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Greenhouse Integration

Greenhouse Integration

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Written by Customer Support. Updated over a week ago

Functionality

We integrate with Greenhouse via their API to automatically add Dover candidates and prevent duplicate outreach.

The integration has the following functionality:

  1. Adds all Dover candidate information to Greenhouse along with source, email, LinkedIn profile, and phone number (when accessible).

  2. Prevents Dover from reaching out to existing candidates who have been added to your Greenhouse (within 1 year).

⚠️ It's important to note that for Dover's automation to work correctly, approving/rejecting Dover candidates must take place in Slack or the Dover App rather than Greenhouse. Once you take action on a candidate in Dover, that information will update in Greenhouse - typically within an hour, but always within 24 hours. If you're noticing disparities or latency between Dover and your Greenhouse, please reach out to the Dover Support Team! ✨

What information gets added to Greenhouse?

  • Candidate Name

  • Candidate Email

  • Candidate LinkedIn profile (added under Details)

  • Dover Source (also added under Details)

  • Email Correspondence (added under Activity Feed)

  • Scheduled Interview details for any calls scheduled via Dover scheduling (added on the main page of the candidate profile under the interview plan stage) as long as the interview stage is mapped to a stage in Greenhouse and feedback forms are enabled

    💡 To enable feedback forms, please go to your Interview Plan in Dover and choose a feedback form for each stage by clicking ✏️ -> Edit Details

  • Link to Dover Interviewer initial call notes (added on sidebar of candidate profile)

  • For Inbound candidates already in Greenhouse, if Greenhouse is active as a channel for a specific job, Dover will filter candidates through the job persona and tag them in Greenhouse to let you know our decision. You will see the following tags:

    • Candidate Passes: Dover Recommends Advance

    • Candidate Fails: Dover Recommends Reject

When do candidates get added?

It may take up to 1 hour for candidates to sync to Greenhouse.

You have two options:

  1. Add everyone: Candidates will get added as a prospect when we reach out. When they are interested/qualified by you, an application will be added to the prospect and they will be moved into the "First Call" stage.

  2. Add only interested/qualified people: Candidates will be added when they are interested and approved by you. They will be added under the "First Call" stage.

🤚🏼 Inbound applicants who apply to job postings created by Dover will be added only after being approved for scheduling in Slack or the Dover App.

What stages does Dover set for candidates?

Dover sets the first round and second round stages as specified in the Interview Plan.

If the candidate was rejected or withdrawn in Dover, they will be rejected in Greenhouse.

What does Dover track from Greenhouse?

⚡ It may take up to a day to sync the Greenhouse state back to Dover.

We will track how far candidates make it in Greenhouse back into Dover so we can provide you with metrics on how we are doing.

  • Recruiter Screen/Initial Call/etc ➡️ Initial Call

  • Hiring manager screen/Technical Phone Screen/etc ➡️ 2nd Interview/3rd Interview/Take Home

  • Onsite/Face-to-Face ➡️ Onsite

  • Offer ➡️ Offer

  • Hired, Rejected, Withdrew etc.

How does candidate exclusion work?

We don't reach out to anyone that has had any activity for 1 year, regardless of the job they were sourced for. This applies to Prospects as well.

What if I move candidates to a different job in Greenhouse?

We will not be able to track the candidates. Please let your Customer Experience Partner know.

First-time Setup

1. Create a source called "Dover" (exact)

We will tag all our candidates with this source.

Click the Configure icon in the upper right-hand corner and select Custom Options from the left-hand panel.

Select Sources from the subsequent page.

Click Create New Source.

See this article for more details.

2. Create a Harvest API key

💡 To complete these steps, you must have the developer permission "Can manage ALL organization's API Credentials" turned on in Greenhouse.

Click the Configure icon in the upper right-hand corner. Navigate to Dev Center on the left-hand panel.

From the Dev Center page, click API Credential Management.

From the API Credential Management page, click Create New API key.

From the Create New Credential dialog box, select Harvest from the API Type dropdown menu and add Dover Harvest API Key as the Description. When finished, click Manage Permissions.

The following permissions are required by the Dover <> Greenhouse Integration:

Dover will only ever modify candidates who are added via the Dover <> Greenhouse Integration

3. Provide the Harvest API Key to Dover

Navigate to http://app.dover.io/setup/company and select ATS Settings

Select Greenhouse from the dropdown under Which ATS do you use?

Follow the steps listed below to configure your integration:

  1. Provide the correct subdomain (eg. if your Greenhouse URL says app3.greenhouse.io, enter app3. into this field)

  2. Confirm you have created a Dover Source, as detailed above

  3. Enter the Harvest API Key you created in Greenhouse

  4. Confirm Dover has the correct permissions, as detailed above

Once you have completed setup using your Harvest API Key with correct permissions, you will see the following confirmation screen:

4. Set Up Individual Jobs

To set up individual jobs, navigate to app.dover.io/jobs and click Setup next to the job you are onboarding. Navigate to ATS Settings and select the Greenhouse Job Name and the user we should post on behalf of from the dropdown menus. The user you select must have full access to the job. Dover will use the selected user ID to add and make all edits to candidates. You can also select at what part of the process you would like candidates to be added to your Greenhouse.

When finished, click Submit at the bottom of the page. Contact [email protected] with any questions.

FAQ

How do I edit Harvest API Key after creation?

  1. To update an existing Harvest API key, begin by clicking the Configure icon in the upper right-hand corner. Navigate to Dev Center on the left-hand panel.

  2. From the Dev Center page, click API Credential Management.

  3. To edit the permissions granted to an existing Harvest API key, click Edit next to the key.

  4. On the Manage API Key Permissions page, add or remove permissions by checking or unchecking the appropriate checkboxes.

  5. When finished, click Save at the bottom of the page.

My ATS Links in Dover are not working.

If Dover is adding candidates to Greenhouse but the links in Slack or Email are not working, that means Dover is probably pointing to the wrong Greenhouse subdomain.

If this is happening for you, please reach out to your Dover Support team and provide the URL you see when you login to Greenhouse.

Examples include:

I'm seeing job/user options listed on the Dover Onboarding Flow, but I can't find the one I want.

When onboarding a new job through Dover, if the dropdown menus on the ATS Settings page in the Dover app are showing some results but not the one you're looking for, check first to be sure the job is active in Greenhouse. Dover only shows active jobs.

Note that the internal job name (in your Greenhouse) and external job name (shown to candidates in job boards and careers pages) can be different. Please find the internal job name as that's what we'll be displaying in the selector.

  1. Navigate to Greenhouse

  2. Click on Jobs

  3. Select the job we are sourcing for

  4. Grab the name

How do I get my Greenhouse Job ID?

The Job ID is specific to the job we are sourcing, and will change from role to role. To find this:

  1. Navigate to Greenhouse

  2. Click on Jobs

  3. Select the job we are sourcing for

  4. Copy the #s from the tail of the domain slug (example below the Job ID: 4145802003

  5. Send it to us on Slack

Get Help

Please contact [email protected] or reach out to your Dover Support team in Slack for troubleshooting assistance regarding the integration.

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