Greenhouse

The setup guide provides step by step guidelines and instructions on connecting the GreenHouse account with the Harver that will allows you to invite candidates to an assessment and see the candidate results in the GreenHouse.

Before setting up the integrations, check the Integration Guidelines and Integration FAQs to make sure you have all necessary information and configurations ready in Harver Platform.

In this Guide

1. Instructions before enabling Integrations
2. Harver Integration Configuration Steps
3. Greenhouse Integration Configuration Steps
   1. Create and Retrieve User ID
   2. Create the API Harvest Key
   3. Setting up Webhook
   4. Job Template with Harver Stages
   5. Custom Fields on Candidate Level & Application Level
   6. Custom Fields on Job Requisition Level
4. Inviting candidate to Harver Assessment
5. Candidate progress & results
6. Validating Integration Setup
7. Additional Questions/Support

Instructions before enabling Integrations

Before enabling integrations;

1. The requisitions and workflows are are added in the GreenHouse and Harver Platform..
2. Make sure you haver the UserID, API Key and Secret Key generated in GreenHouse.

Harver Integration Configuration Steps

Login to Harver platform to perform below steps. You must be a Harver Admin to be able to complete all these step.

1. In Harver platform, go to Integration Menu tab and clicks Add new integrations. Select the GreenHouse from drop down and Clicks Add Integrations.
2. This will start configuring the integration and progress will be shown. Once completed, click on Continue to Overview.
3. In General Overview, only ATS First Ad-Hoc integration pattern is supported so will be enabled by default.

4. Then go to section Credentials, and configure;

   1. API Key - Used to generate the 'authorization' header.

   2. User ID - Used as the 'on-behalf-of' header when making requests

   3. Secret Key - This secret key is validated in start assessment and is used by GreenHouse to generate a signature header which is then used when making requests to Harver; and Harver will verify the webhook data sent from Greenhouse.

   You can find details below in Greenhouse integration configuration section on how to get these credentials.

   

5. Next Click ATS to Harver in the side bar and

   1. Click Trigger Stages tab to configure the stage when the candidate lands on this stage, Harver validates inbound method to invite person to Harver. Use the exact Greenhouse Standard stage name.

   2. Click Vacancy Mapping tab to configure mappings between Harver and Greenhouse. The vacancy mapping allows the ATS to properly map the data needed to connect to the correct vacancy.

   1. Add Mapping name.

   2. Correct conditions e.g. Job Title that contains Business. See below;

   3. And make sure to select correct Harver vacancy to map. Save the configurations.

6. Next click Harver to ATS in the side bar and click on Custom fields Mappings tab to configure outbound custom fields mappings i.e.;

   1. Overall Score

   1. Enable the overall score

   2. Add ATS custom field name.

   3. Check if this value can be inserted on candidate and/or application level.

   2. Perform same action for Matching label, Candidate Details Page & Matching Indicator.

7. Next click Completed Stages tab to configure ATS stage id in order to move to the stage by using the exact Greenhouse Standard stage name.

8. Next click on Reports tab to configure reports;

   1. PDF Report as a File

   2. Fact Sheet as a FileFor both reports, make sure to configure the ATS attachment Type as well as ATS visibility for reports.

9. Next click Auto rejection tab to enable the auto rejection criteria for candidate. This will allow you reject the candidate for defined criteria. Configure followings;

   1. Select option Matching Profile vs Matching indicator KMI

   2. Provide Name

   3. Condition e.g. Equal/Not Equal

   4. Value

   5. Greenhouse rejection reason: ATS ReasonID provided by Greenhouse

   6. Email delivery hours: 24

   7. Email template ID: ATS ID provided by Greenhouse

10. Once all steps and configurations are completed, go back to General section and enable the integration.

If enabling integration fails, error will be shown. Please fix particular issue to enable the integrations successfully.

Note that incase you want to discontinue with ATS or disable integration due to some reason, same configuration toggle is used to disable the integration with ATS.

Greenhouse Integration Configuration Steps

To configure the Harver integration in GreenHouse ATS, also follow the Greenhouse support pages

To enable the integration in the GreenHouse ATS, follow the below steps in GreenHouse i.e.

Create and Retrieve User ID

1. Create a user dedicated to integration as per Greenhouse support article.
2. Once created, click the Configure icon in the upper right-hand corner and navigate to Users on the left-hand panel to retrieve the user ID.
3. Export the file to retrieve the user ID to configure it in Harver Configuration Credential Section.

Create the API Harvest Key

1. Create a Harvest API key for Harver as per steps in Greenhouse support article
2. Make sure to grant permissions (all applicable permissions from the categories listed below):
   1. Applications
   2. Candidates
   3. Custom Field Options
   4. Custom Fields
   5. Job Posts
   6. Job Stages
   7. Jobs
   8. Rejection Reasons
   9. Sources
   10. Tracking Links
3. Once done, configure it in Harver Configuration Credential Section.

Setting up Webhook

Greenhouse will send a webhook to Harver for triggered events for example, when a candidate in Greenhouse is moved to Harver Assessment or Video Interview – and a webhook is configured, data about the event is sent to a specified start assessment endpoint.

1. To setup webhooks in Greenhouse, go to Configure > Dev Center > Web Hooks > Create a New Web Hook
2. Follow Greenhouse Webhook article and configure secret key in Harver integration Credentials section. The endpoint URL needed will be provided by the Harver team.

Job Template with Harver Stages

Create job template with Harver stages that will be used in Greenhouse for all jobs that have a Harver flow. Follow Greenhouse support article. Define statuses for:

1. Assessment invitation trigger or Harver Assessment in Progress
2. Assessment completed

Custom Fields on Candidate Level & Application Level

Create a custom fields for Candidate level and Application level (based on your preference) for Harver matching score, Harver report URL and Harver matching profile. Follow below instructions;

1. To create a custom job fields for Candidates or Application level, click the Configure icon on your navigation bar, then select Custom Options on the left.
2. To created on candidate level, click Candidates from the Custom Options page.
3. Click on add field

4. Start with Harver matching score with field type of number.

   1. Copy the Immutable key harver_matching_score and configure it in Harver integrations configuration Harver to ATS section to detect the presence of this value.

5. Then do same for the Candidate report URL with field type as URL.

   1. Copy the Immutable key harver_report_url and configure it in Harver integrations configuration Harver to ATS section to detect the presence of this value.

6. Next create for Harver matching profile with field type of Single Select. Add one option in each line. We suggest using the matching labels Great fit, Good fit and Poor fit.

   1. Copy the Immutable key harver_matching_profile and configure it in Harver integrations configuration Harver to ATS section to detect the presence of this value.

Once custom fields are completed for Candidates level, then configure same custom fields on application level by clicking Applications from the Custom Options page. This is optional configurations and based on your preferences.

Custom Fields on Job Requisition Level

Create a custom field on Job requisition level for Harver assessment selection. This is where Harver assessments will be added as parameters, which then need to be mapped in Harver Integration configuration Vacancy Mappings section.

1. Click Jobs from the Custom Options page.
2. Click on Add field.

3. Fill in the data as you prefer. The relevant information for the integration is:

   1. Name: it can be any name you prefer, we suggest "Harver assessment")

   2. Field type: single-select

   3. Options: Add all the Harver assessment names per line.

Inviting candidate to Harver Assessment

1. Select Job and then click Job Setup in job configurations.
2. Scroll down to Interview plan and click add stage
3. Create new stages with name i.e. Harver Assessment in Progress & Harver Completed. If you already have created before, then you can also copy from previous job templates.
4. Now Harver stage is added in flow and is ready to invite candidate for an assessment. Recruiters can move candidate to Harver stage by selecting the candidate and clicking Move stage.
5. And move candidate to Harver Assessment stage to trigger the Harver assessment and email invite will be sent to candidate.

Candidate progress & results

1. When candidate is transition to Harver stage in the workflow, applicant will sent to invite email to start the assessment at Harver. In GreenHouse, you will be able to see which stage candidate is in.
2. When the assessment is completed, you will be able to see the stage is completed and assessment results will be loaded to candidate profiles.

Validating Integration Setup

Please take a moment to ensure your Integration setup was configured successfully. We recommend you complete the following steps:

1. Create a test Job Requisition for a position that will GreenHouseage an assessment.
2. Add the appropriate Harver Job Code/assessment to the test requisition.
3. Complete a candidate application, including the assessment.
   1. Confirm the candidate experience.
4. Review results on hiring dashboard in your ATS and confirm you see the following:
   1. Assessment Recommendation.
   2. Link or access to the full report details.

Additional Questions/Support

For any additional queries, please contact support team at support@Harver.com