The integration between Employee Referrals and the application tracking system Greenhouse was developed based on the Harvest API documentation from Greenhouse. The integration supports the following process steps: 

1. Job import from Greenhouse to Employee Referrals
2. Application export from Employee Referrals to Greenhouse or 
   - OR alternatively: Candidate Forwarding based on application URL (CEP - Candidate Experience Package)
3. Talent Scout Feedback export from Employee Referrals to Greenhouse
4. Recruiter Rating import from Greenhouse to Employee Referrals
5. Application status import from Greenhouse to Employee Referrals

Job Import from Greenhouse to Employee Referrals

Jobs are created as usual by the user in Greenhouse. The users are responsible for the content and completion of the jobs including adding additionally required information if necessary (e.g. selecting a reward). All Job Posts are imported and automatically published in the Employee Referrals account at 60-minute intervals as soon as they are LIVE in Greenhouse (independent from the job board on which the job is published). Furthermore, published as well as jobs in drafts are updated in 60-minute intervals in case recruiters make changes to the jobs in Greenhouse (e.g. wording of the job description, etc.).

During the job import, the integration automatically matches fields from Greenhouse to fields from Employee Referrals in order to ensure that jobs are imported and automatically published. Location, Department, Reward, and Branding (optional) within Employee Referrals are matched on an exact, case-sensitive, name basis. The mapping of the contact person requires the registration with the role Recruiter or Admin in Employee Referrals of the assigned contact person in Greenhouse. The mapping between the fields from Greenhouse and the fields within Employee Referrals is listed below. 

The creation and publication of jobs within Employee Referrals can be supported by the usage of custom fields in Greenhouse, mapping tables, or default values (see options below).

Please note: Only if, according to the specification, all mandatory fields in Employee Referrals can be filled, the job is automatically published. If mandatory fields alre missing, the integration will create a draft with all available fields filled.

Fields marked with * are mandatory fields for publishing jobs. 

Fields marked with ** are mandatory fields for creating a draft.

The job description within Employee Referrals is an HTML template that can be filled with textual standard fields only. Graphical elements such as icons, images, etc. are not in the scope of the integration.

Jobs are automatically set to the status “Closed” in Employee Referrals 24 hours after they have been closed in Greenhouse.

Application export from Employee Referrals to Greenhouse

The candidate completes the application in Employee Referrals. Employee Referrals creates a candidate profile via the API of Greenhouse with the information provided by the candidate.

Candidate profiles and applications are created via the Greenhouse API with the following information:

Candidate Forwarding (CEP)

The Employee Referrals Candidate Experience Package (CEP) is an alternative approach to the direct candidate export described above. In this process, the candidate begins the application in Employee Referrals and is then redirected via the application URL to the corresponding application form in Greenhouse.

Once the candidate has completed the application process in Employee Referrals, the Greenhouse API is triggered again by Employee Referrals. The candidate is identified based on the source, email, and job ID. After the application is recognized, the referral status in Employee Referrals is updated from "Accepted Referral" to "In Progress".

Synchronization requires that the candidate uses the provided application URL and completes the application using the same name and email address as in Employee Referrals. Automatic status synchronization is not possible if the candidate abandons the process and/or uses a different application URL. Additionally, the email address is used to correctly identify the candidate. Any discrepancy in the email address will block the synchronization of the application status and prevent further integration steps for that specific application.

Please note: This feature must be activated by the Radancy team, and the URL is required when the job is published.

Talent Scout Feedback Export from Employee Referrals to Greenhouse

The Talent Scout Feedback is an optional part of the recruiting process and depends on the Talent Scout. Employee Referrals complements the information that was added by the Talent Scout in the candidate profile (“Note”) in Greenhouse. 

Example

Recruiter Rating import from Greenhouse to Employee Referrals

The recruiter rating is an optional field, where the recruiter can rate the quality of the referral in a custom field “Firstbird Rating” (single select, custom_fields → firstbird_rating) in Greenhouse, which is synchronized at 60  minutes intervals with plus points rating in Employee Referrals based on the following logic:

Application Status Import from Greenhouse to Employee Referrals

The status of an application in Employee Referrals is synchronized at 60 minutes intervals with the workflow in Greenhouse. The goal of the application status synchronization is to close the referral in Employee Referrals when the candidate has reached a final status (“Hired” or “Rejected”) in Greenhouse.

The following status mapping is available by default:

Important note: Hiring the candidate in Employee Referrals requires the first day of work. As the integration does not import this date, the 1st of the next month is automatically set as the first day of work.