Greenhouse Integration Guide
Overview
Connect Greenhouse so the people you save, move, pass on, or hire in Jack & Jill show up in your Greenhouse jobs. It also reads back what happens in Greenhouse, so a hire or a rejection there shows up in your pipeline in Jill.
What it does
- Adds candidates to a Greenhouse job, at the job’s first stage, when an action you turned on fires. Their resume is attached when they have one.
- Moves candidates through the stages of that job as they progress.
- Rejects or hires the application when you pass on a lead or mark someone hired.
- Reads changes back, so a hire, a rejection, or a stage move in Greenhouse shows up in Jill.
- Matches existing people by email, so someone already in Greenhouse is reused rather than duplicated.
- Shows interview times for candidates you have linked, so Jill can see what is scheduled.
Prerequisites
- A Greenhouse account, and a Greenhouse user with permission to approve integrations for your organization
- A Jack & Jill account with at least one active role
Getting started
1. Connect it in Jack & Jill
Open Integrations → Greenhouse and choose Connect Greenhouse. Greenhouse asks you to sign in and approve access, then sends you back to Jack & Jill to finish setup.
Anything Jack & Jill does in Greenhouse is recorded as the Greenhouse user who approved the connection. If that person leaves or is deactivated in Greenhouse, the connection stops working and you reconnect with another user. The connection also stops working if it goes unused for 14 days; reconnect the same way.
2. Choose which actions sync
During setup you choose which pipeline actions change something in Greenhouse.
| Event | What it does in Greenhouse |
|---|---|
| Shortlist | Adds the candidate to the job, with an application at the job’s first stage |
| Pass on a lead | Rejects the application |
| Request intro | Moves the candidate to the first review stage, when the job has one |
| Complete intro | Moves the candidate to the first interview stage, when the job has one |
| Hire | Marks the application as hired. This one always syncs and has no switch |
Greenhouse stages have no type, so Jack & Jill reads the stage names. The first stage of a job is where new candidates start. A stage whose name mentions a review, an interview or an offer is treated as that kind of stage. A stage that matches none of these is never a destination. If a job has no stage of the kind an action needs, that action does nothing.
When you pass on a lead, Jack & Jill picks one of your Greenhouse rejection reasons that says your side declined the candidate, preferring a skills reason over a culture reason. It does not ask Greenhouse to send a rejection email.
3. Link a role to a job
Open a role’s Configure Role → Integrations → Greenhouse section and pick the matching Greenhouse job. Only open jobs appear in the list. Once a role is linked, actions on that role sync to that job.
How syncing works
When an action you turned on fires, Jack & Jill:
- Looks for the person by email, and for an application on the linked job
- Adds them if they are not there, with their name, email, phone number when known, LinkedIn profile, and their resume when they have one
- Moves, rejects, or hires the application when a later action calls for it
Greenhouse tells Jack & Jill when an application changes, and Jack & Jill then reads the applications that changed on your linked jobs. As a backstop it also reads them about every 15 minutes. A hire, a rejection, or a stage move in Greenhouse reaches Jill through either.
If you give candidates a source called Jack & Jill in Greenhouse, Jack & Jill attaches it to the candidates it adds, so you can report on them. Greenhouse does not let an integration create sources, so create it yourself if you want it.
What it does not do yet
- Hiring can close a job. In Greenhouse, a hire fills an opening, and filling a job’s last opening closes the job. Greenhouse does not let an integration reopen it. If a job has several open openings, Jack & Jill fills the first.
- Moves after a hire or a rejection. Greenhouse removes the stage from a hired or rejected application, so Jack & Jill cannot move it again.
- Rejection emails. Jack & Jill never asks Greenhouse to send one. Automations you set up in Greenhouse are separate: an email that fires when a candidate moves to a stage can still send when Jack & Jill moves someone, so check your automations before you connect.
- Choosing the source. Jack & Jill uses a source named Jack & Jill when you have one, and none otherwise. There is no setting to pick another.
- Prospects. Jack & Jill adds a shortlisted candidate as an application at the job’s first stage, not as a prospect.
- People with no email. Jack & Jill matches by email, so it cannot tell whether a person without one is already in Greenhouse.
- A link back. Candidates link to their page in Greenhouse where Jack & Jill can build the link; it may not open for every account or region.
FAQ
Who does Greenhouse show as having added the candidate? The Greenhouse user who approved the connection.
Will this create duplicate candidates? Jack & Jill looks the person up by email first, and checks the linked job for an existing application before it adds one. Greenhouse itself does not stop duplicates, which is why Jack & Jill checks.
How do I find the candidates Jack & Jill added? Filter on the source Jack & Jill if you created one. Candidates Jill has screened for you also carry the tag Jill: worth a look.
What happens if I disconnect and reconnect? Your Greenhouse data stays as it is. Reconnecting starts syncing again from that point.
Can I change which events sync after setup? Yes. Open Integrations → Greenhouse and toggle them.
What if I add a new role after setup? Link it to a Greenhouse job. Candidates on that role sync after the link exists.
The connection stopped working. What do I do? Open Integrations → Greenhouse and choose Connect Greenhouse again. This is needed if the user who approved it was deactivated, or if the connection went unused for 14 days.
Greenhouse refused something Jack & Jill tried to do. Why? Jack & Jill acts as the Greenhouse user who approved the connection, so it can only do what that user is allowed to do in Greenhouse (for example, create a candidate). Check that user’s permissions, or connect again with a user who has them.
What can Jack & Jill access in my Greenhouse? Only the permissions Greenhouse shows on the approval screen: jobs and stages, applications and candidates, rejection reasons, attachments, tags and notes, and, optionally, sources and interviews.
For more questions, see the FAQs page.
Support
Email support@jackandjill.ai.