Recruitment to HR
Greenhouse to ADP Workforce Now integration: accepted offer as an in-progress hire in ADP
With an integration between Greenhouse and ADP Workforce Now, a candidate who accepts an offer in Greenhouse becomes an in-progress hire in ADP Workforce Now, with name, start date, job title, department and pay from the offer. Greenhouse sells HRIS Link for ADP Workforce Now for this, only to ADP customers in the United States; KoppelHet builds the integration when that does not fit, for example with an ADP contract outside the US or when the start date must come from the offer.
What the integration does
Organisations that recruit in Greenhouse and pay their US or Canadian employees in ADP Workforce Now often retype a hire into ADP's hire wizard. Those who cannot buy HRIS Link or want more than that export does look for another route from offer to in-progress hire.
- The recruiter marks the candidate as hired in Greenhouse after the offer is accepted.
- KoppelHet reads candidate, job and offer from the notification and through Harvest v3.
- KoppelHet requests the current template codes and mandatory fields in ADP for the country of the hire.
- The in-progress hire is in ADP; HR completes the wizard.
- If the recruiter reverses the hire, HR gets an alert to stop the hire in ADP.
What to watch for with Greenhouse and ADP Workforce Now
- According to Greenhouse, HRIS Link for ADP Workforce Now can only be bought by ADP customers in the United States, as the Greenhouse Recruiting and Onboarding Connector in the ADP Marketplace. Once on, it also exports international hires. If the organisation holds its ADP contract outside the US, only custom work remains.
- HRIS Link fills the hire date in ADP with the day the candidate was marked as hired in Greenhouse. A recruiter often marks weeks before the first working day. KoppelHet takes starts_at from the offer, so ADP gets the real start date.
- ADP gives an own onboarding template a new code as soon as someone edits it, and HRIS Link requires setup per template in ADP with the Practitioner profile. KoppelHet fetches the codes again for every hire, so an edited template does not lead to a rejected hire.
- A currency field in Greenhouse marked as compensation has a frequency next to amount and currency. ADP has a separate salary, hourly rate and daily rate with a pay frequency. KoppelHet picks the right ADP field based on that frequency, so an hourly rate does not arrive as an annual salary.
- ADP's Applicant Onboard API does not support custom ADP fields. Custom fields on the Greenhouse offer, such as a clothing size or a photo consent, therefore cannot go to ADP; HR adds those in the wizard.
- Greenhouse sends unhire_candidate when a hire is reversed. An in-progress hire in ADP then stays in place. KoppelHet passes that alert to HR, so the hire in ADP stops before ADP's onboarding emails the candidate.
- HRIS Link cannot be used in Greenhouse sandboxes. Anyone who wants to try a new field mapping first does so in production with HRIS Link. With custom work we agree a test route in advance with a test candidate and a test template in ADP.
How we build and run it
- The integration runs on the KoppelHet platform, hosted in a data centre in the EU.
- Every sync and every error is visible in the functional log; on an error your administrator is notified.
- A change that cannot go through is not half-applied but queued for another attempt.
- KoppelHet is ISO 27001 certified. Data travels encrypted and stays on the platform no longer than needed.
- After go-live we manage the integration and adjust it when your process changes.
- The integration fits next to your existing integration layer. Only the fields in the design are transferred; the platform keeps no register of its own.
Implementation and price
This is not an app you switch on. We build the integration for your organisation on our platform, with building blocks we reuse on every project. So it is custom work that does not start from scratch.
A consultant prepares the intake and analyses both systems. We then record the mapping and exceptions field by field, test in the test or acceptance environment and go live at a moment you choose. Costs are a one-off amount for the setup and a monthly amount for platform, monitoring and support.
Frequently asked questions
Greenhouse already has HRIS Link for ADP. Why KoppelHet?
For ADP customers in the US with standard fields, HRIS Link is often enough. KoppelHet is for those who cannot buy the connector, or want the start date and the reversal of a hire handled properly.
Who completes the hire in ADP?
HR, in ADP's wizard. The integration prepares the hire with the data from Greenhouse; ADP then handles the rest of onboarding.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Greenhouse through the hire_candidate webhook (on Accept Offer; candidate with email_addresses and phone_numbers, jobs[] with departments and offices, offer with starts_at and custom_fields; currency fields with amount, unit and for compensation frequency; HMAC-SHA256 in the Signature header) and Harvest v3 with OAuth 2.0 client credentials. unhire_candidate for reversed hires.
- To ADP Workforce Now through the Applicant Onboard V2 API - first GET /hcm/v2/applicant.onboard/meta for template codes and mandatory fields, then POST /hcm/v2/applicant.onboard with givenName, familyName, hireDate, onboardingTemplateCode and payrollGroupCode. ADP-Context-ExpressionID header with country US, CA or INT; registration with the canonicals applicant.onboard and applicant.onboard.meta.read.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Greenhouse | Field in ADP Workforce Now | Notes |
|---|---|---|
first_name en last_name | givenName en familyName | |
email_addresses (personal) | Home email | |
phone_numbers (mobile) | Persoonlijk mobiel nummer | |
offer.starts_at | hireDate | Not the date of marking |
jobs[].offices | payrollGroupCode of company code | Through a table per office |
jobs[].departments | Home department | |
jobs[].name | Job title | |
Valutaveld in het aanbod (amount, unit, frequency) | Salaris of uurloon met pay frequency |
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