Integrating Greenhouse with PeopleForce helps HR teams and recruiters save significant time by automating candidate data transfer between platforms.
Key benefits of the integration
Saves time by eliminating manual data entry.
Reduces errors with automatic syncing of personal data.
Improves visibility into incoming hires via the ATS Inbox, where candidates are sorted by their start date — helping HR prioritize onboarding.
Step 1: Start the integration
Begin by navigating to the Greenhouse integration settings in PeopleForce. Click the Install button to generate:
A Webhook URL for receiving events from Greenhouse;
A Secret key.
These will be used later in Greenhouse to configure webhooks.
Step 2: Set up candidate notifications
In the Notifications section of the integration settings:
Select which employees should receive notifications about new candidates.
You can manage who appears in this list in the Roles and permissions via Role → General → People → Allow access to employee directory→ Manage ATS Inbox.
By default, all users with admin rights are included. Only selected users will get notified to complete their hiring process in PeopleForce.
Step 3: System field mapping
The integration supports field mapping between Greenhouse and PeopleForce:
System fields like first name and last name are pre-mapped. You can map additional system fields to ensure relevant information is transferred from Greenhouse to PeopleForce.
Step 4: Custom field mapping
To map a custom field, follow these steps:
Go to Greenhouse → Configure → Custom Options.
From the list of entities, select one:
Offer
Application
Candidate
Job, etc.
3. Find the field you want to map. For example, to map employee's start date in the company :
Open the Offers page.
Click on the Start day field.
Scroll down and copy the Field key.
4. In PeopleForce:
Add a custom field using the following custom field format:
entity/custom_field/field_key/value
Example:offer/custom_field/start_date/valueMap it to the corresponding field in PeopleForce.
To finish mapping make sure that hire form uses fields that will save needful information. Otherwise this information will be lost.
Step 5: Define your Greenhouse company URL
To ensure correct candidate profile links, you must enter your Greenhouse company URL (typically your company name in the Greenhouse domain).
Once configured, you’ll be able to jump directly from PeopleForce to your Greenhouse account with just one click.
Step 6: Complete setup in Greenhouse
Once the initial configuration is done in PeopleForce, go to the Settinds -> Dev Center in Greenhouse to finalize integration. You’ll need to set up two webhooks:
One for the "Candidate has been hired" event
One for the "Candidate has been unhired" event
Each requires:Its unique Endpoint URL = PeopleForce
The previously generated Secret Key
It’s also recommended to set an Error recipient email to receive alerts if the webhook fails.
Step 7: Document handling
The integration supports automatic syncing of candidate documents from Greenhouse to PeopleForce folders. To enable this choose specific folders in PeopleForce where each document type should be saved. If no folder is selected, documents won’t sync.
Documents that can be transferred include:
CV/resume
Cover letter
Offer letter
Offer packages (e.g., bonuses or additional terms), etc.
Step 8: Hiring workflow in Greenhouse
When a candidate is marked as “Hired” in Greenhouse, their data is automatically sent to PeopleForce. This includes mapped system and custom fields, along with any relevant documents. The candidate appears in the People -> ATS Inbox in PeopleForce, ready for onboarding.
⏱️ Sync typically occurs within a few minutes of the trigger in Greenhouse.
If you need to change the offer after a candidate is marked as hired, use the “Unhire” function in Greenhouse.
This automatically removes the candidate from PeopleForce.
It ensures data accuracy and prevents outdated or incorrect offers from being processed.
Step 9: Candidate data in PeopleForce
In PeopleForce the ATS Inbox is available only to users with the correct permissions. It displays all synced candidate data, including CVs and offer documents.
Step 10: Hire the candidate in PeopleForce
To finish the process, fill out the Hire form in PeopleForce to add the candidate as an employee.
Go to the ATS inbox and find the candidate.
Click the Hire button.
Fill in all required fields in the Hire form to create their profile.
This process is the same as standard employee creation. After the profile is created, you can manually complete or update any additional information as needed.
Rehire and duplicate check in PeopleForce
When a new candidate is marked as Hired in Greenhouse and their data is sent to PeopleForce, the system automatically checks if a person with the same email, phone number, or name already exists in your account. If a match is found, you’ll see a “Potential existing employee” warning.
There are two possible cases:
The matched profile is active (employed)
If the person is active in the system, you'll simply see that the profile exists, but there will be no Rehire button. You can review the profile, but the system assumes the person is already working.
The matched profile is terminated
If the matched person is no longer working at the company (i.e., has a terminated status), you'll see a Rehire button next to their profile. Clicking Rehire launches the standard Hire form, and all new information you enter will update the existing profile:
Any fields that are the same will be overwritten with the new data.
All new data will be added to the profile.
The system will automatically log a new employment period in the employee’s job history, which is visible in the timeline.
If the system shows a potential match, but it's not actually the same person, you can still proceed to create a new profile as usual. The duplicate check is just a warning—it doesn’t block you.