Recruitment Marketing Public

This guide will walk you through the process of integrating your Greenhouse account with Recruitment Marketing.

Reading jobs from Greenhouse into Recruitment Marketing

To import jobs from Greenhouse the jobs must be accessible from a public jobs board.

In Greenhouse, you can make a job live without it being pushed to any other 3rd party source (i.e. only someone with that link will see the job).

Making a job live in Greenhouse

1. Click on the job.
2. Select Job Setup then Job Post and then Get Started.
   
   
   
   
3. Complete the job post.
4. Click on job then click Job Setup then Job Post and switch the job from Offline to Live.
   
5. In order to ensure that the job is not published anywhere externally ensure the options for pushing the job to Indeed, Glassdoor, Simply Hired, etc, are not selected.
   
   

Generating a Candidate Ingestion API Key

1. In Greenhouse, navigate to the API integrations page - https://app.greenhouse.io/configure/dev_center/credentials
2. Click the Create New API Key button.
3. Select Candidate Ingestion as API type.
4. Select Clinch from Partners list.
5. Fill out the description field, for example: Clinch.
6. Copy the API key as you will need it later.

Generating a Harvest API Key

1. Navigate to https://app.greenhouse.io/configure/dev_center/credentials.
2. Click Create new API key.
3. In the Description field, enter Clinch Harvest.
4. Set the Type as Harvest.
5. You'll be asked to give us permission to certain parts of your account. We require permissions to the following areas:
   1. Candidates
      1. GET: Retrieve Candidate
      2. GET: List Candidates
      3. PATCH: Edit Candidate
   2. Custom Fields
      1. GET: Get custom fields
   3. Jobs
      1. Get: List Jobs
   4. Job Posts
      1. Get: List Job Posts
   5. Offices
      1. GET: Retrieve Office
      2. GET: List Offices
   6. Users
      1. GET: List Users
         
   7. Demographic Data
      1. Get: List Demographic Questions
         
      2. Get: List Demographic Question Sets
         
      3. Get: List Demographic Answer Options
6. Click the Update button.

Configuration within Recruitment Marketing

1. From the side menu, under Integrations click ATS.
2. Click the New button.
3. Click the Greenhouse logo.
4. Complete the form details:
   1. Name
   2. Partner API Key: Enter the candidate ingestion API key you created earlier
   3. Harvest API Key: Enter the harvest API key you created earlier
   4. Job Board API Key: Enter the job board API key from Greenhouse
   5. Company Code: If unsure, refer to your Greenhouse documentation. By inspecting the URLs that begin with boards.greenhouse.io at the top of the page, you can find the code.
      The URL is of the form https://boards.greenhouse.io/<company_code>.
      For example: If your URL is https://boards.greenhouse.io/acmelimited then your company code is acmelimited.
      
   6. How are locations chosen: Location data for a job can be read from the "Location Name", or in the event of multiple locations, the "Office Location".
   7. Import job questions.

   8. Support internal jobs:

      Warning: Only check this if you would like to display jobs that are posted internally and jobs that are posted both internally and externally. This is only recommended for use with internal careers pages.

      1. A Greenhouse job can have many job postings. A job that is posted internally and externally on Greenhouse will appear twice in Recruitment Marketing if both "Support internal jobs" and "Support external jobs" are selected.

   9. Support external jobs -

      Warning: Check only if you would like to display jobs that are posted both externally and jobs that are posted both internally and externally. This is only recommended for use with external careers pages.

   10. How is the Apply URL constructed?: Apply URLs can be read directly from ATS job data, or in the event that the job data doesn't contain an Apply URL, they can be built from a template e.g. https://app4.greenhouse.io/internal_job_board/{{job_post_id}}.

   11. How are remote jobs identified? - select the field used to identify remote jobs

   12. Regex to match remote job locations: Enter the regular expression to identify fully remote jobs.

   13. Regex to match hybrid job locations: Enter the regular expression to identify hybrid remote jobs.

   14. Identify hidden jobs using a jobs criteria: Use the job filtering language to specify which jobs should be hidden e.g. ats_uid = "123" or department = "hidden".
       
   15. Import unknown candidates: By default, only candidates who have applied through the careers website will have their ATS data imported. Enable this setting to import all candidates in the ATS who have recently been updated.
   16. Greenhouse User ID: Necessary for API calls that require a user
   17. Interaction Field ID: See below
   18. Choose what phone number goes to the ATS during Direct Apply: By default, the phone number bound to the candidate will be sent to the ATS. By changing this setting, it is possible to always attempt to send the form submission phone number first, falling back to the candidate phone number.
   19. Only submit e164 validated phone numbers during Direct Apply: When this setting is enabled, only phone numbers that match e164 will be sent to the ATS
   20. How often do you want to read jobs data from the ATS
       
   21. How often do you want to read candidate data from the ATS
       
   22. Sync translations: If the careers site will be translated into multiple languages, then enable this setting.
5. Click Save.

Writing a candidate's interaction score to Greenhouse from Recruitment Marketing

In Recruitment Marketing, the candidate interaction score feature gives your recruiters insight into a candidate’s interaction with your company. This next step allows your recruiters to access that information from within Greenhouse also making it easy to determine which applicants are most engaged with your employer brand.

1. Visit https://app.greenhouse.io/custom_fields/candidates.
2. Click Add Field.
3. Complete the following fields:
   1. Field: Interaction Score
   2. Description: Clinch Interaction Score
   3. Type: Number
4. Click Save.

When set up, Recruitment Marketing will push interaction scores on a regular basis to Greenhouse.

Our interaction scores have recently been upgraded to take into account blog views, job views & video views. They will also degrade over time if the candidate has no recent interaction.

Maintaining attribution: adding Greenhouse tracking links

The Recruitment Marketing module works to deliver the best candidate experience pre-apply (i.e. its focus is on attracting, nurturing, and converting candidates), as opposed to managing applications.

If you are distributing your Recruitment Marketing-hosted jobs via the Greenhouse ATS and wish to avail of end-to-end source tracking and attribution, you can edit the Greenhouse tracking links to the relevant pages as follows:

1. Navigate to https://app.greenhouse.io/jobboard.
2. Next to the relevant jobs board, click Actions then Tracking Link.
   
   
   
   
3. Make your selection for Who gets credit, then choose the source for which you want to establish attribution from the Select a source drop down.
4. Click Create Link and note the short code, as below.
   
   
   
   
5. When unpacked, the code will look similar to:
   https://company.career-pages.com/jobs/search?gh_src=29796c671
6. Append the tracking code to any job post link e.g. https://company.career-pages.com/jobs/channel-manager-emerging-markets-new-york-united-states?gh_src=29796c671 and share it.
7. To ensure that this is configured correctly, visit the job page using the new URL and complete a test application. You should see that the gh_src is passed from the URL to the greenhouse form. This will allow for the correct attribution in Greenhouse.

Direct Apply to Greenhouse configuration

Overview

If you use Greenhouse as your ATS and have a relatively basic application form, Recruitment Marketing can accept candidate applications. This can improve the candidate's experience as they complete the application on the same page as the job description and do not need to interact with Greenhouse.

This is achieved by a two way integration:

• Recruitment Marketing retrieves jobs and the application form questions from Greenhouse.
• Application questions are displayed on an Apply Call-to-action.
  
• Upon submission of the Apply Call-to-action, Recruitment Marketing will send the applicant details and completed application form to Greenhouse.

Any synchronised application form questions can be viewed when editing a job. To access:

1. From the side menu, under Content click Jobs.
2. Next to the relevant item click Edit Job.
   

Supported Greenhouse fields

Profile Questions:

• First Name: Mandatory field.
• Last Name: Mandatory field.
• Email: Mandatory field.
• Phone Number: Partially supported - Must be configured in Recruitment Marketing CTA. Answers are sent back to Greenhouse.
• Resume: Fully supported.
• Cover Letter: Fully supported.
• Location: Not supported - Use custom application question instead.
• Education (profile question set): Partially supported - School and End date are supported only. Optional/Required per question within the set is not supported. Where at least one question is required in Greenhouse, all questions will be required in our CTA.

Custom Application Questions

• Short Textbox: Fully supported.
• Long Textbox: Fully supported.
• Single Select: Fully supported.
• Multi-select: Partially supported - Multi-select checkbox only. Multi-select dropdown is not supported.
• Yes/No: Fully supported.
• Attachment: Fully supported.

EEOC Questions

• Gender: Fully supported.
• Race: Fully supported - Displayed as a dropdown to select the Race. Asking Are you Hispanic/Latino? is not supported.
• Veteran Status: Fully supported.
• Disability Status: Fully supported.

Greenhouse setup

1. Navigate to https://app.greenhouse.io/configure/dev_center/credentials.
2. Click Generate new API key.
3. In the Description field, enter Clinch Job Board.
4. Set the Type as Job Board.
5. Click Create.
6. Under Job Board API, click to Copy the displayed token.
   

Recruitment Marketing setup

Contact PageUp to enable the functionality, then complete the following:

1. In Recruitment Marketing, from the side menu, under Integrations click ATS.
2. Next to Greenhouse, click Edit.
3. In the Job Board API Key field, paste the copied token.
4. Select the Import job questions checkbox.
5. Click the Save button.

In order for the Greenhouse direct apply feature to work, candidate verification must be set to "No form verification". To update the candidate verification settings:

1. From the side menu, click Settings under Company.
2. Click on Candidate verification.
3. Update the setting to "No form verification".
4. Click Save.

Now, you can set up your CTA to use direct apply:

1. From the side menu, under Content click Calls-To-Action.
2. Next to the relevant CTA, click the edit button (pencil icon).
3. Tick the direct apply checkbox that reads "Will the candidate make a direct application from the call to action?". (This is only available for Apply URL CTA's).
4. Click the Save button.
5. Next to the relevant CTA, click # field(s).
6. Click the New button.
7. Complete the fields and in the What type of field is it drop down, select Job Application Questions.
8. Click the Save button.

To achieve a pilot launch of Direct Apply jobs, create a Direct Apply CTA, duplicate a job page template with the Direct Apply CTA and leverage Job Page Routing to specify the pilot job.

Greenhouse: Automatic sync of ATS candidate tags

For customers with an integration to the Greenhouse ATS, the tags attached to candidates within the ATS will now be automatically synchronized to the CRM profile of the corresponding candidate within Recruitment Marketing. If a tag is added or removed from the candidate’s profile in the ATS, this will automatically update on their CRM profile the next time the candidate integration runs.

Internal careers sites

With an external job, candidates that complete an application call-to-action are redirected to the job's apply url. However, a Greenhouse internal job will not have a related Greenhouse jobs board and therefore will not have an apply url. There are two approaches to solving this:

• Direct Apply.
• Construct the apply url from a template string.

To construct apply urls from a template string:

• Edit the Greenhouse ATS integration.
• Choose "Build it from the templated text field below" in the "How is the Apply URL constructed?" field.
• Populate the templated text with a value approved by your Greenhouse contact. Most likely it will be something like https://app4.greenhouse.io/internal_job_board/applications/{{job_post_id}}.
• When the ATS synchronises, each job's apply url field will be populated and the candidate can apply as usual. The candidate will, however, need to sign in to Greenhouse using SSO to get to the Greenhouse application form.