Configure your Crosschq Connector with Greenhouse
Read the sections below to learn more about the steps necessary to connect Crosschq with Greenhouse:- Connecting to Greenhouse
- Setting up the connector
- Crosschq templates configuration
- Requestors and Hiring Managers
- Sending a Crosschq from Greenhouse
Connecting to Greenhouse
Login to your Crosschq administrator account, then click Organization Settings > Connectors item on the menu. Locate the Greenhouse listing in the main panel, then click the Manage button.
To enable the Greenhouse connector, locate the "Make Candidate Reference Requests From Greenhouse" section and click the toggle switch such that it turns green in color. Next, select and copy the Token.
Reach out to Greenhouse support via chat and they will send a Safely link where you can securely share the token. After sharing the token with Greenhouse, their support team will then connect the two platforms to one another. If, at any point, you need to adjust connector settings, simply return to Organization Settings > Connectors > Greenhouse and click on the Manage button.
Setting up the connector
Enabling Recruiter Ownership
To enable individual recruiters to own their candidates, you'll need to create a Harvest API Key for Crosschq.
Crosschq pulls the Recruiter from the details section within a candidate's profile in Greenhouse.
Crosschq will assign as requestor the GreenHouse user listed as "Recruiter" within the candidate's profile. If there is no recruiter listed in the candidate's profile, Crosschq will assign the user listed as the candidate's "Coordinator". If there are no users listed as recruiter or coordinator, Crosschq will assign the user listed as "Credited To" within the source section.
note that Crosschq pulls the requestor from the candidate's profile and not from the job.
As for the Hiring Managers, Crosschq will add all users listed as Hiring Managers within the Job's Hiring Team in Greenhouse.
Follow these steps to generate a Harvest API key and connect Greenhouse:
- From the Greenhouse Dev Center, click on the API Credential Management link.
- Click the Create New API Key button to generate the API key for Crosschq.
In the popup window, enter a Description and choose Harvest from the Type drop-down, and add "crosschq" to the source identifier. Then, click the Create button and copy the API key.
From there you will need to select the appropriate permissions that Crosschq will have access to, please select the following permissions in your Greenhouse Harvest API KEY:
Applications
- GET: Retrieve Application
- PATCH: Update Application
- POST: Add Attachment to Application
Candidate
- GET Retrieve Candidate
- GET List Candidate
Users
- GET Retrieve User
- GET List User
Job Stages
- GET: Retrieve Job Stage
- GET: List Job Stages
- GET: List Job Stages for Job
Jobs
- GET: Retrieve Job
- GET: Hiring team
Prospect Pool
- GET: List Prospect Pools
Optional Custom Field Options
- GET: Custom fields
- POST: Create custom field
- PATCH: Update custom field
Additional fields recommend for customers using Crosschq Recruit and who want to ingest enriched prospects to Greenhouse:
Candidates
- POST: Add Prospect
- POST: Add Employment
Education
- GET: Degrees
- GET: Schools
If enabling New Hire Analytics for Crosschq, select additional permissions:
EEOC
- GET: Retrieve EEOC Data for Application
- GET: List EEOCDepartment
- GET: List Departments - Login to your Crosschq administrator account, and go to Organization Settings > Connectors. Locate the Greenhouse listing in the main panel, then click the Manage button.
- Paste the copied Harvest API key into the Harvest APIKey field.
Then you should see the assigned recruiter from Greenhouse listed under the "Requestor" column in Crosschq. Keep in mind that any recruiter needs a Crosschq login to appear as a candidate owner.
Enabling the Candidate Hired Status Webhook
The hired status webhook automatically updates the hiring status of a candidate in Crosschq when they are hired in Greenhouse.
NOTE: If a candidate is not hired, the owner of the candidate will receive an email two weeks after Crosschq is complete that prompts the owner to indicate if the candidate was hired. When the owner responds to this email message, the status will update in both Crosschq and Greenhouse.
Follow the steps below to enable this webhook:
- In Crosschq, go to Organization Settings > Connectors > Greenhouse, then copy the Greenhouse Webhook Hired URL, by clicking the copy button on the far right.
- Next, log into Greenhouse, click on Settings, then click on the Dev Center, click WebHooks, and select WebHooks again.
- First, give a Name to the webhook.
- In the When drop-down, select "Candidate has been hired".
- In the Endpoint URL field, paste the Greenhouse Webhook Hired URL that you copied from Crosschq.
- In the Secret Key box, paste the Greenhouse token from Crosschq.
- Then enter an Error recipient email, which is typically the email address of a super administrator.
- Check the No option to ensure that WebHook is not disabled.
- Finally, click the Create Webhook button. From there, the hiring status should automatically update for all future candidates.
Enabling the Candidate Rejected Status Webhook
The rejected status webhook automatically updates the hiring status of a candidate in Crosschq when they are rejected in GreenHouse.
Follow the steps below to enable this webhook:
- In Crosschq, go to Organization Settings > Connectors > Greenhouse, then copy the Greenhouse Webhook Hired URL, by clicking the copy button on the far right.
- Next, log into Greenhouse, click on Settings, then click on the Dev Center, click WebHooks, and select WebHooks again.
- First, give a Name to the webhook.
- In the When drop-down, select "Candidate or Prospect Rejected".
- In the Endpoint URL field, paste the Greenhouse Webhook Hired URL that you copied from Crosschq.
- In the Secret Key box, paste the Greenhouse token from Crosschq.
- Then enter an Error recipient email, which is typically the email address of a super administrator.
- Check the No option to ensure that WebHook is not disabled.
- Finally, click the Create Webhook button. From there, the hiring status should automatically update for all future candidates.
We have implemented a new auto-cancelation feature, now when candidates are marked as rejected they will automatically have their reference request canceled within Crosschq.
Adding Crosschq as a Stage in an interview plan
After setting the connector defaults, create a new job within Greenhouse and add Crosschq as a stage within your interview plan.
You can also bulk-add Crosschq to all your existing jobs by following these steps:
- Access jobs, check the box to bulk select all jobs, and click Stages/Interviews.
- Next, select Add a stage within the "Re-Order Stages" section, search for Crosschq, and click Add. Then save the changes.
Crosschq templates configuration
Templates are reference request configurations that are used to trigger requests from ATS connectors. You have to set up your Crosschq templates to be able to send Crosschq requests from an ATS.
Within Crosschq, go to Organization Settings > Templates. Select Create New Template.
Enter the required information such as the template name, add an ATS Tag for that template, and create a description of the template.
Within the Request Settings, add in the position, select the appropriate survey, and configure the number/type of references you want to be associated with this request. Please note, the relationship type can either be specified or you can select any relationship type and let the candidate determine the type of reference. Additionally, you can add customized notes to each specific reference request, i.e. "Please provide a manager reference from X company."
From there, add optional hiring manager information. Finally, you can create custom emails or text messages associated with each template by filling out the custom notifications section. When you are done, select Create Template.
At any point, if you need to edit or delete a template select the three dots next to the template and you will be able to manage from there.
Requestors and Hiring Managers
Read this section to understand how users in the ATS are going to be assigned to the Crosschq request.
Crosschq pulls the Recruiter from the details section within a candidate's profile in Greenhouse.
Crosschq will assign as requestor the GreenHouse user listed as "Recruiter" within the candidate's profile. If there is no recruiter listed in the candidate's profile, Crosschq will assign the user listed as the candidate's "Coordinator". If there are no users listed as recruiter or coordinator, Crosschq will assign the user listed as "Credited To" within the source section.
note that Crosschq pulls the requestor from the candidate's profile and not from the job.
As for the Hiring Managers, Crosschq will add all users listed as Hiring Managers within the Job's Hiring Team in Greenhouse.
Sending a Crosschq Request
After adding Crosschq as a stage, all candidates that apply will be sent through all of the stages that you specified—including your new Crosschq Connection.
How to send a Crosschq from Greenhouse
To send a candidate through the Crosschq process:
- Move your candidate to the Crosschq stage and select Send Test.
- Make sure the candidate's email address is correct, select the Crosschq Template, and select whom you would like to "grade" the request/have access to notifications, usually, this is the recruiter/candidate owner. Then click the Send Test button to send the Crosschq to the candidate.
The candidate will receive an email message that includes a link to begin the Crosschq process.
You will be able to keep track of each request status change by accessing the Activity Feed section of Greenhouse:
How to view a Crosschq Report
When the candidate completes the self-reference and all of the references respond to the surveys, the report will be available within the Greenhouse platform. Additionally, the recruiter and hiring manager will also get an email informing them that the Crosschq report is completed. (If the hiring manager doesn't have a Crosschq account a link to create a Viewer account will automatically be sent to the hiring manager.) The figure below depicts an example in which a candidate has received his overall Crosschq score and the process is complete.
- Click the report icon next to the Crosschq stage and then click View Report which will take the user to the completed report in Crosschq.
Note: Only those with Crosschq accounts will be able to access the Crosschq report within Crosschq.
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Access the Details section within the candidate's profile and scroll down to the Attachments section. You will find the Crosschq report attached in PDF.
Greenhouse users that have enterprise accounts will be able to view a more detailed version of the Crosschq report and status updates related to the report. To access this, users will select the private tab in the candidate's profile.
Prospect Ingestion
To enable the Prospect Ingestion feature and export all Crosschq prospects to Greenhouse, follow these steps:
- Go to the CRM section in Greenhouse to configure a new prospect pool.
(Note: if you do not have the CRM function, you can export prospects and manually upload them to Greenhouse.) - Then go to the Greenhouse Dev Center, and click on the API Credential Management link.
- Click the Create New API Key button to generate the API key for Crosschq.
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In the popup window, enter a Description and choose Candidate Ingestion from the Type drop-down. Also, choose Crosschq from the ClientApplication drop-down. Then, click the Create button and copy the API key.
- Click Edit Parameters, and paste the copied API in the Token space.
- Enter in a Greenhouse admin email to be associated with the connection.
- Click into the prospect pool and select the correct Prospect Pool for Crosschq prospects to be exported to.
(Note: The ID Number is actually the name of a prospect pool. The admin for Greenhouse will likely want to create a specific prospect pool for Crosschq candidates, and then select that pool from the drop-down menu.)Navigate back to the Greenhouse section of Crosschq, scroll down to the Export Prospects from Crosschq to Greenhouse section, and ensure that it is enabled. - To enable automatic exportation, enable the toggle switch.
After completing the Greenhouse connection, all of your prospects will automatically or manually export into Greenhouse.