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Update Your Byteboard-Greenhouse Integration

The Byteboard-Greenhouse integration has updated features as of January 1, 2023. Complete the steps here to ensure your integration is up-to-date!

*Article published on Jan 3, 2023


This article is for users with an existing Byteboard-Greenhouse integration that needs to be upgraded. To set up a new Greenhouse ATS integration, refer to this article instead.

Greenhouse Recruiting's integration with Byteboard allows you to seamlessly add Byteboard’s assessments to a job's interview plan.

 

Integration improvements include:

  • Updated metrics on how Byteboard supports your hiring process (Next Steps & Offer Status data)
  • The ability to track interview senders (Invite Sender) for candidates invited using Greenhouse for whom the “Who Gets Credit” field in Greenhouse is populated.
 

If you already have an operational Byteboard-Greenhouse integration, you can follow these steps below to activate the improved Harvest API key:


Before you Begin

In order to set up the integration, you will need the following permissions:

  • Super Admin permissions in your Greenhouse instance
  • Admin permissions in your Byteboard instance

1. Confirm that self-service integration is active

Visit the Team Settings page of your Byteboard portal by clicking your Account Name in the top right corner of the portal and selecting Team Settings. Once there, ensure the slider next to Greenhouse Integration is switched On such that it is purple, as in the screenshot below. If the slider is already turned on, move on to Step 2.

Notion image
 
Why is this step needed? Depending on when your Greenhouse integration was first set up, your account may have been integrated before Byteboard offered a self-service integration option. If that is the case, you will need to toggle the self-service portal on. If your Greenhouse integration is already live, toggling on the integration from here will not impact current functionality. This is a cosmetic change that allows you to view and complete the other steps from that page of your Byteboard portal.

2. Enable the Harvest API

Generate a Harvest API Key

  1. Navigate to the API Credentials page (Configure → Dev Center → API Credential Management)
  1. Click Create new API key. Set Type to Harvest, Partner to Byteboard, and Description to Byteboard Harvest or similar. Click Create.
      • If you already have an existing Harvest API key for Byteboard, you can edit that API key to match the description above, and then continue with the steps below.
      Expand here for an example screenshot of creating a new API key
      Notion image
  1. Save the API key to a secure location
  1. Grant the following permissions and be sure to click Save when you have selected them:
      • Applications
        • Get: Retrieve Application
        • Get: List Applications
      • Candidates
        • Get: Retrieve Candidate
      • Jobs
        • Get: Retrieve job
      • Job Stages
        • Get: List Job Stages
        • Get: List Job Stages for Job
      • Users
        • Get: Retrieve User
      Expand here for an example screenshot of the permissions list when fully filled out
      Notion image
      🔑
      A note on permissions: the Harvest API can be very permissive in what data is granted to a Third Party integration. Our pledge at Byteboard is to use only the data we absolutely need, and to be fully transparent about what data access we require and why. For example, Byteboard uses Retrieve User permissions to help with configuration and to automatically populate data when you make changes.
  1. Enter your Harvest API Key under the Upload Your Harvest API Key heading in the your Team Settings page of the Byteboard client dashboard, then refresh the Byteboard portal page before continuing on to section 3.
    1. Expand here for an example screenshot
      Notion image

3. Map Job Stages to Next Steps Categories

🛑
Stop and check! If your Harvest API key has not yet been submitted in the Byteboard portal, step 3 will show a “Waiting for API key” message. If you see this, please return and complete all of step 2 before continuing on with step 3 below.
Expand here for example screenshot of “Waiting for API key” message
Notion image
 

In order to help us track how you’ve followed up with a candidate after their Byteboard interview, we need to know which of your Greenhouse stages correspond to Byteboard’s Next Steps.

  • Make sure to map all Greenhouse stages in your interview process that could come after a Byteboard interview (it’s even okay to map a stage that may not be used just in case)
 
  1. Click Edit stage names to open the dropdown
    1. ⏱️
      Note: If the page says Loading Stage Names (see example below), please do not refresh the page. Pulling stage names can take up to 10 minutes depending on the number of job listings in your Greenhouse instance. While you are waiting, you can move on to Step 4 and return to this step once the stages are loaded.
      Expand here for an example screenshot of “Loading Stage Names”
      Notion image
      Expand here for an example of successfully loaded stages
      Notion image
  1. Make sure that your offer stage is correctly assigned as Offer
    1. Expand here for an example screenshot
      Notion image
  1. Ensure that your onsite (including virtual onsite or similar steps) follow-up interview(s) is/are assigned as Onsite
  1. If you have a technical phone screen or similar step that occurs after Byteboard and before an Onsite, assign that as TPS
  1. Leave all other stages unassigned
  1. Click the Update stage names button
    1. Notion image

4. Set up Web Hooks

Setting up web hooks allows Byteboard to track the status of your candidates after their interview.

Navigate to the Greenhouse web hook configuration page, Configure (Settings)Dev CenterWeb Hooks.

1. Navigate to Greenhouse’s
1. Navigate to Greenhouse’s Configure menu by clicking the gear icon in the upper right-hand corner
 
2. In the Configure menu, select the
2. In the Configure menu, select the Dev Center menu (*note only system admins can access the Dev Center)
 
3. In the Dev Center, click into the
3. In the Dev Center, click into the Web Hooks page (*reach out to your GH Admin if you cannot view or access Web Hooks)
 

Once there, create the following web hooks:

  • Candidate has changed stage
  • Candidate has been hired
  • Candidate has been unhired
  • Candidate or Prospect rejected
  • Candidate or Prospect unrejected
 

For each web hook listed above, you will need to:

  1. Give the web hook a name (this can be any value you choose, e.g., “stage change”, “hired”, “unhired”, etc.)
    1. 💡
      Best practice to is put ‘Byteboard’ first in the web hook naming convention to identify which external tool you are creating these web hooks for
  1. You will also need to select the web hook action that matches each value listed above from the dropdown in Greenhouse
  1. If you see a radio button that says “Deactivated?,” ensure it remains on “No” as it is by default
    1. Expand here for an example screenshot of a created web hook
      Notion image
  1. Then copy+paste the Endpoint URL and Secret Key from the Byteboard integration setup page. You can leave other fields blank. Note, these will have to be copied and pasted for all 5 web hooks.
    1. Expand here for an example screenshot
      Notion image
 
ℹ️
Note: If you edit the web hooks (name, etc.) in your Greenhouse instance, remember to re-copy the secret key in each time from your Byteboard portal. When you edit a web hook, the secret key is removed by default and needs to be re-entered as an extra security precaution.

5. Message the Byteboard Team Upon Completion

📤
Once you have successfully completed all the above steps to set up a new Byteboard-Greenhouse integration or update your existing integration, contact cs@byteboard.dev or use your shared Slack channel to notify the Byteboard team!
  • That way your Customer Success representative will be able to best support your team and to help test the integration and verify that it is working as expected. (testing optional)

Using the Byteboard-Greenhouse Integration

 
🏆
If your account is integrated with Greenhouse, our best practice recommendation is to send all candidate invites via the ATS integration versus sending invitations via the Invite tab in your Byteboard portal. Doing so ensures that your Byteboard interviews will be linked to candidate records in Greenhouse and that the automated data flows will not be interrupted. Note that any Byteboard interviews that aren’t initiated in Greenhouse won't be tracked in your ATS or otherwise connected to a Greenhouse candidate record and you will have to update candidate Next Steps, Offer Status, and other data manually.
 

Follow these steps to invite a candidate to a Byteboard interview using the Greenhouse integration:

  1. Before sending the relevant Byteboard interview type to a candidate from Greenhouse, first make sure to click into the Candidate record and edit the “Who Gets Credit” field in the Update Source pop-up window.
    1. Expand here for example screenshot of editing “Who Gets Credit” on GH Candidate record
      Notion image
       
    2. Select the desired user from the dropdown here in Greenhouse and click Update Source.
    3. Expand here for example screenshot of Update Source popup and ‘Who Gets Credit’
      Notion image
      ℹ️
      If the “Who Gets Credit” field is populated in Greenhouse, the email address associated with that field will be sent to the Byteboard portal candidates table as the “Invite Sender” for that candidate.
      ℹ️
      Invite Sender is useful to identify who sent the candidate the Byteboard interview invitation from Greenhouse. Note that Invite Sender will be blank in the Byteboard portal if the “Who Gets Credit” field is not populated in Greenhouse.
  1. When candidates are moved into the Byteboard interview stage, Greenhouse will display a Send Test link. Click the link to send the Interview Invitation.
    1. 💡
      Note: When you send a test from Greenhouse, the interview instructions are still sent by Byteboard. You will also see the candidate in the Invited tab of the Byteboard platform, and your email should be in the Invite Sender column there if your name was put in “Who Gets Credit” in Greenhouse.
  1. A popup will show up to allow you to choose the test being sent, and to add the Greenhouse users who should be notified when the test results are complete
    1. Notion image
  1. The status of the assessment will be viewable in Greenhouse throughout the interview process:
  1. Once the candidate has submitted their test, the Interview Kit will contain a link to view the submitted test from Byteboard.
    1. After you click on the Interview Kit on the candidate’s profile, the URL will be available to view the test results from Byteboard.

  1. As the candidate moves forward through the interview process in Greenhouse, the Next Steps and Offer Status columns will automatically populate. If you move a candidate into one of the stages that you configured as TPS, Onsite, or Offer, or if you mark a candidate as having withdrawn or having been rejected, the status will update based on the information you provided.
    1. Expand here for additional detail on Next Steps and Offer Status configurations
      • If a candidate is moved into a stage configured for TPS or Onsite (See Section 3 Steps 3 and 4 above), their Next Steps column will update based on the configuration of their current stage.
      • If a candidate is moved into a stage configured for Offer, (See Section 3 Step 2 above), their Offer Status column will update to “Offer Made”. The Next Steps column will remain as set previously or be set to “n/a” if no previous information exists.
      • If a candidate is archived with a “rejected” reason type:
        • Before being moved to an Onsite or TPS stage, Next Steps is set to “Rejected” and Offer Status is set to “n/a”
        • After moving to an Onsite or TPS stage, Next Steps are left as is and Offer Status is set to “No Offer”
      • If a candidate is archived with a “withdrew” reason type:
        • Before being moved to an Onsite or TPS stage, Next Steps is set to “Withdrew” and Offer Status is set to “n/a”
        • After moving to an Onsite or TPS stage but before being moved to Offer stage, Next Steps are left as is and Offer Status is set to “Withdrew”
        • After moving to an Offer stage, the Offer Status will be set to “Offer Declined”

Visual Summary of Integration Updates

  • Review the before-and-after photos below of the Byteboard candidates table to visualize the added benefits of completing the Byteboard-Greenhouse integration updates for your team!
 
Old Version of Byteboard-Greenhouse Integration pre January 1, 2023 — Candidates Table Data
Old Version of Byteboard-Greenhouse Integration pre January 1, 2023 — Candidates Table Data
 
New Version of Byteboard-Greenhouse Integration post January 1, 2023 —  Enhanced Candidates Table Data
New Version of Byteboard-Greenhouse Integration post January 1, 2023 — Enhanced Candidates Table Data

Need help?

🆘
Please contact cs@byteboard.dev or use your shared Slack channel for troubleshooting assistance regarding the integration.
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