Using Interseller with Greenhouse

In this guide:

Interseller's integration with Greenhouse allows you to automatically sync contacts and email activity to easily track and manage your communications between Interseller and Greenhouse. We can also assign which job a contact belongs to or which pool stage they should be in at an account and sequence level.


Connecting to Greenhouse

If this is your first time connecting to Greenhouse, you'll need to follow the steps in this guide to connect your account to Interseller. 

To sync additional candidate information, follow these steps to set up the Greenhouse Harvest API.

Note: Only one user will need to send over the API key to the Interseller team to set up Harvest API. After it's been set up, all users on the team should be able to have this updated for their Greenhouse integration.  


Adjusting the sync settings

After Greenhouse is connected, you can choose how contacts from all sequences sync over from Interseller to Greenhouse by selecting one of the following sync options:

  1. Off - Contacts will not sync over to Greenhouse
  2. Sync contacts when added to a sequence - Contacts will sync over to Greenhouse when they are added to a sequence
  3. Sync contacts only when they reply back - Contacts will only sync over to Greenhouse when they reply to a sequence

Note: By default, contacts synced over to Greenhouse will sync as Prospects. If you want your contacts to show up as something else within Greenhouse, you will need to manually adjust this within your Greenhouse account.

Disable syncing sequences to Greenhouse

You can also disable syncing individual sequences over to Greenhouse by toggling off the "Sync to Greenhouse" feature in the "Syncing" tab within the sequence's settings.

If you do not want contacts to sync over to Greenhouse, you will need to make sure this setting is enabled first before adding contacts into the sequence.

When a sequence has syncing disabled, a "Sync Disabled" indicator will appear for that sequence:


Resync contacts to Greenhouse

If contacts have been added before Greenhouse was connected, contacts and email activity can be backfilled later through the  "Resync to Greenhouse" feature. You can resync contacts to Greenhouse individually or in bulk.

Note: The "Resync to Greenhouse" feature does not update contacts who have already synced over to Greenhouse. This feature will only sync contacts who have not yet synced over to Greenhouse.


Enable/disable deduplication for Greenhouse

You can toggle on the "Deduplication" setting for Greenhouse to be warned if a contact already exists in Greenhouse. This will mark the contact with the error "Exists in Greenhouse" if we find the same email address already exists in Greenhouse prior to being added into Interseller.

If deduplication is turned off, then we will not warn you if the contact already exists in Greenhouse.

Below are two common scenarios of when a new contact record will be created and when it won't be created when the contact has synced over to Greenhouse:

  • If the same email address exists in both Greenhouse and Interseller, a duplicate contact record will not be created in Greenhouse.
  • If there are two different email addresses for the same contact (one in Greenhouse and one in Interseller), a second contact record will be created with the second email address when they sync over from Interseller to Greenhouse.


Changing the default job/pool sync at the account level

You can set the default job posting that all contacts across all sequences are synced to at the account level by adjusting the "Job & Pools" sync setting.

We recommend leaving this blank if you are syncing contacts to specific jobs or pool stages for each sequence.


Changing the job/pool sync for each sequence

You can override the default job/pool stage by adjusting this setting for each individual sequence.

To adjust the job/pool stage setting, open up the sequence's settings, click on the "Syncing" tab, and select the specific job/pool stage for contacts to sync over to within Greenhouse.

Be sure to select the correct job or pool stage first as contacts cannot be re-synced if they were added first and then a job or pool stage is selected for the sequence at a later time.

If the sequence has a specific job or pool stage selected for the sequence, it will show an indicator within the sequence:


Sync email activity for contacts

You can sync the email activity for contacts over to Greenhouse when you toggle on the "Activity Tracking" setting.


Custom Field Mapping

Once the Harvest API is set up, you can customize how the field mapping from Interseller syncs over to Greenhouse. These settings are an advanced feature so  we only recommend customizing them if you're familiar with setting this up. If you need any assistance with setting up the custom field mapping, we recommend reaching out to a member of our support team.

If you see any integration errors regarding custom field mapping, feel free to get in touch with our team and they can help you out further.

Note: If a contact has synced over to Greenhouse and the custom field mapping has been later updated on Interseller, it won't re-sync the contact over to Greenhouse with the updated custom field mapping. It will only apply to new contacts added after the update.

When activity tracking is enabled, Interseller will sync over the sent messages for the email sequence. If a contact replies to the sequence, only their first reply will sync over. Any reply after the contact's first reply will not sync over.


Import individual contacts from Greenhouse into Interseller

Individual contacts can be imported directly from Greenhouse into Interseller using the "Add to Interseller Sequence" option within the contact's profile in Greenhouse. Be sure to connect Greenhouse to Interseller first before importing a contact to Interseller. 


Import contacts from Greenhouse jobs into Interseller

Multiple contacts can be imported directly from Greenhouse jobs into Interseller. Be sure to create a job within Greenhouse first with the list of contacts that you'd like to import into Interseller.

Note: All contacts included in Greenhouse jobs must have an email address in order for them to be added into Interseller.

To import contacts from Greenhouse to Interseller, please follow the steps below:

  1. After connecting Greenhouse to Interseller and setting up the Harvest API, click the "Import from Greenhouse" option in the sequence.
  2. Once you click "Import from Greenhouse", you can select which Greenhouse job to import into the sequence. Only one job can be imported at a time.
  3. After you've chosen which Greenhouse job to import, click "Select" to import the contacts.
  4. If you'd like to schedule recurring imports from the Greenhouse job to sync into the sequence, you can toggle on the "Enable Recurring Import" feature. This will import any new contacts added to the Greenhouse job and sync them over to the Interseller sequence every hour. You can visit the Integrations page to view the list of ongoing scheduled imports as well as remove any scheduled imports. 
  5. The contacts should be imported shortly after. You can refresh the page to see the sequence update with the Greenhouse contacts.


Sync messages and contacts' first replies

When activity tracking is enabled, Interseller will sync over the sent messages for the email sequence. If a contact replies to the sequence, only their first reply will sync over. Any reply after the contact's first reply will not sync over.


Sync manual tasks

Manual tasks that have been completed on Interseller will also sync over to Greenhouse in the Activity Feed to track which tasks have been completed for contacts.


Checking if a contact exists in Greenhouse via the Chrome extension

When Greenhouse is connected and deduplication is enabled, Interseller will check to see if the contact exists in Greenhouse during an email lookup through our Chrome extension.

If the contact does not exist in Greenhouse, it will highlight this in the email lookup with "No duplicates found in Greenhouse".

If the contact does exist in Greenhouse, it will highlight this in the email lookup with "Duplicate found in Greenhouse".

Clicking on the Greenhouse link in the lookup window will open up the contact’s existing record in Greenhouse:


Checking if the contact synced to Greenhouse

Once the contact has been added into a sequence, you can see if they synced over to Greenhouse by opening up their profile and clicking on the "Open in Greenhouse" link. This will redirect you to their profile in Greenhouse and show the job/pool stage they synced over to as well.


Syncing contact's employment history to Greenhouse

When a contact's email is found and added to a sequence from LinkedIn Recruiter, Interseller will sync their employment history into Greenhouse. The contact's employment history can be found in the "Details tab" within Greenhouse. Interseller will only sync the 5 most recent roles listed on their profile. 

Note: The employment history will only sync over to Greenhouse if the contacts' emails were found and added into Interseller through LinkedIn Recruiter. Other versions of LinkedIn such as vanilla LinkedIn or Sales Nav will not sync over the employment history.

If you need any help setting up your Greenhouse integration with Interseller, feel free to reach out to our support team at hi@interseller.io or through the live chat window at interseller.io

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