Greenhouse
Connect Greenhouse to Ploy to see every user in your Greenhouse Recruiting organization, whether they are enabled or disabled, and who is a site admin. Ploy can also add users, disable and re-enable them, and downgrade a user to Basic.
This integration is in beta
The Greenhouse integration is in beta. It was built from Greenhouse's API documentation and has not yet been checked against a live Greenhouse organization, so some details may need adjusting once customers connect it. Beta does not limit what the integration can do.
The first step of setup is a consent checkbox. Ticking it lets Ploy capture redacted error data when a request to Greenhouse fails: the error response Greenhouse sends back, with personal details, keys and other secrets removed. Ploy uses it only to fix problems with this integration. You must tick the box to continue.
What Ploy reads
Every Greenhouse user, including disabled users, with their name and email addresses
Whether each user is enabled or disabled
Whether each user is a site admin
Ploy does not read candidates, applications, offers, scorecards or jobs. Job-level permissions, hiring teams, departments and offices are not scanned yet.
Before you start
You need:
A Greenhouse user with the Can manage ALL organization's API Credentials permission, found under Developer permissions in a Greenhouse permission set
The email address of an active Greenhouse user that Ploy's changes will be recorded against. Greenhouse attributes every change made through its API to one of your users for auditing. A site admin or your own account works well.
Create a Harvest API key in Greenhouse
Sign in to Greenhouse.
Go to Configure, then Dev Center, then API Credential Management.
Create a new API key of type Harvest. Copy the key and treat it like a password.
Click Manage Permissions next to the key. Under Users, allow List Users and Retrieve User so Ploy can scan your users. To let Ploy manage access, also allow Add User, Disable User, Enable User and Change user permission level.
Save the permissions. Keys created after January 2017 start with no endpoints allowed, so this step is required.
Connect Greenhouse in Ploy
In Ploy, open Integrations and choose Greenhouse.
Tick the beta consent checkbox.
Paste the Harvest API key.
Enter the email of the Greenhouse user Ploy's changes are recorded against.
Click Test. Ploy reads your Greenhouse users to check the key works.
Finish the setup. The first scan starts straight away.
Things to know
Disabled users show as having lost access straight away.
Site admins carry a Site Admin label in Ploy. When someone stops being a site admin, the label is removed on the next scan.
Greenhouse has no way to delete a user. To remove someone's access from Ploy, disable them. Re-enabling them restores their access.
Users added from Ploy always start with Basic permissions, because Greenhouse does not allow creating a Job Admin or Site Admin through its API. They can sign in once they accept Greenhouse's invitation or use single sign-on.
The only permission change Ploy can make is a downgrade to Basic. It removes every job permission and admin permission the user held and cannot be undone from Ploy. Promote users in Greenhouse.
Troubleshooting
Greenhouse rejected that API key: check the key was copied in full and is a Harvest key.
That API key cannot list users: open Manage Permissions next to the key in Greenhouse and allow the Users endpoints, then test again.
A change from Ploy fails saying no user is set to record changes against: enter the email of an active Greenhouse user in the Greenhouse connection settings in Ploy. A disabled user cannot be used.
Greenhouse refused the change: the message shows Greenhouse's reason, for example an email address that is invalid or already in use.