1. How Guide and Greenhouse work together
Greenhouse stays your system of record. Guide is where you schedule and where candidates get their experience.
What Guide reads from Greenhouse:
Jobs, interview stages, and the interviews on each stage
Candidates and applications, including stage changes
When something changes in Greenhouse, updates are sent automatically to Guide (ex: a stage is added or an interview is added to a stage)
What Guide writes back to Greenhouse: interviews you schedule, reschedule, write back to the Greenhouse profile. Any interviews you cancel in Guide is cancelled on the Greenhouse profile.
A Reminder before you start: a Greenhouse Site Admin, who is also a Guide Admin, must have completed the integration under Settings → Integrations. Questions? Check out this support article or reach out to Guide support via your established slack channel or at support@guide.co.
2. How Guide and Greenhouse share information
Interviews must be marked "Needs scheduling" in Greenhouse. If an interview doesn't show up in Guide, or won't link, open the job in Greenhouse → Job Setup → Interview Plan, edit the interview, and turn on scheduling for it. Then click Resync interviews on the job in Guide.
Changes in Greenhouse don't always appear instantly. Guide syncs on a regular schedule and also picks up updates as Greenhouse sends them. Greenhouse doesn't send an update for every change, though, so after editing a job's interview plan in Greenhouse, open the job in Guide, click "Resync interviews," wait a moment, and refresh.
Greenhouse interviewers come into Guide as alternates. Guide brings in each stage's interviews with their titles, durations, and the interviewers listed in Greenhouse. Those interviewers are set up as alternates, meaning Guide picks one of them for the interview. If an interview needs several people together, you'll change this in Guide (see Section 3).
Candidate-facing names and visibility are set in Guide. Under Settings → Interview Defaults you can:
Rename any interview for candidates (for example, "Recruiter Phone Screen" → "Intro Call")
Hide internal interviews (debriefs, reference checks) so candidates never see them
Candidate portal stages are separate from Greenhouse stages. The stages candidates see on their portal are set in your portal template. You choose their names, they don't need to match Greenhouse. The portal moves to the next stage when you send an availability request or confirmation from Guide. Move the candidate in Greenhouse first, then let the email update the portal.
Changing a job won't change interviews already on the calendar. Edits to a job's setup apply to future scheduling only. If you remove a stage that a candidate is already scheduled on, that interview stays booked but may show a Greenhouse sync warning. Fix it with Resolve Greenhouse sync / Link interview on the scheduled interview.
3. Setting up interviewers for each interview
Go to Jobs → choose the job → Scheduling plans → Edit scheduling plan, then edit the interview you want to change.
You have the follow options when you are setting up scheduling plans for jobs within Guide. These options can be mixed and matched within one interview.
A. Several people in one interview (panel)
Use this when everyone attends together, for example a hiring manager plus a peer.
Open the interview.
Click Add required interviewers and add each person who must attend.
If applicable: remove anyone who came over from Greenhouse as an alternate but should actually be required.
Save.
A scheduling note: Guide will only offer times when every required interviewer is available.
B. Alternates (any one of these people)
Use this when several people can run the same interview and you want Guide to pick one and spread the load.
Add one interviewer.
Click Add alternate and add everyone else who's qualified. They'll be labeled ALT.
Guide shows "Guide will pick 1 of this group of alternates."
C. Interviewer pools
Pools are named groups of interviewers, such as "Culture Interview" or "Spanish speakers." They can also track interviewer training (shadowing and reverse shadowing).
First create your pools under Settings → Interviewer pools. You can add people one at a time or in bulk under Settings → Bulk data import.
In the interview, add an interviewer requirement and choose the Pools tab.
Select the pool.
Optional: turn on Interviewer training to schedule a trainee alongside a qualified interviewer.
D. Smart Match (pools with filters, sometimes called "smart labels")
Use this when the interviewer has to meet several criteria, for example "Level 6 or Level 7 and speaks Spanish."
In the interview, add or select Smart Match.
Click + to add a filter. Choose an option (for example Include if has any) and pick the pools.
Add more filters to narrow it further. Each filter you add must also be met.
Save.
Note: When scheduling, Guide only suggests interviewers who match. Schedulers can also add more filters on the spot.
Other per-interview settings to check
Duration
Video conferencing (Zoom or Google Meet)
Conference room or on-site
Private calendar events for interviewers
4. Multiple interview plans on one stage
Use this when one job has different panels for the same stage, for example two hiring managers with different teams, an on-site versus a virtual version or if an internal interview process differs from an external process.
With Scheduling plans:
Open the job → Scheduling plans.
Set up your main version as the default plan.
Create a second plan for the same stage (for example, "Team B") with its own interviews and interviewers.
When scheduling, the recruiter picks the plan that fits the candidate.
5. Other tips for getting started
Set company-wide defaults first. Settings under Settings → Scheduling Defaults apply everywhere unless a job changes them, so scheduling plan set up takes less work.
Finish your candidate portal template. Your default portal template powers every job. Get the overview and interview stages close to final before launch, since department versions copy from it.
Using Aria? Aria relies on this same job setup: interviews, interviewers, pools, and templates. The cleaner your setup, the fewer questions Aria will ask.