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
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)
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
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
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
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
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.