How to configure and set up permissions for a user in a Greenhouse?

• In greenhouse dashboard, navigate to the configure page by clicking the configuration icon in the top right corner
• Select Users on the left sidebar and find the User Name you want to grant permission
• Scroll to the Developer Permissions, click on the checkbox next to Manage ALL organization’s API Credentials and Manage and configure web hooks and save it.

How to manage permissions in Greenhouse for InterviewVector integrations?

• In Greenhouse, go to configure page and select Dev Center from the left menubar
• Click on API Credential Management
• In API Credential Management, click on Create New API Key in the top right corner and make following selections in Create New Credential box:

  API Type: Harvest

  Partner: (optional)

  Description: InterviewVector Harvest API Key

• Once the above information is filled, click on Manage Permissions
• Copy and store the API key to a secure location in order to add it in InterviewVector dashboard in the coming steps and then click on I have stored the API Key
• In the page open, under Manage Permissions give the permissions by clicking the checkboxes for the following:
  • Candidates
    • Get: Retrieve Candidate
    • Post: Add Note
  • Users
    • Delete: Remove a job permission
    • Get: List Users
    • Put: Add a job permission
    • Post: Add User
  • Scheduled Interviews
    • Post: Create a scheduled interview
    • Patch: Update a scheduled interview
    • Delete: Delete a scheduled interview
  • Jobs
    • Get: List Jobs
    • Get: Retrieve Job
  • Job stages
    • Get: Retrieve Job Stage
    • Get: List Job Stages for Job
  • User Roles
    • Get: List User Roles

How to Authenticate your Greenhouse account with IV?

• In the InterviewVector platform, navigate to the Integrations page from the left navigation bar
• Select Greenhouse from the list and click on Authenticate
• In the modal, paste the API key copied from Greenhouse and enter Greenhouse user email ID of a admin user associated with the greenhouse account to fetch user details and ID from Greenhouse
• On clicking authenticate, IV will verify the API key and email id's correctness and report error if any

How to create a WebHook in your Greenhouse account for use by InterviewVector?

• Go to Configure page in Greenhouse dashboard and select Dev Center
• Click on Web Hooks in the Dev center. In the page open again click on Web Hooks
• Enter the following information: (below information needs to be copied from InterviewVector Dashboard from the Authentication Modal under Greenhouse Integration)
  • Name: A descriptive name for your integration. Most customers choose InterviewVector integration
  • When: The time that the event will be sent to InterviewVector. Select the following options for this integration:

    Candidate has changed state

  • Endpoint URL: The Endpoint URL provided by InterviewVector
  • Secret Key: The Secret Key provided by InterviewVector

    Advanced settings

  • Username: The Username provided by InterviewVector
  • Please leave password blank
• Once all the above information is filled click on Create Web Hook

How to create an InterviewVector stage for a job in Greenhouse?

• In Greenhouse, click on All Jobs, select the job you want to apply the Interviewvector stage on and then click the Job Setup.
• Go to the Interview Plan and click on the Add stage button in the top right corner.
• In the Add stage modal, create the new stage and name it InterviewVector and then click the Add button.
• After the Interviewvector stage is added to the job’s interview plan stages, by default a round with the name same as the stage name is added to this stage. If a user wants to conduct more rounds via IV, then they can do so by clicking the "Add Interview" button.

How to configure the already linked (pending) Jobs as Positions at InterviewVector?

• On InterviewVector Dashboard, in Integrations page go to see details or configure in Greenhouse Integration card, you will see all the positions fetched from Greenhouse which have InterviewVector stage added to there job’s interview plan
•   If the Linked (pending) Jobs list does not list the job you are looking for or is empty , please click the Refresh button on the right hand side to fetch the updated list of Jobs with the “InterviewVector” stage.
• The user needs to configure each linked (pending) Position before scheduling interviews on the InterviewVector Dashboard.
• Click on configure - in the Position modal, please add the required details including - Category and Role, Round guide and then activate it.

Life-Cycle of a Candidate in Greenhouse-ATS?

How to Schedule an Interview?

• In Greenhouse, select the candidate you want to schedule an interview for via InterviewVector
• Move the candidate to the Interviewvector stage to create interviews for each configured round
• An interview(s) will be created for this candidate on our platform by pulling all the relevant info from Greenhouse. As part of this, an automatic email will be sent to the candidate by InterviewVector, from which the candidate can auto schedule the interview or give his/her preferred slots.
• Also, the same link to schedule interview (or give preferred slots) will be posted on the Greenhouse Activity feed in the form of a note.
• Once the interview is scheduled, a notification will be triggered and interview details can be viewed on the Candidates page in InterviewVector or in Greenhouse platform.
• You can use Reschedule link / Cancel link in Activity feed to reschedule or cancel the interview

How to Get Feedback of a Completed Interview

• Once the interview is completed, the Result will be posted on the Greenhouse Activity feed with the Feedback Report link
• You can use that Feedback report link to view / download the feedback of the interview.
• Here is an example of a sample feedback.
• Once feedback is uploaded, candidate can be moved to the next stage

Other FAQs

How to re-trigger the Interview creation of a candidate that failed earlier due to some missing information?

• If a candidate is missing some crucial information like the EmailID, Contact Number, Resume, etc. that is critical for InterviewVector to create an interview, a error message is posted back on Greenhouse platform in the form of a note with the error message as shown below.
• Once the missing information has been updated, the client can use the link shared in the note containing the error message to re-trigger interview creation process with InterviewVector.

What happens if the interview is rescheduled or cancelled by the candidate?

A note is posted on the Activity Feed of the candidate indicating the same and the updated date & time (in case of reschedule) is reflected on the Greenhouse platform.

What happens if I move a candidate out of InterviewVector stage before the interview is completed?

Any active interviews of that candidate with InterviewVector will be cancelled.

How to add a new round/delete round to an existing active job with IV?

In the Greenhouse dashboard, in the interview plan under job setup, you can add a new round by hovering on the Interviewvector stage card, you will get an option to Add Interview. In the same card you also have an option to delete the interview round. (After making the change on Greenhouse, the user needs to refresh the jobs on IV, where the changed job will now be moved to "pending configuration" stage and the user needs to re-activate it.)

How do I deactivate a Greenhouse job configured on InterviewVector platform?

You can remove the InterviewVector Stage from the job and click the refresh button on InterviewVector dashboard’s Greenhouse section to reflect that change on our platform.

Didn’t find answer to your queries?

In case you didn’t find any helpful answer in this page or if you want to clarify some other queries, then feel free to write us at ops@interviewvector.com .