Recruitment to HR
Greenhouse to BambooHR integration: hired candidates in BambooHR automatically and completely
With an integration between Greenhouse and BambooHR, a hired candidate from Greenhouse becomes a new employee in BambooHR, with start date, job title, department, location, employment type, salary and documents from the offer. Greenhouse itself has a BambooHR export that does this per candidate through a choice in the offer; KoppelHet comes in when it must work without that manual choice, when job titles and departments do not match literally, or when changes after the export must come through.
What the integration does
Organisations that recruit in Greenhouse and use BambooHR as their HR system often switch on Greenhouse's BambooHR export. A recruiter then has to switch on the export at every hire, and a job title or department with a slightly different name in BambooHR arrives empty.
- The recruiter accepts the offer and marks the candidate as hired in Greenhouse.
- KoppelHet reads candidate, job, office, department and offer from Greenhouse's notification.
- Job title, department and location are translated to the lists in BambooHR; an unknown value goes to HR first.
- KoppelHet creates the employee with status entry and salary, and puts the documents in one folder.
- If a new version of the offer comes with another start date, KoppelHet updates it.
What to watch for with Greenhouse and BambooHR
- With the Greenhouse export the recruiter sets Export to BambooHR to yes in the offer per candidate, and a bulk export does not exist. KoppelHet reacts to the notification Greenhouse sends at every hire, so a forgotten choice does not lead to a missing employee.
- A job title only comes along with the export if that title already exists in BambooHR, and department and office only with a literal match. KoppelHet translates through a table and holds the hire on an unknown value, so the employee is not in BambooHR without a job title or department.
- Greenhouse has departments in tiers, and the export requires sub-departments to exist as separate departments in BambooHR. KoppelHet can put the top tier in the division and the lowest in the department in BambooHR, so BambooHR's structure does not need to change.
- Fields cannot be switched off individually in the export, so personal email and home phone always go along. KoppelHet only sends the fields HR needs in BambooHR, and the integration user gets no write access to the rest.
- For salary the export has fixed keys, such as starting_salary and hourly_rate. A currency field in Greenhouse that is flagged as compensation also has a frequency. KoppelHet takes amount, currency and period together, so a monthly salary does not arrive in BambooHR as an annual amount.
- Greenhouse does not describe what the export does with an offer that still changes after the hire. A changed offer gets a new version in Greenhouse; KoppelHet checks for a new version until the start date and adjusts the start date in BambooHR.
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 a BambooHR export. Why KoppelHet?
With few hires and matching names in both systems that export is often enough. KoppelHet is for organisations that do not want to click anything per candidate or use other names.
Which data does not go to BambooHR?
Scorecards, interview notes and rejected candidates stay in Greenhouse. Only the hire with the offer goes along.
What about audit logging, GDPR and our integration platform?
You are the controller and KoppelHet is the processor, under a data processing agreement. Only hired candidates go to BambooHR, and every action is in the audit logging. An existing integration platform is left alone.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- The Greenhouse export requires its own access level in BambooHR with Add New Employees, write access to the chosen personal fields and to the Documents tab (current and future folders), an API user with API key and the subdomain. Each Greenhouse user connects separately under Integrations; export per candidate through Mark Candidate as Hired and Export to BambooHR?.
- KoppelHet reads Greenhouse through the hire_candidate webhook (on Accept Offer; application with candidate, jobs[] with departments and offices, offer with version, starts_at and custom_fields; currency fields with amount, unit and for compensation frequency; HMAC-SHA256 in the Signature header; up to seven attempts in about fifteen hours) and Harvest v3 with OAuth 2.0 for new versions of the offer.
- To BambooHR through create-employee (employmentHistoryStatus with employeeStatusDate; list fields only with valid options), create-table-row v1.1 for compensation and upload-employee-file for documents.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Greenhouse | Field in BambooHR | Notes |
|---|---|---|
first_name en last_name | firstName en lastName | |
email_addresses (type work en personal) | workEmail en homeEmail | |
phone_numbers (type mobile) | mobilePhone | |
offer.starts_at | hireDate | |
jobs[].name | jobTitle | Through a lookup table |
jobs[].departments | department en division | |
jobs[].offices | location | |
Dienstverband uit het aanbod | employmentHistoryStatus met employeeStatusDate | |
Valutaveld in het aanbod (amount, unit, frequency) | payRate, currency en paidPer | |
Cv, motivatie en aanbiedingsbrief | Employee files in één categorie |
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