Skip to main content

How to Activate a Greenhouse Integration

Step-by-step guide for activating a Greenhouse ATS & CRM integration

Written by Sam Abello

These instructions are for Greenhouse Harvest API v1/v2.

Coming Soon: Greenhouse Harvest API v3

We are aware that Greenhouse will be deprecating Harvest API v1 and v2 as of August 31, 2026 and will be updating these instructions to reflect those changes.

Grayscale’s conversational recruiting platform makes it easy to text with candidates from within Greenhouse, while automating repetitive tasks in the hiring process.  

Integration Steps

  1. Create new API credentials

  2. Manage API permissions

  3. Activate Greenhouse API Key in Grayscale

  4. Enable SMS Consent Management

  5. Enable Webhooks in Greenhouse

Jump ahead to see functionality you're enabling ✨

NOTE: These tasks must be completed by a Greenhouse implementation user with Site Admin access. They must have the following Developer Permissions:

  1. Manage ALL organization’s API Credentials

  2. Manage and configure webhooks

STEP 1: Create new API credentials

In Greenhouse

  1. Click on the Configure icon in the upper right-hand corner

  2. Navigate to Dev Center on the left-hand panel
    ​

  3. From the Dev Center page, click API Credential Management
    ​

  4. From the API Credential Management page, click Create new API credentials
    ​

  5. From the Create New Credential dialog box, make the following selections:

    1. API Type: Harvest

    2. Partner: Grayscale

    3. Description: Grayscale Harvest API Key
      ​

  6. When finished, click Manage Permissions to generate the Harvest API key and automatically assign it the appropriate permissions required by Grayscale.

  7. On the API key successfully created pop-up, click Copy to save your API key to your clipboard. Store the API key in a secure location to provide to Grayscale in the next step.

  8. Click I have stored the API Key once you have copied and saved the key.
    ​

Note: You cannot access the full API key again after clicking I have stored the API Key. If you lose your API key and need to access it later, you must create a new API key, provide it to the integration partner, and then revoke access to the original key.

STEP 2 : Manage Permissions

On the Manage API Key Permissions page, click Select All, then scroll to the bottom and click Save. 

NOTE: Only want to include the minimum number of permissions with your API key? Here is the list needed to power Grayscale's current capabilities:

  • Activity Feed

  • Applications

  • Candidates

  • Job Posts

  • Job Stages

  • Jobs

  • Offers

  • Prospect Pool (Greenhouse CRM customers only)

  • Scheduled Interviews

  • Tags

  • User Roles

  • Users

IP Limiting

If you enable Greenhouse's IP limiting feature, please ensure the following IP addresses are whitelisted/allowed:

  • 3.225.131.100

  • 52.205.52.97

STEP 3: Activate Greenhouse integration in Grayscale

In Grayscale

  1. Navigate to your Grayscale Settings > Integrations > Set Up in the Greenhouse tile.
    ​

  2. Select the Recruiting checkbox and click Next
    ​

  3. In the Harvest API Key field, paste your API key.
    ​

  4. Choose a user from the Post Notes As dropdown that the integration can use to post notes to candidate Activity Feeds.
    We recommend the Greenhouse administrator; they do not need to be a Grayscale user. Here's an example:
    ​

  5. Then hit Next
    ​

  6. Review Permissions to ensure your new API key has the appropriate permissions, then click Save
    ​

STEP 4: Enable SMS Consent Management

  1. Configure SMS Consent – See SMS Consent Management – Greenhouse ATS for step-by-step instructions

  2. Enter the SMS Consent field key created during Step 1 – Configure Candidate Field
    ​

  3. Permissive Mode Checkbox

    1. Leave unchecked for Strict SMS consent enforcement – Users will only be able to communicate with candidates who have responded YES to the SMS consent question

    2. Check the box for Permissive SMS consent enforcement – Users will not be able to text candidates who have responded NO to the consent question

  4. Click Save

STEP 5: Enable Web Hooks in Greenhouse

Once you save the API key and messaging consent configuration, you'll see a section appear labeled Incoming Webhooks. 

You'll copy both the URL and Secret and paste back in Greenhouse (details below).

PRO TIP: We recommend copying and pasting the URL and Secret code somewhere you can easily access again, as you'll be doing a bit of copy/paste in steps to follow.

Create New Greenhouse Webhooks

In Greenhouse

  1. Click on the Configure icon in the upper right-hand corner

  2. Navigate to Dev Center on the left-hand panel
    ​

  3. From the Dev Center menu, scroll to the bottom click Webhooks. Then click Webhooks one more time.
    ​

  4.  You will be directed to the below page to Create A New Webhook
    ​

  5. Create the following 9 webhooks using the Incoming Webhooks URL and Secret Key found on the Grayscale Integration Details page
    ​

Name this webhook

When

Endpoint URL

Secret Key

Grayscale: Delete Application

Delete Application

Copy + Paste:

Copy + Paste:

Grayscale: Delete Candidate

Delete Candidate

Copy + Paste:

Copy + Paste:

Grayscale: Merged Candidate

Merged Candidate

Copy + Paste:

Copy + Paste:

Grayscale: Candidate Has Changed Stage

Candidate Has Changed Stage

Copy + Paste:

Copy + Paste:

Grayscale: Candidate Has Been Hired

Candidate Has Been Hired

Copy + Paste:

Copy + Paste:

Grayscale: Candidate or Prospect Rejected

Candidate or Prospect Rejected

Copy + Paste:

Copy + Paste:

Grayscale: Candidate Has Submitted Application

Candidate Has Submitted Application

Copy + Paste:

Copy + Paste:

Grayscale: Candidate Has Been Unhired

Candidate Has Been Unhired

Copy + Paste:

Copy + Paste:

Grayscale: Job Deleted

Job Deleted

Copy + Paste:

Copy + Paste:

Whew, you made it! Your Greenhouse integration is all set up and ready to go!

The Functionality You Just Enabled 💫

Activity Feed Sync

Your conversation history will be automatically saved in the Activity Feed for the candidate, so you have a record of the texting conversation directly on the candidate profile. 

NOTE: We import the entire conversation 1 hour after the last message is sent/received to ensure the entire communication is organized together in the same note.

Seamless Bulk Messaging

When sending bulk messages, you'll be able to search open jobs in Greenhouse directly from our Chrome extension to find relevant candidates to message.

So if you want to quickly bulk message all candidates at the Phone Interview stage of an open req, just search for the job, select the stage, and off you go!

For Greenhouse CRM customers, you'll be able to search by Pools and select all candidates at specific stages. 

Quick Search Across All Greenhouse Candidates & Prospects

Seamlessly search across all your candidates in Greenhouse to find the right candidate to message.
​

Updating the Post Notes As user in Grayscale

Note: The Post Notes As user must be a Site Admin in Greenhouse

In order for Grayscale Transcripts to sync in Greenhouse, you'll need to select a Greenhouse Site Admin as the Post Notes As user in Grayscale. Once a Post Notes As user has been selected, the Grayscale conversation transcripts will begin or resume syncing in the Greenhouse activity log.

If you are having trouble with the transcripts, a good place to start is to make sure that the Post Notes As user is still set to an active Greenhouse user account.

Here's how to change the Post Notes As user in Grayscale:

  1. Log into Grayscale (this requires Admin permissions, so if you aren't an Admin, ask your Admin to perform these steps for you)

  2. Go to Settings

  3. Click Integrations at the bottom of the page

  4. Click Edit under Greenhouse
    ​

  5. Click the Edit Credentials

  6. Click the Next button until you see the POST NOTES AS field

  7. Click the POST NOTES AS dropdown to open the search panel

  8. Enter the email address of the Greenhouse user you wish to use

  9. When you see the user you want in the list, click on them

  10. Click Next

  11. Click Save

  12. Click the 'X' to close the configuration panel

Setting up a generic Post Notes As user

If you don't want to user a specific person's Greenhouse account, you can create a generic admin account in Greenhouse to use as the Post Notes As user. Here's the Greenhouse article on how to do that!

FAQs

My texting history isn’t displaying within the Activity Feed.

We update the activity feed one hour after the latest text message was sent/received for that candidate. This ensures your entire conversation is organized within the same note in the feed. If it’s been over an hour, try refreshing the page.

My Greenhouse API key turned red when I created it in Greenhouse. Is that normal?

No, your API key should be green. If it's red, that means there's a problem with how it's set up. Go back through the API key setup steps above, and if the problem persists, you may need to loop in Greenhouse support. We're here to help troubleshoot as well.

Still having issues?  Live chat with us below and we'll help you out! 

Related Articles
How to Activate a Lever Integration
I'm on Greenhouse – do I need to do anything to enable automated Interview Reminders?
5. Surveys & Reports in Greenhouse (training video)
SMS Consent Management – Greenhouse ATS
SAP SuccessFactors Integration Instructions – Recruiting Module
Did this answer your question?