Block confidential Vacancies: It is also possible to block confidential Greenhouse vacancies from syncing to Beamery.

Data Mapping

 

Public and Private Vacancy

The integration maps vacancy confidentiality in the following way. It is also possible to block Greenhouse confidential jobs from being imported. (Executive Search is required.)

Greenhouse	Beamery default configurations
Jobs – Public	Mapped as public Vacancy
Jobs – Confidential	Mapped as private Vacancy (can be blocked)

 

Vacancy Stages

Greenhouse Jobs can have their own unique set of stages, which are imported and visible in Beamery as well.

Vacancy Status

Beamery has the following list of possible Vacancy Types.

Beamery	Greenhouse
Open	Open
Closed	Closed
Cancelled	-
Hold	-
Draft	Draft

 

Vacancy by Department

Beamery allows you to sort by GH departments. Just click on the Vacancy Group in the Vacancies Tab.

Contacts / Candidates

Data Flow

Contacts are synced bi-directionally between Beamery and Greenhouse. 

Beamery to Greenhouse
Contacts created in Beamery are not exported to Greenhouse by default. This is expected, as newly sourced talent may not be ready or qualified to apply for jobs. There are four ways for contact data to be synced to Greenhouse. The push is done by Beamery using Greenhouse API Post Candidate and Patch Candidate.

1. You can trigger a contact to be pushed to Greenhouse by clicking on a button on the profile.

2. You can select multiple contacts and bulk Add to Greenhouse

3. You can configure when contacts should be pushed to Greenhouse depending on your process using Beamery's Automation. For example, 'if a contact is added to a vacancy, then add to Greenhouse.'

4. Once a contact exists in both systems (contact in Beamery will have a Greenhouse ID and URL which are hidden), subsequent updates made to the contact in Beamery will automatically sync to Greenhouse. 

Greenhouse to Beamery

Prospects and candidates created and updated in Greenhouse are imported to Beamery. Beamery gets notified by Greenhouse using Webhooks when a contact is created or updated. (Note: that not all updates create a Webhook notification such as adding a tag, a note or bulk actions.) The notification includes all data for Beamery to create or update contacts. The integration also identifies existing contacts in Beamery when a Greenhouse contact with the same email is imported. The Beamery contact is updated with the new data from Greenhouse. However, if there are duplicates in Greenhouse with the same email, these contacts are not auto-merged in Beamery to avoid loss of data in Beamery. (The integration supports bi-directional contact merges when you merge them yourself).

Block Private Contacts 

It is possible to block Greenhouse contacts that are marked as private from being created in Beamery. This can be set by Beamery if requested. Greenhouse contacts that are in confidential vacancies are not blocked.

Why we ask you to enable Auto-Merge by Email in Greenhouse

Both Beamery and Greenhouse are able to identify an existing contact in a similar fashion. For example, you can enable auto merge in Greenhouse Settings, so when a candidate applies to another job using the same email, the existing contact is updated in Greenhouse with the new information. In Beamery, when you use CSV import through the Settings page, Beamery recognises an existing contact by email or unique social URL (e.g. LinkedIn) and updates existing contact with the new information.

However, auto merging contacts through the above methods can cause one system to have more contacts than the other, which would impact the data being synced correctly. For example, if Beamery would auto-merges two contacts, Greenhouse would still have the duplicates with different vacancies attached. Since Greenhouse is the source of truth, an update on one duplicate would overwrite the contact in Beamery. As a result, in Beamery the contact will only have the vacancies of one of the duplicate contacts, but not both.

The integration does not support auto merging when Greenhouse duplicates with the same email are imported to Beamery. However, it auto merges when there is a Beamery contact not yet pushed to Greenhouse yet and a Greenhouse contact with same email is imported.

Note: Beamery recommends you enable auto merge in Greenhouse to avoid the creation of many duplicates in both systems. 

Greenhouse - Beamery Diagram Overview

Merge Duplicates

The integration supports bi-directional sync when you merge contacts in Greenhouse or Beamery. When you merge duplicates with Greenhouse ID in Beamery, then the duplicates will also be merged in Greenhouse and vice versa.

GDPR - Anonymize Contacts

To be compliant with GDPR, Beamery will support anonymization of contact data when candidates opt out. Once a contact is anonymized in Beamery, contact information is deleted and any updates from the ATS are blocked.

Greenhouse has similar consent and anonymization features, and the Beamery-Greenhouse integration supports two-way anonymization. The integration also supports two different configurations.

1. Bi-directional anonymization
If your recruitment workflows require anonymization to be enabled in both systems, then the integration allows bi-directional anonymization. Anonymizing a contact in Beamery will anonymize contact in Greenhouse and vice versa.

2. Greenhouse to Beamery anonymization
If your recruitment workflows requires Greenhouse to be the source of truth for all anonymization, the integration can be configured so Greenhouse is used to anonymize contacts in both systems, if the contact exists in both systems. User cannot annonymize a Greenhouse contact in Beamery, but they can still anonymize a Beamery contact that does not yet exist in Greenhouse

Note: that Greenhouse allows anonymised contacts to be re-added, while Beamery does not  allow this until candidate’s consent is received. Contacts that have been re-added in Greenhouse will NOT be added to Beamery until consent is received.

Topic	Beamery	Greenhouse
What data is removed?	All data is deleted except First/Last Name, Email and Social URLs, which are hidden from users' view. These prevent anonymized contacts from being accidentally added back into Beamery.	You can configure what data to be deleted.
How is anonymized contact different to a standard contact?	Anonymized contacts are not visible nor editable. Any updates from Greenhouse are also blocked. If however, a duplicate is created in Greenhouse, a new contact is also created in Beamery.	Anonymized contacts are not different to standard contacts. User can view and update contacts that were anonymized.
How to un-anonymize a contact?	Users can provide consent link to the candidates if requested or Super Admin can directly un-anonymize the contact.	There is no un-anonymization required. User can simply update the contact. Updates do not synchronize to Beamery, if contact is anonymized in Beamery.

 

To learn more about our how to configure the anonymization workflow for your instance please read our Greenhouse Configuration Documentation.

Contact Data Mapping

Attachments

You can upload CV / resumes and other attachments to a prospect or candidate in Greenhouse. By default, CV / resumes are imported to Beamery, whereas other attachments are not. 

Greenhouse does not notify Beamery when a new CV / resume is uploaded. However, when any other profile data is updated, the new files are imported to Beamery.

Confidential Candidate

Beamery imports all contacts that are made available from the import. Currently, the integration maps confidential Greenhouse contacts as public Beamery contacts. However you can request that confidential Greenhouse contacts are blocked from being imported to Beamery.

Creation Source

In Beamery, the Creation Source of a contact allows you to identify how the contact was created for example 'Manual' (contact created via the App) or 'CSV Import'. For contacts created from Greenhouse, the creation source is set to Greenhouse. This allows you to filter for any contacts created from Greenhouse or use an Automation Recipe (e.g. check contacts with creation source = Greenhouse, then add Global Tag).

Note: This is different from source, which identifies how the contact is known to the company e.g. LinkedIn or Event.

Custom Field Mapping using Tags

There are two field types that exist in Greenhouse which are not currently available to map via integration when synchronizing data from Greenhouse.

• Credit to – When pushing data from Beamery to Greenhouse, we map the Beamery 'assigned to' field to push into the Greenhouse credit to field. However, this credit to field is not available to synchronise from Greenhouse. We import users into Beamery, but the credit to field is not imported into Beamery. A Greenhouse user will not see which users from Greenhouse are assigned to vacancies and contacts in Beamery. This is because this data is not available via integration, and because not every Greenhouse user is in Beamery, we cannot map this. We recommend that prior to connecting data, or just after, users are added as a tag to contacts in Greenhouse. This allows us to import that data as a keyword/tag in Beamery, and then apply a bulk assign in Beamery.

• Custom fields – Customers can create certain custom fields in Beamery and Greenhouse. These will not automatically map via integration

• Bulk tags – the one key action that does not immediately get imported to Beamery from Greenhouse is a bulk add tag in Greenhouse (since Greenhouse do not currently support Webhooks for bulk actions). By adding individual tag synchronization to Beamery, if a contact is updated through another mechanism (for example, their stage is changed), the bulk added tag will then synchronise.

Notes

Notes are synced bi-directionally between Beamery and Greenhouse. This does not happen instantly, but usually occurs when other updates are made. The integration automatically keeps private notes as private and as such are not synced from Greenhouse to Beamery.

Beamery's Features for Integration Data

 

Users, Source, Departments

To ensure that prospects and candidates are synchronized accurately, the following data is synchronized from Greenhouse to Beamery every 1 hr.

• Users

• Source

• Departments

The synchronization process takes around 1 hour from Greenhouse to Beamery.