Overview

Greenhouse is an applicant tracking system (ATS) that helps teams manage candidates, applications, interviews, and offers across the hiring lifecycle. Persona’s Greenhouse integration helps you connect recruiting activity in Greenhouse with identity workflows in Persona by pulling in candidate and application data, taking actions in Greenhouse from Persona, and triggering Persona workflows from key Greenhouse events.

This integration is especially useful for recruiting operations, talent teams, and risk/compliance teams that want to automate identity checks at specific points in the hiring process (for example, when an offer is updated or when a candidate reaches a certain stage).

Benefits

Reduce manual follow-up: Automatically look up the right candidate or application in Greenhouse from Persona workflows, so teams spend less time searching across tools.

Faster, more consistent screening: Trigger identity workflows at the right hiring moments (like offer updates or stage changes) to keep processes consistent across roles and teams.

Cleaner downstream reporting: Keep candidate records up to date by writing back structured outcomes (such as tags or custom fields) so recruiting dashboards and audits stay accurate.

Integration Features

Persona’s Greenhouse integration supports workflow automation, data retrieval, and write-backs to support recruiting operations. Key capabilities include:

• Search and retrieve hiring records: Look up candidates and applications to enrich Persona Inquiries, Casesc or Accounts with recruiting context.
• Update candidate profiles: Write back updates to candidate fields (such as contact details, tags, or custom fields) to reflect Persona outcomes.
• Event-driven workflow triggers: Trigger Persona workflows when Greenhouse sends webhook events like offer updates or candidate stage changes.

Setting up the Greenhouse integration

Prerequisites

To set up the Greenhouse integration, ensure you have:

• Admin access to your Greenhouse account
• Necessary API permissions to access Greenhouse credentials

Setting up the Greenhouse Credentials

1. In the Persona Dashboard, navigate to Integrations > Marketplace and click on Greenhouse.
2. Click on Add Credential at the top of the page.
3. Enter the Nickname for Credential in the modal and click Continue.
4. Complete the authentication steps in the popup, then click Authorize when prompted.

Setting up Greenhouse Webhooks

If you want Persona workflows to trigger from Greenhouse events (like offer updates or stage changes), configure webhooks in Greenhouse and connect them to Persona.

1. In the Persona Dashboard, navigate to Integrations > Marketplace > Greenhouse.
2. Click Add Webhook and create a Secret Key.
   • The signature key will be used to cryptographically sign all webhook payloads and ensure the information is transmitted securely from Ashby to Persona.
   • The signature key can be any value, but it is recommended that the key is a long, random, and complex string, such as a7e4a56cf7c1cd80cb1c735c72bab2aa75d06fe08b8c50a18cf6afbcfe834122.
3. Copy the webhook URL and Secret Key shown in Persona.
4. In Greenhouse, go to Settings > Dev Center > Webhooks.
5. Create a webhook in Greenhouse and paste the Persona URL and Secret Key into the corresponding Greenhouse fields.
6. Save the webhook. If the webhook is set up properly, you should see a ping event appear in Persona’s integration logs for Greenhouse.

Using the Greenhouse integration in a workflow

1. Create a new workflow, or open an existing workflow you’d like to update.
2. Add a new action step > Integrations.
3. Select the Greenhouse integration and choose your Greenhouse credential.
4. Configure the input fields to pass in the correct information (for example, a candidate ID, an application ID, or filters to find the right record).
5. Save/publish the workflow.

If you’ve configured Greenhouse webhooks, you can also start workflows using the External Integration Log Created trigger and select Greenhouse as the integration. From there, you can filter by the webhook “operation type” (for example, offer updates or candidate stage changes) and use the webhook payload to look up the related candidate or application.

Greenhouse Operations Overview

In addition to syncing field values, Persona can retrieve candidate and application details, update candidate profiles, and reject applications using Greenhouse’s API. These actions support seamless two-way workflows, letting teams manage investigations without switching platforms.

See below for a comprehensive list of available Workflow Action steps and possible configurations for the Greenhouse integration:

List applications

Returns a list of applications from Greenhouse. This is commonly used to (1) find a specific application when you only have partial context (like a candidate ID) or (2) retrieve recent application activity to inform routing and decisioning in Persona.

Because applications can be filtered in several ways, this step is useful for narrowing down to the exact application record you need before taking a follow-up action (like rejecting an application).

Configuration Steps:

• Optionally add filters to narrow results, such as:
  • Application IDs
  • Candidate IDs
  • Job IDs, job post IDs, or prospective job IDs
  • Stage IDs
  • Application status
  • Prospect status
• Optionally adjust pagination settings:
  • Results per page
  • Pagination cursor
• Optionally specify which fields to return to limit the response to only what you need

List rejection reasons

Returns the set of rejection reasons configured in your Greenhouse account. In practice, teams often use this step to standardize outcomes (for example, mapping Persona outcomes to a specific Greenhouse rejection reason) and keep reporting consistent.

Configuration Steps:

• Optionally adjust pagination settings:
  • Results per page
  • Pagination cursor

Reject application

Rejects a specific application in Greenhouse. This step is useful when you want a Persona-driven decision (for example, based on investigation results) to consistently update the candidate’s application status in Greenhouse.

In addition to selecting the reason, you can also include optional notes and (if applicable for your process) configure rejection email details.

Configuration Steps:

• Provide values for required fields:
  • Application ID
  • Rejection reason ID
• Optionally add:
  • Notes (additional context for the rejection)
  • Rejection email settings (such as when to send the email and which template to use)

List candidates

Returns a list of candidates from Greenhouse. This step is commonly used to enrich Persona context by pulling candidate profile details like name, contact information, and tags.

Configuration Steps:

• Optionally add filters to narrow results, such as:
  • Candidate IDs
  • Email address
  • Tag
  • Private status
  • Custom field option ID
• Optionally adjust pagination settings:
  • Results per page
  • Pagination cursor
• Optionally specify which fields to return to limit the response to only what you need

Update candidate

Updates a candidate’s profile information in Greenhouse. Teams often use this step to write Persona outcomes back into the candidate record so recruiters can see status without leaving Greenhouse (for example, adding tags or updating custom fields).

This step supports updating common profile fields (like name and contact details) as well as structured fields like tags and custom fields, depending on what your Greenhouse account has configured.

Configuration Steps:

• Provide values for required fields:
  • Candidate ID
• Provide one or more fields to update, such as:
  • Name or basic profile fields
  • Email addresses, phone numbers, or addresses
  • Tags
  • Linked user IDs
  • Custom fields (using the appropriate custom field identifier/key from Greenhouse)

FAQs

Which Greenhouse webhook events are supported?

Persona supports Greenhouse webhook events for offer updates and candidate stage changes, which can be used to trigger workflows via the External Integration Log Created trigger. Greenhouse may also send a ping event to verify the webhook endpoint is reachable.

What data can I pull from Greenhouse?

You can retrieve candidate and application records (including commonly used attributes like IDs, timestamps, status/stage information, and associated metadata). The specific fields available depend on the record type you’re pulling and how your Greenhouse account is configured.