Greenhouse

Greenhouse Settings and Mappings

1. Navigate to your CRM Setup page under your Account Icon (your initials) and select CRM Setup section.
2. Following the available options, simply complete your universal settings based on you or your company's preference and you will be ready to start importing directly into Greenhouse.
3. Ensure you set up all mappings to confirm that all fields you want to send over to Greenhouse from Seamless are mapped to the proper fields.Please note: Our direct integration with Greenhouse comes with pre-set field mapping options.
4. You can set up each field to be applied to your entire organization, or lock that setting for your entire organization. You can also set each mapping to select if the data will override in your ATS. To set these fields, simply use the Allow User Edit fields (In Universal Settings + Importing Mappings) as well as Override (In Importing Mappings) as desired.

Import Contacts Individually

1. Navigate to your “My Contacts” section.
2. Locate the contact you'd like to import to Greenhouse and go to the right side of the screen to click the green Greenhouse icon.

Automate Lists to Accounts and Cadence for Greenhouse

1. Login to your account and click your account icon and select CRM Setup.
2. Find the setting that says: Auto-import to Greenhouse and select yes.
3. Once saved, Seamless.AI will now import all companies and contacts immediately when you Find and save those contacts from Seamless.AI or on our Chrome Extension.

CRM Settings

When integrating your Greenhouse CRM with Seamless.AI, you have the ability to customize the settings.

Universal Settings

Owner: enable users to specify the location and source for CRM imports. Customize these based on existing CRM information, and Seamless.AI will retrieve dropdown options by polling your CRM.

Set Total AI Threshold/Limit on Contact Imports: Use this setting to establish a minimum Total AI threshold for importing contacts. Specifically, it applies to the Total AI score of the Primary Business Email.

For example, if the Total AI Slider is set to 80, the Primary Business Email must have a Total AI score of 80% or higher to successfully import on the first attempt.

Auto-Import to Greenhouse: Enable this option to automatically import contacts/companies into your CRM when clicking the FIND button in Seamless.AI. By turning this on, you skip the step of manually selecting contacts/companies in My Contacts and My Companies before importing them into your CRM.

Allow contacts/leads to import without a validated email: When set to Yes, Seamless.AI permits users to import contacts even without a validated email. A validated email includes a Valid or Accept All response from Seamless.AI's validation during the AI research process.

Allow Users to Create New / Custom Mappings: Allows users, that are not admin, to create new mappings that will only affect their account

Advanced Settings

Default Greenhouse Job(s): Select a default job posting that you want your prospects listed with when you import.

Prospect Pool: Select the Prospect Pool to add your prospects to. It is important to note that in order to set a prospect pool, you must select a job or lists of jobs.

Source: Select a default data source for your prospects when importing

Fill Contact Phone with Company Phone if Contact Phone is blank: When set to Yes, Seamless.AI will add the company phone number to the contact phone field if the company phone has a number and the contact phone is blank. This setting is useful when you want to ensure data is present in both contact and company phones during import, especially if there's field validation in your CRM.

Fill Contact Location with Company Location if Contact Location is blank: When set to Yes, Seamless.AI will populate the contact location fields with the company location if the company has a location and the contact location is blank. This setting is ideal for ensuring data presence in both contact and company locations upon import, especially if there's field validation in your CRM.

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Greenhouse ATS Permissions Guide

You will need certain permissions within your Greenhouse ATS environment in order to connect properly with Seamless.A Harvest API key is a requirement of this connection and can be obtained through the instructions listed in this Article‍

Harvest API key permissions are as follows:

Applications

• Get: Retrieve Application
• Get: List Applications
• Patch: Update Application
• Post: Moves Application to Job

Candidates

• Get: Retrieve Candidate
• Get: List Candidates
• Patch: Edit Candidate
• Post: Add Candidate
• Post: Add Application
• Post: Add Education (maybe)
• Post: Add Prospect

Tags

• Get: List Candidate Tags
• Get: List tags applied to candidate
• Post: Add New Candidate Tags
• Put: Add a candidate tag

Users

• Get: Retrieve User
• Get: List Users

Departments

• Get: Retrieve Department
• Get: List DepartmentsJobs
• Get: Retrieve Job
• Get: List

Jobs

• Get: Get hiring team

Offices

• Get: Retrieve Office
• Get: List Offices

Sources

• Get: List Sources

Education

• Get: Get degrees
• Get: Get disciplines
• Get: Get schools

Important Side Note: The above items marked with an Asterisk () may or may not be required to ensure full connectivity but all permissions here would be required in order to support any future updates or enhancements.

Definition of CRM Import Mapping Fields

Seamless.AI Field: These fields contain data from Seamless.AI that you've discovered and researched. You can map over 100+ fields from Seamless.AI to your CRM. Initially, Seamless.AI sets up a core set of common fields across CRM users, but you can customize additional mapping fields to suit your CRM needs.

Greenhouse Field: These fields mirror the ones in your connected CRM. Seamless.AI regularly polls them to stay current. Just choose the Seamless.AI field on the left, pick the corresponding CRM field on the right, and establish a connection. During import, data from the Seamless.AI field will map to the CRM field and be transferred to your CRM.

Add New Mapping: Use this option to create a new Seamless.AI to CRM field mapping. You can map any Seamless.AI field to any CRM field.

Please Note: The connected user must have edit access to these fields for a successful import process.

Add Custom Mapping: Useful when you have a required CRM field not provided by Seamless.AI or want to include a field in each import. Create a custom mapping by setting up a custom field name in [Seamless.AI (value sent to CRM) and mapping it to a field in your CRM.

Example: To include a custom "lead stage" in each import, set the Seamless.AI field's static value (e.g., New) and map it to the "Lead stage" field in your CRM. This imports all leads with "New" as the lead stage in your CRM.  

Pro-Tip

You can set up each field to Set Org Wide or Lock Org Wide, and set each mapping to select if the data will override in your CRM.

Allow User Edit: The Allow User Edit checkbox will provide you with a simple functionality that either will allow your Users to edit the specific setting or not depending on if the checkbox is engaged.

• Checkbox on: User will have the ability to edit these settings but the Admin's settings will be utilized as the default setting unless otherwise changed by the user.
• Checkbox off:The fields will not be accessible to your users but are visible in a read only state to allow the user to see how the current setup functions

Import Mappings

Identify the custom fields you want to export from Seamless.AI and map them to the relevant fields in Greenhouse. This can include standard fields for accounts like website and phone, or for contacts including name, title, and email.

Additionally, you are able to add custom mapping fields for Greenhouse CRM. You are additionally able to Add New Mapping, Add Custom Mapping, and Set Custom Data Rules.

Customers often Add New Mapping import additional Contact information including Phone Numbers (1-3) and Emails (1-3).

There are pre-populated import mapping fields, but you are able to customize to your or your team’s needs.

Overwrite:

• ‍‍If Yes, Seamless.AI will overwrite any existing information in your CRM for this field with the new value from Seamless.AI.
• If No, Seamless.AI will only append/add any information that does not yet exist in the selected CRM field.

Allow User Edit: Allow Org Users to modify the selected Mapping, if enabled.

Edit CRM Mapping: To edit, click the 2 dots on the right side of the row. Here you are able to edit the Seamless.AI and Greenhouse Fields, set a Default Value if Seamless.AI data does not exist, as well as the option to Delete Mapping.