Greenhouse: Synced Fields and Integration Settings

Overview on synced fields and integration settings with Greenhouse.

The Namely + Greenhouse integration syncs candidates from Greenhouse into Namely as employee profiles once they've been "hired" in Greenhouse. 

There are a set of standard fields in Namely and Greenhouse that automatically sync without any additional setup. Other fields are standard in Namely but not Greenhouse and require additional setup on the Greenhouse side. 

Syncing custom fields is also supported but require setup in both Namely and Greenhouse. 

You can also choose how you want the employee profile created in Namely, either as a draft onboarding session in Namely Onboarding (preferred) or directly as an active employee profile. 

Synced Fields

Standard Fields

The following standard fields are automatically synced: 

First name
Last name
Middle name
Personal email
Work email
Start date
User status
Job title 

Some system-delivered Namely fields will also sync if a counter-part is created in Greenhouse with the exact same name: preferred name, gender (case-sensitive: Male, Female), date of birth (YYYY-DD-MM), any phone number, and bio. 

The job from the requisition will sync to Namely if the job title matches one that you have in Namely (not case-sensitive). 

Custom Fields

As previously mentioned, you are able to create custom fields and values you’ve created in Greenhouse into Namely.

In order to do this, the field in Namely and the field in Greenhouse must match exactly (case and space sensitive).

* “Team” and “team” will not work

* “Favorite_food” and “Favorite food” will not work

* “best friend” and “best friend” will work

The custom fields you're mapping must also be the same field type.

* Text = Short textbox

* Long Text = Long textbox

* Select = Single select

* Number = Number

Namely Payroll Users

If you use Namely Payroll, you may have to set up additional custom fields on the offer in Greenhouse to successfully sync candidates. 

The two fields in question are:

  1. payroll_company

  2. payroll_job

If you only have a single payroll company AND a single payroll job (go to Company > Settings > Payroll Jobs to see how many you have), you don't need to create these custom fields in Greenhouse. The integration will automatically create employees in the only payroll company with the only payroll job that you've set up. 

If you have multiple payroll jobs and want to create employee profiles with a specific payroll_job, create payroll_job as a custom field on the offer in Greenhouse (it must be formatted and spelled exactly as shown with an underscore in between "payroll" and "job"). 

If you have multiple payroll subsidiaries in Namely Payroll, you must create the payroll_company custom field in Greenhouse. 

A. If you populate values for both payroll_company and payroll_job in Greenhouse, a newly hired employee will be associated to the specified subsidiary and job when synced to Namely.

B. If you only specify the payroll_job in Greenhouse, a newly hired employee will be automatically be associated to the payroll subsidiary that the specified payroll_job was created in when synced to Namely. 

C. If you only specify the payroll_company in Greenhouse, a newly hired employee will be associated to the most recently created payroll_job in that payroll company when synced to Namely. 

D. If neither the payroll_company nor payroll_job is specified in Greenhouse and you use Namely Payroll, a 422 response will be returned. 

Integration Settings

Create draft onboarding session for new hires

This setting allows you to configure whether you'd like newly hired candidates to be created as a draft onboarding session in Namely Onboarding or as an active profile. Note that selecting this option requires access to the Onboarding feature—feel free to reach out to your Namely contact if you'd like access. 

Update profile data for existing profiles

This setting allows you to configure whether you'd like previously-hired employee profiles in Namely to be updated in response to subsequent "hire" events from Greenhouse. For some clients, enabling this option will support the internal transfer or internal hire use case. 

This setting will be off by default. If you hire a candidate in Greenhouse whose company or personal email address already exists in Namely, you'll see a message in the Greenhouse sync history or email notification informing you that no candidate data was synced. 

If the setting is on (i.e. the box is checked), Namely Connect will update the below fields for any employee profiles that have a matching candidate company or personal email address in Greenhouse: 

  1. First name

  2. Middle name

  3. Last name

  4. Job title

Note that for the job title to update properly, there must be an exact match between the job title on the Greenhouse requisition and the job title in Namely.