Recruitment to HR
Greenhouse to Oracle HCM integration: accepted offer as a pending worker in Oracle HCM Cloud
With an integration between Greenhouse and Oracle HCM Cloud, an accepted offer in Greenhouse becomes a pending worker in Oracle, at the right legal employer and location, with the start date and FTE from the offer. HR in Oracle then decides when the pending worker becomes an employee, so onboarding and national ID are completed in Oracle first.
What the integration does
Organisations that recruit in Greenhouse and have Oracle HCM Cloud as their HR system do not use Oracle's recruitment module. As a result the step in which a hired candidate automatically becomes a pending worker is missing, and HR re-enters every hire in Oracle.
- The recruiter accepts the offer in Greenhouse.
- KoppelHet reads candidate, job, office and offer and checks whether the application is already in Oracle.
- The office determines legal employer, business unit and location; the hours become FTE.
- KoppelHet creates the pending worker with the start date from the offer.
- HR completes the onboarding in Oracle and marks the pending worker ready for conversion.
What to watch for with Greenhouse and Oracle HCM Cloud
- Oracle has its own recruitment module that converts a hired candidate into a pending worker by itself. Those recruiting in Greenhouse miss that step, and we found no dedicated Oracle integration in Greenhouse's documentation. KoppelHet creates the pending worker at the moment the offer is accepted in Greenhouse.
- A pending worker only becomes an employee in Oracle when HR marks the work relationship ready for conversion and a scheduled process runs. KoppelHet does not set that flag itself, so HR in Oracle decides the moment, even when the start date in Greenhouse is close.
- Oracle counts FTE and headcount on an assignment, while a Greenhouse offer has no hours field. We add a number field for hours to the offer, and KoppelHet converts it against the legal employer's full working week in Oracle.
- An office in Greenhouse is a name, while Oracle wants a legal employer, a business unit and a location code. KoppelHet records those three per Greenhouse office, so a hire for a Belgian office lands at the Belgian legal employer.
- Greenhouse retries a notification up to seven times. KoppelHet puts the application ID from Greenhouse in the pending worker's applicant number and searches on it first, so a repeated notification does not create a second person in Oracle.
- In Oracle a change depends on an effective date passed in the call. KoppelHet uses the start date from the Greenhouse offer as effective date and as projected start date, so the pending worker does not arrive in Oracle with today's date.
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
Why not Oracle's recruitment module?
That is the organisation's choice. This integration is for those who keep recruiting in Greenhouse and run HR in Oracle.
Does the national ID come from Greenhouse?
No. HR adds it in Oracle during onboarding, before the pending worker becomes an employee.
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 Oracle, 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.
- Greenhouse through the hire_candidate webhook (on Accept Offer; application.id, candidate with email_addresses, jobs[] with name and offices, offer with starts_at and custom_fields; HMAC-SHA256 in the Signature header; up to seven attempts in about fifteen hours) and Harvest v3 with OAuth 2.0.
- To Oracle HCM Cloud through POST /hcmRestApi/resources/11.13.18.05/workers with header effective-Of RangeStartDate on the start date; workRelationships with WorkerType P and LegalEmployerName, assignments with ActionCode ADD_PEN_WKR, ProjectedStartDate, BusinessUnitName, LocationCode and workMeasures (FTE and HEAD). Conversion through ReadyToConvertFlag and the Run Convert Pending Workers Automatically process.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Greenhouse | Field in Oracle HCM Cloud | Notes |
|---|---|---|
first_name en last_name | names | |
email_addresses (type personal) | emails | |
jobs[].offices (vertaaltabel) | LegalEmployerName, BusinessUnitName en LocationCode | |
offer.starts_at | ProjectedStartDate en effective-Of | |
Uren per week (eigen veld in het aanbod) | workMeasures FTE | |
application.id | ApplicantNumber | |
jobs[].name | AssignmentName |
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