Grayscale’s conversational recruiting platform makes it easy to text with candidates from within Greenhouse, while automating repetitive tasks in the hiring process.
Greenhouse Recruiting’s integration with Grayscale offers powerful texting capabilities for engaging with talent from directly within Greenhouse. In this article, we will cover how to:
Configure User Setup Permissions in Greenhouse Recruiting
Create a Harvest API Key for the Greenhouse/Grayscale Integration
Leverage Grayscale to get the most from your integration
NOTE: In order to enable the Greenhouse/Grayscale integration, you will need developer permission to manage ALL organization’s API Credentials. Contact a Greenhouse admin user from your organization to set up the integration or to enable you with developer permissions.
STEP 1: Create a Harvest API Key for the Greenhouse/Grayscale Integration
To create a Harvest API key for the integration, click on 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 to generate the API key for Grayscale
From the Create New Credential dialog box, make the following selections:
API Type: Harvest
Partner: Grayscale
Description: Grayscale Harvest API Key
When finished, click Manage Permissions to generate the Harvest API key and automatically assign it the appropriate permissions required by Grayscale.
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.
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
Prospect Pool (Greenhouse CRM customers only)
Scheduled Interviews
Tags
User Roles
Users
STEP 3: Save the Greenhouse API Key in Grayscale
Navigate to your Grayscale Settings, click on ATS Integration, and select Greenhouse from the options
Paste your API key, and select the appropriate name from the dropdown menu for the Post Notes As user (we recommend the Greenhouse administrator; they do not need to be a Grayscale user)
Then hit Save
STEP 4: Enable Web Hooks in Greenhouse
Once you save the API key, 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.
Head back to Greenhouse
Navigate back to the Dev Center in Greenhouse
From the Dev Center page, scroll to the bottom click Webhooks. Then click Webhooks one more time.
You will be directed to the below page to Create A New Webhook
From this Create A New Webhook page, you will create 15 web hooks to enable all integration capabilities. To get started, follow these steps one by one:
Web Hook #1: Delete Application
Name this web hook: Grayscale: Delete Application
When: Find 'Delete Application' from the dropdown
Endpoint URL: copy from Grayscale under Settings > ATS Integration
Secret key: copy from Grayscale under Settings > ATS Integration
Web Hook #2: Application Updated
Name this web hook: Grayscale: Application Updated
When: Find 'Application Updated' from the dropdown
Endpoint URL: copy from Grayscale under Settings > ATS Integration
Secret key: copy from Grayscale under Settings > ATS Integration
Web Hook #3: Delete Candidate
Name this web hook: Grayscale: Delete Candidate
When: Find 'Delete Candidate' from the dropdown
Endpoint URL: copy from Grayscale under Settings > ATS Integration
Secret key: copy from Grayscale under Settings > ATS Integration
Web Hook #4: Merged Candidate
Name this web hook: Grayscale: Merged Candidate
When: Find 'Merged Candidate' from the dropdown
Endpoint URL: copy from Grayscale under Settings > ATS Integration
Secret key: copy from Grayscale under Settings > ATS Integration
Web Hook #5: Candidate Has Changed Stage
Name this web hook: Grayscale: Candidate Has Changed Stage
When: Find 'Candidate has changed stage' from the dropdown
Endpoint URL: copy from Grayscale under Settings > ATS Integration
Secret key: copy from Grayscale under Settings > ATS Integration
Web Hook #6: Candidate Has Been Hired
Name this web hook: Grayscale: Candidate Has Been Hired
When: Find 'Candidate has been hired' from the dropdown
Endpoint URL: copy from Grayscale under Settings > ATS Integration
Secret key: copy from Grayscale under Settings > ATS Integration
Web Hook #7: Candidate or Prospect Rejected
Name this web hook: Grayscale: Candidate or Prospect Rejected
When: Find 'Candidate or Prospect rejected' from the dropdown
Endpoint URL: copy from Grayscale under Settings > ATS Integration
Secret key: copy from Grayscale under Settings > ATS Integration
Web Hook #8: Candidate or Prospect Unrejected
Name this web hook: Grayscale: Candidate or Prospect Unrejected
When: Find 'Candidate or Prospect unrejected' from the dropdown
Endpoint URL: copy from Grayscale under Settings > ATS Integration
Secret key: copy from Grayscale under Settings > ATS Integration
Web Hook #9: Candidate or Prospect Updated
Name this web hook: Grayscale: Candidate or Prospect Updated
When: Find 'Candidate or Prospect updated' from the dropdown
Endpoint URL: copy from Grayscale under Settings > ATS Integration
Secret key: copy from Grayscale under Settings > ATS Integration
Web Hook #10: Candidate Has Submitted Application
Name this web hook: Grayscale: Candidate Has Submitted Application
When: Find 'Candidate has submitted application' from the dropdown
Endpoint URL: copy from Grayscale under Settings > ATS Integration
Secret key: copy from Grayscale under Settings > ATS Integration
Web Hook #11: Job Created
Name this web hook: Grayscale: Job Created
When: Find 'Job Created' from the dropdown
Endpoint URL: copy from Grayscale under Settings > ATS Integration
Secret key: copy from Grayscale under Settings > ATS Integration
Web Hook #12: Job Updated
Name this web hook: Grayscale: Job Updated
When: Find 'Job Updated' from the dropdown
Endpoint URL: copy from Grayscale under Settings > ATS Integration
Secret key: copy from Grayscale under Settings > ATS Integration
Web Hook #13: Candidate Has Been Unhired
Name this web hook: Grayscale: Candidate Has Been Unhired
When: Find 'Candidate Has Been Unhired' from the dropdown
Endpoint URL: copy from Grayscale under Settings > ATS Integration
Secret key: copy from Grayscale under Settings > ATS Integration
Web Hook #14: Job Deleted
Name this web hook: Grayscale: Job Deleted
When: Find 'Job Deleted' from the dropdown
Endpoint URL: copy from Grayscale under Settings > ATS Integration
Secret key: copy from Grayscale under Settings > ATS Integration
Web Hook #15 (Greenhouse CRM users ONLY): Prospect Created
Name this web hook: Grayscale: Prospect Created
When: Find 'Prospect Created' from the dropdown
Endpoint URL: copy from Grayscale under Settings > ATS Integration
Secret key: copy from Grayscale under Settings > ATS Integration
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:
Log into Grayscale (this requires Admin permissions, so if you aren't an Admin, ask your Admin to perform these steps for you)
Go to Settings
Click ATS Integration at the bottom of the page
Click Edit under Current Integration
Click the name under Post Notes As to open the list
Enter the email address of the Greenhouse user you wish to use
When you see the user you want in the list, click on them
Click Save
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.
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.
If it's still not working, you may need to update your Post Notes As user in Grayscale, see Updating the Post Notes As user in Grayscale to troubleshoot.
My Greenhouse API key turned red when I created it in Greenhouse. Is that normal?
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!