Connect Greenhouse to Guide to automatically sync jobs, candidates, interviewer profiles, and interview schedules. Guide will automatically create personalized guides for each candidate as you add them to Greenhouse.
In this article, we cover the steps needed to connect Greenhouse with Guide:
🛑 Read before continuing: You will need Greenhouse Site Admin access and Developer Permissions in order to connect Greenhouse and Guide.
Verify your Greenhouse permissions
Review your permissions level at https://app.greenhouse.io/myinfo. Confirm the following permissions are enabled for your account:
Manage ALL Organization's API Credentials
Manage and configure web hooks
Step 1: Create a Greenhouse API key
Guide and Greenhouse need a secure way to talk to each other in order to share the relevant candidate and job information that powers your Guide account. We achieve this with the Greenhouse API – which they call the Harvest API. In this section, we will teach you to create a private key 🔑 that enables Guide to access your Greenhouse data.
Guide takes the privacy of your data very seriously. We're committed to keeping your data safe. This means robust security measures that safeguard the storage, transmission, and sharing of data across our suite of tools. For more on what Guide is doing to keep your data safe, visit: https://www.guide.co/security
Follow these steps to generate your Greenhouse API key for use with Guide:
Open your browser and navigate to the Greenhouse API Credentials page. If you have issues with the link provided, you can try navigating directly by following this sequence of pages from within Greenhouse: Settings → Dev Center → API Credential Management.
Click Create new API key.
In the dialog window that appears, locate and set the following options.
API Type: Harvest
Partner: Guide
Click Manage permissions.
You will see a window confirming you have successfully created your new key. This is the only time Greenhouse will reveal your key to you. So, it’s essential that you copy and store your API key in a safe location. You will need your key for the next step. Click I have stored the API Key after you’ve saved your key.
Click Save on the following permissions management screen.
Step 2: Add your Greenhouse API key to Guide
By now, you should now have created your unique Greenhouse API key. If not, pause, and jump back to step 1 above. When you’ve finished, continue with the following steps:
Log in to Guide and navigate to Settings and then the Integrations page. When you’re there, click Connect on the Greenhouse integration panel.
Copy and paste your newly created Greenhouse API key from step 1 into the Harvest API Key field. Lost your key? Stop. Return to Integrating with Greenhouse.
You can click Save if you like, but we recommend you keep this window open and continue to Integrating with Greenhouse.
Step 3: Configure Greenhouse Maildrop
Guide needs to communicate with Greenhouse to ensure emails sent through Guide land on a candidate’s activity page. We’ll need first to configure two additional fields.
In a new tab or window, open your company's Greenhouse dashboard. In your browser's address bar, copy the single word that immediately precedes
.greenhouse.io/*. For most companies, this isapp, but it will sometimes be your company's name.Return to the window from step 2 above. If you accidentally closed this window, no problem. Return to the Integrations page in Guide. Look for the Greenhouse panel and click Update. Only see a button that reads “Connect”? Stop. Return to Integrating with Greenhouse.
Paste the single word you copied earlier above into the field labeled Greenhouse (SSO) Subdomain.
Open this link: https://app.greenhouse.io/people/instructions/maildrop. Under step 3 of the Maildrop section, find the Maildrop email address. It will look follow the format
maildrop@rose.greenhouse.io. However, the wordrosemay be different for you. Copy this email.Return Guide and paste the Maildrop email you copied into the field labeled Greenhouse Maildrop Address.
Click Save.
Step 4 (Optional): Add your Greenhouse job board
Link candidates to the public job posting directly from their Guide. To do this, we’ll need the URL of your Greenhouse job board.
Follow these instructions provided by Greenhouse to locate your job board token.
Copy your job board token.
Return to the window from steps 2 & 3 above. If you closed this window, no problem. Return to the Integrations page in Guide. Look for the Greenhouse panel and click Update. Only see a button that reads “Connect”? Stop. Follow the instructions in Integrating with Greenhouse.
Paste the job board token you copied earlier into the field labeled Greenhouse Job Board Token.
Have more than one Greenhouse job board? No problem. Guide supports multiple job boards. Follow the instructions above, and add multiple board tokens in the job board field, separating each with a comma.
Step 5: Enable real-time updates with Greenhouse Webhooks
Webhooks enable real-time updates in Guide anytime there is a candidate-related activity or changes in Greenhouse. Guide could fall behind Greenhouse without these Webhooks, resulting in a poor candidate experience. This process will take roughly 7-10 minutes, but it is worth the effort.
Follow these steps to configure Greenhouse Webhooks:
Navigate to Settings and then the Integrations page in Guide. When you’re there, click Configure on the Greenhouse integration panel.
Follow the instructions inside the configuration window. We’ve copied the instructions below for visibility.
Navigate to your Greenhouse Web Hooks page. If you have issues with the link provided, you can try navigating directly by following this sequence of pages from within Greenhouse: Settings → Dev Center → Web Hooks.
Return to Guide, and in the Greenhouse Webhooks configuration window, look for the first Webhook and copy the details shown into the corresponding fields in the Greenhouse Web Hooks page. Make sure “disabled” is set to “No.”
Click Create Web hook.
Return to Guide, and in the Greenhouse Webhooks configuration window, the corresponding Webhook should now say Installed.
Repeat steps 4 through 6 for all remaining Webhooks seen in the Greenhouse Webhooks configuration window in Guide.
Pro Tip: Open the Greenhouse Web Hook configuration page in a separate window. Put these two windows side-by-side to speed things up.
If you run into any trouble setting up the permissions required or have any questions, please reach out to us at support@guide.co; we're happy to help!