Integrate Apployent with Greenhouse
An organization admin connects Greenhouse once. Each project then chooses how it uses that connection.
This article explains how to connect Apployent to Greenhouse and how each project uses that connection. Complete the Apployent steps in the Employer Portal. If you use a different ATS, start from Applicant Tracking Systems (ATS).
To start, an organization admin connects Greenhouse once under Org Admin → ATS Integration and enable / disable optional capabilities for the whole organization. That connection does not attach any project yet. Afterward, anyone who can edit a project (an owner or editor) chooses a sync mode for that project separately.
Organization setup
Someone on your team who is an organization admin in Apployent completes this step once. They also need Dev Center access in Greenhouse to create Harvest credentials. ATS Integration is included on the Enterprise plan. If you do not see an Org Admin section in your account, you are not an organization admin — ask someone who is or contact us to request access. If your ATS Integration page is disabled, contact us to upgrade to the Enterprise plan.
Connect the workspace
- In Greenhouse, open Dev Center → API Credential Management → Create → Harvest V3 (OAuth).
- Grant access to jobs, job posts, interview stages, applications, candidates, users, and notes. If a pass or advance in Apployent should move the candidate in Greenhouse, also allow Applications → Move.
- In Apployent, go to Org Admin → ATS Integration, select org-wide connection, and paste the Client ID and Client Secret. The secret is stored securely and cannot be viewed again.
Individual projects are not synced with Greenhouse by default. A project owner or editor still needs to explicitly choose a sync mode for that project. See the Project Setup section below for more details.
Additional options
To allow candidates to be automatically imported when they reach a stage you choose, enable the optional setting below. If completed scores should be posted back to Greenhouse, choose a note author. Enabling these does not change existing projects. It just makes the option available for each project.
(Optional) Auto-import from a stage
Required only if a linked project should import candidates from a linked Greenhouse job when a candidate applies or reaches a stage the project owner or editor chooses.
- In Apployent, create the webhook URL and secret. The secret is shown once.
- In Greenhouse, add the matching webhooks under Configure → Dev Center → Web Hooks → Web Hooks using the URL and secret shown in Apployent. Greenhouse confirms each webhook when you save it. If that check fails, the webhook is stored disabled; fix the endpoint and turn it back on. Do not create duplicates of webhooks that are already working.
You do not need this for a manual import from ATS Sync.
(Not yet available) Assessment Ordering
This option is currently disabled for Greenhouse customers. The same flow is available today on Ashby. We are continuing to pursue access with Greenhouse so this can be enabled. If you need this sooner, contact Greenhouse and request Apployent as a partner. See Project setup below for how it will work.
Note author
Greenhouse requires a Greenhouse user on every note we post. Scores write back as notes, so an organization admin chooses that user on ATS Integration after the connection is saved. If none is set, the score note is not posted and the result stays in Apployent. Advance and Pass still move the candidate when those stages are mapped.
Project setup
Each project controls its own ATS setting under each project's ATS Sync page. Owners and editors can change it. Below are the sync modes available for each project. You can only choose one at a time.
No ATS sync
Leave the project standalone. You can manually add candidates to the project, invite and review them in Apployent. Greenhouse is not used for this job.
(Recommended) Link to a Greenhouse job
This mode ties the project to one Greenhouse job that the project owner or editor chooses. When enabled, you can import candidates manually from Greenhouse, or import them automatically when a candidate reaches a stage you choose (the Auto-import from a stage option must already be enabled by the organization admin for this to work). You can also write the completed score and a report link back to the Greenhouse candidate as a note if sync-back is on and a note author is set. If you map Advance and Pass to Greenhouse stages, those decisions will be synced back to Greenhouse and move the candidate.
(Not yet available) Reserve for Assessment Ordering
This option is currently disabled for Greenhouse customers. When it is enabled, you choose this mode so the project appears as an assessment in Greenhouse. Recruiters add an Apployent assessment stage to the job's Interview Plan. When the candidate reaches that stage, they send the test. You do not need to import the candidate first. For this to work, the Assessment Ordering option must already be enabled by the organization admin. The project is not tied to a single Greenhouse job, which means any Greenhouse job can see and send this assessment. Once it is open and ready (at least one question, with evaluation setup finished), Greenhouse lists it under the Apployent project name, which is what recruiters search for.
- On the project's ATS Sync page, select Reserve for Assessment Ordering and save.
- (Optional) If you want this assessment to appear as a certain name, go to Manage Project and change the Project Name.
- In Greenhouse, add the Apployent assessment stage to the job's Interview Plan. When the candidate reaches that stage, send the test.
When the assessment is sent from Greenhouse, the candidate is added to the project and invited automatically. You can customize the invitation email in Interview Settings. When they finish, the score is written to the Greenhouse candidate as an assessment result.
FAQ
Apployent would not accept the Client ID and Secret.
Confirm that the values are Harvest v3 OAuth credentials from the Dev Center, that the scopes listed above are granted, and that both values were copied in full. Then try again.
Who can create Harvest credentials?
A Greenhouse user with Dev Center access. Site admins typically have it. If you do not see API Credential Management, ask a site admin.
Is Auto-import from a stage required?
No. Auto-import from a stage is an organization option, and it is required only for stage import on a linked job.
Where do scores appear in Greenhouse?
As a note on the candidate after they finish, when sync-back is on and a note author is set. An organization admin chooses which Greenhouse user the note is posted as on ATS Integration, after the connection is saved.
A candidate is missing from the project.
Confirm that the project is linked to the right job. For Auto-import from a stage, confirm it is enabled and that the candidate reached the selected stage.
Can recruiters send an assessment from Greenhouse?
Not yet. This option is currently disabled for Greenhouse customers. We are continuing to pursue access with Greenhouse so this can be enabled. If you need this sooner, contact Greenhouse and request Apployent as a partner. Until this is enabled, link the project to a Greenhouse job and import candidates manually or automatically when they reach a chosen stage.
How do I disconnect Greenhouse?
An organization admin can disconnect Greenhouse from Org Admin → ATS Integration. After you reconnect, linked projects must be configured again.