

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