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Using Your Greenhouse Integration
Using Your Greenhouse Integration

This is a user guide for recruiters that have a Greenhouse integration will RippleMatch.

Magx D avatar
Written by Magx D
Updated over a week ago

What is the purpose of this document?

This document is for all recruiters who utilize the Greenhouse <> RippleMatch integration. This document will provide information on the following:

What features are supported by the Greenhouse <> RippleMatch integration?

Candidate Push

This allows us to push a candidate’s application from RippleMatch to Greenhouse. Rather than having the candidate complete an external application link, we will be able to automatically send their application directly into Greenhouse.

In addition to the candidate’s application record, we will be able to push the following candidate information into Greenhouse:

  • Full Name

  • Email

  • Phone Number

  • Resume

  • Other Attachments

    • E.g. transcript, portfolio, extra documents, etc.

  • Candidate Source

    • This allows you to easily identify that RippleMatch is the source these candidates are coming from within your ATS

  • URL

    • This is a link to the candidate’s RippleMatch profile

  • EEO

    • This is an optional feature which can be enabled

Expected Behavior

  • Upon clicking Advance on a candidate in your review feed, you will see a new screen called Advance to Next Step

  • On this screen, you should see a drop down list titled ATS Integration. This list will contain all of your open requisitions within Greenhouse, however the default selection should be to the corresponding Greenhouse requisition for this RippleMatch role

  • Click Advance to trigger the upload of this candidate into Greenhouse

  • Then, you can log into Greenhouse and search for the name of the candidate that you’ve just advanced and find their application along with the additional candidate information outlined above

    • The candidate will typically be uploaded into Greenhouse in under 5 minutes!

Here is a short video outlining what this should look like!

Below are additional features available with the Greenhouse <> RippleMatch integration

EEO

This is a feature which can be enabled for the Greenhouse <> RippleMatch integration. This feature allows us to push a candidate’s EEO information into Greenhouse along with the candidate application and information listed below. The EEO information included are:

  • Ethnicity

  • Gender

  • Disability Status

  • Veteran Status

Expected Behavior

  • Upon advancing a candidate from RippleMatch into Greenhouse, you can search for the newly uploaded candidate within Greenhouse

  • When you click into the candidate, click on Application, then scroll down to Job Post and you will see that the EEOC data has been submitted

Here is a short video outlining what this should look like!

Candidate Status (2-Way Sync)

This is a feature which can be enabled for the Greenhouse <> RippleMatch integration. This feature enables us to see what Greenhouse stage a candidate is in and allows us to update it in RippleMatch’s Track section. This is to ensure that recruiters have a consistent view of where a candidate is within the application process in both Greenhouse and RippleMatch.

Greenhouse will be the ‘source of truth’ of the candidate’s application stage and RippleMatch will update to reflect this accordingly.

Below are the static RippleMatch stages which we can map to Greenhouse stages. Your Solutions Architect will work with you to determine the appropriate mapping of stages between RippleMatch and Greenhouse.

  • Application Pending

  • Introduced

  • Working

  • First Round

  • Second Round

  • Final Offer

  • Offered

  • Accepted

Expected Behavior

  • As you advance candidates through the application stages in Greenhouse, candidates’ status will be updated in the RippleMatch Track section

  • This sync runs every 6 hours

Here is a short video outlining what this should look like!

Custom Question Mapping

This is a feature which can be enabled for the Greenhouse <> RippleMatch integration. This feature enables us to pull the Job Post Questions (supplemental questions) set up for a particular role, have candidates respond to it when applying on RippleMatch, and push their responses back into Greenhouse upon advancing.

Expected Behavior

  • First, you will have to ensure that the Job Post questions have been set up in Greenhouse for each of your roles that are also posted in RippleMatch

  • Then, you’ll want to ensure that the jobs all have a Job Status of ‘Open’ and have a status of ‘Live’ in the corresponding Job Board you’ve provided a Job Board Token for

  • From there, we will be able to pull all of the supplemental questions associated with a particular job

  • As candidates apply for your roles on the platform, they will be able to respond to these supplemental questions while filling out the rest of the application

  • Upon advancing a candidate from RippleMatch into Greenhouse, you can search for the newly uploaded candidate within Greenhouse

  • When you click into the candidate, click on Application, then scroll down to Job Post and you will see the candidate’s responses under Job Post Questions

  • There may be a delay of upwards of 2 minutes between the candidate’s application being uploaded to Greenhouse and their job post responses being posted

    • Any manual or automated intervention with the candidate record during step can disrupt this process

    • If there are any automated processes set up in Greenhouse, please let your Solutions Architect know as this may disrupt the expected behavior of this feature

Here is a short video outlining what this should look like!

Upload Rejected Candidates

This feature can be enabled for the Greenhouse <> RippleMatch integration. When enabled, it allows rejected candidates in RippleMatch to be uploaded into Greenhouse, with a specific custom rejection reason.

Expected Behavior

  • When you click Reject on a candidate in RippleMatch, you will have the option to select the reason why you are rejecting the candidate

    • This will directly reflect the rejection reasons you have set up in Greenhouse

  • Then, upon rejection, we will upload the candidate to the default stage in Greenhouse

  • Then, we take a second action through the integration to reject the newly uploaded application

  • There may be a delay of upwards of 2 minutes between the candidate’s application being uploaded to Greenhouse and being rejected in Greenhouse

    • Any manual or automated intervention with the candidate record during this delay can disrupt the rejection

    • If there are any automated processes set up in Greenhouse, please let your Solutions Architect know as this may disrupt the expected behavior of this feature

Here is a short video outlining what this should look like!

Upload Event Attendees

This is a feature which can be enabled for the Greenhouse <> RippleMatch integration. This feature allows us to upload Event Attendees as a Prospect within Greenhouse.

Expected Behavior

  • When a candidate is marked as an Event Attendee within RippleMatch**,** they will automatically be uploaded into Greenhouse as a Prospect

  • From there, you can look up the prospect in Greenhouse

  • When you click into the prospect, you can see what event they attended by navigating to the Details tab under the prospect, then scroll down to the Additional Details section. From there you will see a field called RippleMatch Event with the value holding the name and date of the event

Here is a short video outlining what this should look like!

Custom Sources

This is a feature which can be enabled for the Greenhouse <> RippleMatch integration. This feature allows us to import candidate sources from Greenhouse and map those sources to RippleMatch Marketing Channels. For instructions on how to map your sources, please visit the Frequently Asked Questions section.

Expected Behavior

  • If you are leveraging Tracking Links on RippleMatch, you will likely have a number of Tracking Links under different RippleMatch Marketing Channels

  • Once your Greenhouse Custom Sources have been mapped to the RippleMatch Marketing Channels, you will see candidates with these custom sources in Greenhouse

  • Any unmapped sources will default to ‘RippleMatch’

Here is a short video outlining what this should look like!

Best Practices

In this section, you will find some best practices to ensure a seamless integration.

  • Open Requisitions → we are only able to send candidates to a requisition if it has an Open status within Greenhouse. If you need to close a job posting within Greenhouse, please notify your CSM immediately and either provide a new Req ID you’d like us to use for your RippleMatch role or let us know to Pause or Remove the role from the platform.

  • Job Post Questions → we highly recommend that you do not change Job Post Questions once your roles are already live and have candidates in review. This will lead to errors in uploading candidates from RippleMatch to Greenhouse due to a mismatch of the expected supplemental questions.

  • Permissions for Event Attendees → you will only be able to see prospects in Greenhouse (this is how Event Attendees are uploaded into the ATS) if you have either Job Admin or a Site Admin access + have permission for ‘manage unattached prospects’ on your Greenhouse account.

  • Candidates Moving Between Roles → if you are utilizing the Candidate Status (2-Way Sync) feature, we highly recommend that you do not move candidates in between roles in Greenhouse. Once a candidate is moved out of the initial role they were advanced to, we lose visibility of the candidate’s application stage and will be unable to update their status in RippleMatch’s Track section, which will impact analytics.

  • Manual or Automated Candidate Interventions → if you are utilizing the EEO, or Custom Question Mapping, or Upload Rejecting Candidates features, you will need to inform your Solutions Architect if there are any manual or automated candidate actions that take place as soon as a candidate is uploaded into Greenhouse. These three features utilize either an auto-merge function or a two-step process to complete an action and any interventions during this sequence may disrupt the process.

  • Merging Candidates → if you manually merge a RippleMatch candidate with a pre-existing candidate in Greenhouse and the Candidate ID gets overwritten of the RippleMatch candidate, then we will lose the ability to use the Candidate Status (2-way sync)

How can I get additional information on the Greenhouse <> RippleMatch integration?

For questions related to setting up your Greenhouse integration, please reference this Set Up Guide. To view our Frequently Asked Questions related to Workday, please reference this article.

For all other questions, please email support@ripplematch.com, reach out to your Customer Success Manager, or reach out to your Solutions Architect.

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