Using Your Greenhouse Integration

This non-technical guide highlights key features of RippleMatch's Greenhouse integration, featuring demo videos that showcase platform interactions, expected behaviors, and best practices for a seamless experience.

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Table of Contents

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What features are supported by the Greenhouse <> RippleMatch integration?

Candidate Push & Candidate Status

These two features our RippleMatch's baseline integration with Greenhouse. This allows RippleMatch to push candidates from our platform into Greenhouse. As those candidates are advanced to difference stages in Greenhouse, their status will sync back to RippleMatch within the Track section of the platform. 

 

At minimum, you can expect to see the following candidate information pushed from RippleMatch into Greenhouse: Name, Email, Phone Number, Resume, Candidate Source, and URL.

 

Expected Behavior

Here is a short video outlining what this should look like!

 

EEO

RippleMatch has an optional feature which can allow us to push a candidate's EEO information into Greenhouse as part of their application. The EEO information include: Race/Ethnicity, Gender, Disability Status, and Veteran Status.

 

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

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

This is a feature which can be enabled for the Greenhouse <> RippleMatch integration 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

This is a feature which can be enabled for the Greenhouse <> RippleMatch integration 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 Greenhouse, 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.