Integrating with Greenhouse (Updated v2->v3)

greenhouse integration connect pin to greenhouse recruiting to push sourced candidates, resumes, and applications directly into your greenhouse pipeline — no csv exports, no copy paste pin uses greenhouse's harvest v3 api with oauth 2 0 you authorize pin once from inside greenhouse, and pin receives a scoped, revocable connection to your organization no api key is created, stored, or shared migrating from an older pin ↔ greenhouse connection? greenhouse is deprecating the harvest v1/v2 api if your pin account was connected with a harvest api key, you need to reauthorize using the steps below connections that aren't migrated will stop working once v1/v2 is turned off keep your existing v1/v2 api key in place until you've confirmed the new connection is working — see migrating from an api key connection https //docs pin com/integrating with greenhouse updated v2 greaterv3#migrating from an api key connection before you start requirement detail greenhouse permissions site admin, or a user who can manage all of your organization's api credentials standard users cannot complete this authorization greenhouse product tier core, plus, or pro pin permissions admin on your pin workspace login method you'll sign in to greenhouse with email and password, or with sign in with google if that's how your organization authenticates recommended have a site admin run the connection so you can authorize with a service account (see step 4 https //docs pin com/integrating with greenhouse updated v2 greaterv3#step 4 choose an authorization method ) this keeps the integration working even if the person who set it up later leaves your company what pin can access during authorization, greenhouse shows you exactly what pin is requesting pin asks for the minimum set of permissions needed to source candidates into your pipeline greenhouse category permission what pin uses it for candidates & prospects candidates — list checks whether a candidate already exists in greenhouse before creating a duplicate candidates — create adds candidates and prospects sourced in pin candidates — update keeps contact details and profile data in sync attachments — create uploads resumes and other candidate documents sources — list tags candidates with the correct source so pin sourced hires are attributed properly in your reporting applications applications — list reads existing applications to avoid re adding a candidate to the same job applications — create adds a candidate to the job you selected in pin jobs & openings jobs — list lets you pick which greenhouse job to send candidates to users & permissions users — list maps your pin users to their greenhouse accounts so activity is credited to the right recruiter pin does not request permission to reject candidates, move candidates between pipeline stages, edit jobs or job posts, or modify user accounts and permissions you can expand any category during authorization to see the individual permissions before you approve them expanding each category shows the individual actions pin is requesting connect pin to greenhouse step 1 — start the connection in pin in pin, go to settings → integrations find the greenhouse tile and click connect you'll be redirected to greenhouse to authorize the connection you can also start from the greenhouse marketplace click integrations in your greenhouse navigation bar and search for pin either path launches the same oauth flow step 2 — review the requested permissions greenhouse shows the permissions pin is requesting before you log in review the summary, then enter the email address of the greenhouse account you want to authorize with and click log in to greenhouse greenhouse lists the permissions pin is requesting before you sign in step 3 — sign in to greenhouse enter your greenhouse recruiting credentials, or click sign in with google if your organization uses google sso sign in with the account that has permission to manage your organization's api credentials signing in as the wrong account? if you're already logged in to greenhouse under a different user, click use a different account on the next screen before authorizing step 4 — choose an authorization method after signing in, greenhouse shows the permissions again along with a checkbox authorize using a service account confirm you're signed in as the right user, then choose how to authorize pin recommends checking this box method what happens when to use it with a service account (recommended) greenhouse creates an organization level service account that owns the authorization it has no username or password and persists until a permissioned user disconnects it pin's activity appears in greenhouse as performed by the service account almost always the connection survives employee turnover and isn't tied to one person's account only available if you're a site admin without a service account the authorization is tied to your personal greenhouse user pin's activity appears as if you performed it only if you aren't a site admin, or your team specifically wants activity attributed to an individual user note that the integration will break if that user is deactivated click authorize you'll be returned to pin and the greenhouse tile will show as connected step 5 — confirm the connection in pin open settings → integrations → greenhouse the tile should show as connected , and your greenhouse jobs should appear when you send a candidate to greenhouse in greenhouse click the configure icon in your navigation bar, select dev center on the left, then click connected integrations pin appears in the table with the account that authorized it and the date it was connected send one test candidate to a job to confirm the connection end to end, then check that the candidate, their resume, and their source appear correctly in greenhouse migrating from an api key connection if pin was previously connected to greenhouse with a harvest v1/v2 api key, follow these steps leave your existing harvest api key in place don't delete or revoke it yet — pin will continue using it as a fallback until you've confirmed the new connection works notify your technical team to prioritize the migration and add it to your development roadmap documentation can be found here https //harvestdocs greenhouse io/docs/harvest partner oauth you are required to submit updated support documentation for the greenhouse support site using this template https //docs google com/document/d/1dwkekbuaoq7zit3kiqt nqa5qzouhqgb6uyeis9uki/edit?tab=t 0#heading=h gjdgxs and a demo mp4 send your content to partneronboarding\@greenhouse io mailto\ partneronboarding\@greenhouse io for review stop! wait for approval from the greenhouse team! when approved, greenhouse will update the older version of your integration to \[legacy] and publish the new version on their support center after 3 months, legacy support documentation will be deprecated in pin, go to settings → integrations → greenhouse and click reauthorize (or update available ) complete the oauth flow above check authorize using a service account if you're a site admin send a test candidate and confirm it lands in greenhouse as expected once confirmed, you can retire the old harvest v1/v2 api key in greenhouse under configure → dev center → api credentials if you have question for the greenhouse team, please contact them at the emails below general partners\@greenhouse io mailto\ partners\@greenhouse io technical partner support\@greenhouse io mailto\ partner support\@greenhouse io your existing candidate and job mappings in pin carry over — you don't need to reconfigure them manage or revoke access access is revoked from greenhouse, not from pin in greenhouse, click the configure icon, then dev center → connected integrations click pin , or select view details from the ellipsis ( … ) menu, to review the authorized permissions and see which account owns the connection select disconnect to revoke access disconnecting takes effect immediately pin will stop reading from and writing to greenhouse, and any queued candidate pushes will fail you can reconnect at any time by repeating the oauth flow — nothing is deleted from greenhouse when you disconnect troubleshooting "you don't have permission to authorize this integration" — your greenhouse user isn't a site admin and can't manage all of your organization's api credentials ask a site admin to complete the connection the "authorize using a service account" checkbox is missing — this option only appears for site admins either have a site admin authorize instead, or proceed without a service account and be aware the connection is tied to your individual user candidates aren't appearing in greenhouse confirm the connection still shows on greenhouse's connected integrations page if it's gone, the integration was disconnected and needs to be reauthorized if the connection was authorized without a service account, check whether that user has been deactivated in greenhouse deactivating the authorizing user breaks the connection — reauthorize with a service account confirm the target job is open and visible to the authorizing account the connection worked, then stopped after a period of inactivity — greenhouse expires the connection's refresh token after 24 hours without use if your pin workspace goes quiet — over a long weekend or a hiring freeze — the connection may need to be reauthorized repeat the steps in connect pin to greenhouse; nothing already synced is affected duplicate candidates in greenhouse — pin matches on email address before creating a candidate if a candidate exists in greenhouse under a different email, pin can't match them and will create a new record merge the profiles in greenhouse resumes aren't attaching — confirm the candidate had a resume on file in pin at the time of the push pin attaches whatever document was on the profile when the candidate was sent; adding a resume in pin afterward doesn't retroactively push it still stuck? contact pin support with the candidate name, the target greenhouse job, and the approximate time of the failed push syncing candidates to greenhouse to sync candidates from each job in pin to a specific job in greenhouse go to job settings > position details scroll to the ats integration section c hoose when to sync candidates by selecting one of the following triggers never contact information is found they receive their first message t hey reply to an email they reply to an email and are interested s elect the greenhouse job you want to sync candidates to once you've selected your preferred triggers, pin will automatically update the settings and sync candidates to the selected job in greenhouse based on the chosen trigger candidate data synced to greenhouse the following candidate data will sync to greenhouse from pin full name email phone number linkedin profile url location (city, state, country) current job and company a pin generated resume pdf note all candidates will automatically sync into greenhouse as prospects when candidates sync to greenhouse once the selected trigger occurs, candidates will sync to greenhouse within a few minutes for example if you choose the trigger “export candidates when contact information is found”, the candidate will automatically sync to greenhouse a few minutes after being added to outreach manually syncing a candidate to greenhouse if the candidate hasn’t synced yet go to all candidates and select the checkmark next to the candidate click “export to ats” choose the greenhouse job you want to sync the candidate to, then click “export” to complete the sync after exporting, refresh the page, and you should now see the greenhouse logo appear on their profile important once a candidate is synced to greenhouse, their contact information cannot be re synced if some information didn’t sync, you’ll need to manually update that candidate’s profile in greenhouse the "export to ats" button only works for candidates who haven’t already synced to greenhouse if an integration was connected after the selected trigger, pin won’t retroactively sync those candidates in that case, use the "export to ats" button to sync them over how pin checks for duplicates in greenhouse pin runs a check before syncing whenever a candidate is added to outreach to prevent duplicate profiles for greenhouse duplicates are checked against email address linkedin url if a match is found on either field, pin will not create a new candidate profile in greenhouse source candidates from greenhouse after connecting greenhouse to pin, you can use the “ats candidates” filter to include or exclude candidates from your ats when searching for candidates