Overview

Expiration Reminder integrates with Greenhouse and allows you easily import candidates once they become hired reducing your data entry times.

 

Things to know before you begin

  • Contacts in Expiration Reminder are matched with candidates on Greenhouse based on their email address. Make sure that email addresses in both systems are up to date and that they match for the same users.
  • You need to have a Greenhouse account already created to be able to connect to Greenhouse.

Setting up the Greenhouse integration

If you already have an Expiration Reminder account and want to integrate with your Greenhouse account, follow these steps:

  1. Go to Your Account on the top menu and click on Integrations.er-greenhouse-0
  2. A screen will show up asking for your Greenhouse Harverst API Key. To get this key, go to Settings in Greenhouse and then click on “Dev Center”. In there, click on API.er-greenhouse-4
  3. In there, click on “Create New API Key”. In the description enter Expiration Reminder and in the Type select Harvest.er-greenhouse-5
  4. After creating the API, select the following permissions: Applications, Candidates, Custom Field Options, Custom Fields, Departments, Education and Offices.er-greenhouse-6
  5. On the screen, look for Greenhouse under Applicant Tracking Systems. Click on the green Connect button.er-greenhouse-1
  6. In the setup screen paste the Harvest API Key just created and click Save.er-greenhouse-7
  7. Once you connect both accounts, you will need to configure Greenhouse for your Expiration Reminder account.

Configuration options

You can configure your Greenhouse integration by going to Your Account on the top and clicking on Integrations. From there, look for Greenhouse and click on the blue Configure button.er-greenhouse-2

Syncing candidates

You can sync candidates from Greenhouse into Expiration Reminder so you can assign them as contacts on expiration items. Any synced candidate will be added as a contact on Expiration Reminder. Only candidates for which applications are marked as hired in Greenhouse are synced.

The synchronization process is completely automatic and will run once every day to keep the data in sync. To enable to automatic sync process, click on the Sync data between Expiration Reminder and Greenhouse checkbox and then tick on the Sync hired candidates checkbox. If you’re using the teams feature, select to what team the contacts need to be synced and what contact type to assign to them.

Also select from what date to sync candidates from.

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You can choose to sync now by clicking on Sync Greenhouse hired candidates now.

Automation rules

You can choose what Expiration Reminder will do every time a candidate is synced. For example, if you’d like that every time a candidate is added in Expiration Reminder to create an expiration item (a certification for example) you can do so with automation rules.

To do so, click on Configure automation rules.

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Then click on the Add new Automation Rule green button. Enter a name for the automation and then select a trigger (for example, when a Greenhouse contact is created).

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Then from the edit screen, click on Add a new action and select Create expiration for the action type. From the action screen, enter a name of the action (“Create certification” for example), then enter a name for the expiration. You can use the contact name or email from Greenhouse by type curly braces in the expiration name (in essence, “{“) and picking {{contact.name}}. Then select a category and the expiration date. Contact email is to relate the expiration with a contact (you can also use variables from Greenhouse here like the candidate email {{contact.email}}.

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Switch the status to Published and click on Save to activate the automation.

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Now every time a contact is created in Expiration Reminder from Greenhouse an expiration will be created.

 

 

Need more help?

Don’t worry, just send us an email to support@expirationreminder.net and we can assist. This also includes if you have any suggestions for tasks that you would like our integration to be able to do.