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How to integrate Greenhouse with Kula
How to integrate Greenhouse with Kula
Kulanaut avatar
Written by Kulanaut
Updated over a week ago

In order to have a seamless flow of information between Greenhouse and Kula, you need to follow the below steps while integrating your ATS

You'll first need to carry out the following steps on Greenhouse

  1. Create a Harvest API Key for the Kula Integration

You'll need to create a Harvest API Key to configure the Greenhouse Recruiting / Kula integration. Follow the steps in this article to create the key, and verify that the credentials and permissions below are selected when configuring the Kula integration.

2. Credentials

In the Create New Credential dialog box, input the following:

  • API Type: Harvest

  • Partner: Kula

  • Description: Kula Harvest API Key

3. API Key

When the Harvest API Key is created, it will be shown only once.

Please store this API Key in a secure location accessible only to authorized persons.

This key will be needed in later steps when you configure the integration on Kula.

4. Permissions

The permissions below are auto-selected for you when you select Kula as a Partner when creating your API Key. Below you will find the list of permissions:

  • Applications

    • Get: Retrieve Application

    • Get: List Applications

    • Patch: Update Application

    • Post: Hire Application

    • Post: Move Application

    • Post: Reject Application

    • Post: Unreject Application

    • Post: Add Attachment to Application

    • Patch: Convert a prospect

    • Patch: Update a rejected application's rejection reason

  • Candidates

    • Get: Retrieve Candidate

    • Get: List Candidates

    • Post: Add Candidate

    • Post: Add Note

    • Post: Add Application

    • Post: Add E-Mail

    • Post: Add Prospect

  • Users

    • Get: Retrieve User

    • Get: List Users

  • Departments

    • Get: Retrieve Department

    • Get: List Departments

  • Jobs

    • Get: Retrieve Job

    • Get: List Jobs

  • Job Stages

    • Get: Retrieve Job Stage

    • Get: List Job Stages

    • Get: List Job Stages for Job

  • Offices

    • Get: Retrieve Office

    • Get: List Offices

  • Rejection Reasons

    • Get: List Rejection Reasons

  • Sources

    • Get: List Sources

  • Custom Fields

    • Get: Get custom fields

  • Custom Field Options

    • Get: Custom field options

  • Activity Feed

    • Get: Retrieve Activity Feed

On Kula

Once you've completed the above steps on Greenhouse, carry out the following steps on your Kula account

Navigate to the Settings page via the side menu > Under the Organization -> Integrations tab:

Click on the Setup toggle:

In the Add Integration modal, input the Harvest API Key that was created earlier:

NOTE: The Greenhouse Base URL should be copied from the address bar of the Greenhouse page you used to create the Harvest API Key:

Once the Greenhouse integration is added, it may take some time for the Greenhouse records to be imported into Kula.

Take a 10-minute break before proceeding with the next steps.

Greenhouse/Kula Stage Mapping

In the Settings page, under the Organization -> Integrations tab, click on Configure:

You should now see the ATS - Kula Mapping & Kula - ATS Mapping tables:

Please verify that the mappings are correct for your organization, or adjust accordingly if needed.

NOTE: If your Greenhouse account is not using any custom stages, the default mappings provided by Kula should work out-of-the-box in most cases.

Greenhouse Integration Features

The following features will be activated once you have enabled the Greenhouse integration with Kula:

Kula Flows

  • When creating a Kula Flow, you may link it to a Greenhouse job via the "Applicant Tracking System" dropdown
    NOTE: only open jobs will be listed in the selection

  • Now, Whenever a candidate is added to this Kula Flow, Kula will create a new Greenhouse application against the linked Greenhouse job

  • If the corresponding candidate does not already exist on Greenhouse, one will be created

Candidate Referral

  • When referring a candidate using Circles, you may select a Greenhouse job to refer the candidate to

  • This will create a Greenhouse application (and the corresponding candidate, if one does not already exist) against the selected job

Kula/ATS Stage Sync

  • Changes to the candidate stage on Kula will be synced with the Greenhouse application (and vice versa) based on the Kula/ATS stage mapping (as configured during integration setup)

  • If the Kula stage maps to the special "prospect_application" stage, a prospect application will be created on Greenhouse instead of a regular candidate application
    NOTE: the prospect application will be converted into a candidate application when progressing into one of the regular job stages (e.g. "In Review"), but will never be converted back from a candidate application into a prospect application (i.e. this conversion is one-way only)

Notes Sync

  • When a note is added to a candidate on Kula, a corresponding note will be added to the candidate on Greenhouse (only if one already exists)

  • When a candidate is created on Greenhouse (by Kula via Kula Flows or candidate referral), existing notes on the Kula candidate will be added to the Greenhouse candidate accordingly

  • NOTE: "private" notes on Kula will NOT be synced to Greenhouse

Conversations Sync

  • Whenever a conversation message with a candidate is logged on Kula (e.g. Kula Flow messages & replies), a corresponding email note will be added to the candidate on Greenhouse (only if one already exists)

  • When a candidate is created on Greenhouse (e.g. via Kula Flow or candidate referral), existing conversations with the Kula candidate will be added to the Greenhouse candidate accordingly

Resume sync

  • When a resume is uploaded to a candidate on Kula, a corresponding attachment will be added to the candidate's current application on Greenhouse (only if it was created by Kula)
    NOTE: Kula will not attach the resume if one already exists on the application, whether or not it was uploaded by Kula

Note: If your applications from Kula are not being tagged, please ensure that the source is enabled under the Manage Source page in Greenhouse.

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