Connect Greenhouse to Expensify
Connect Greenhouse to Expensify
Connect Greenhouse to your Expensify workspace to automatically import candidates so they can submit travel, relocation, and interview expenses for reimbursement. You choose which candidates to import once, and Expensify keeps the workspace in sync with daily candidate syncs.
Once connected, the integration can:
- Add Greenhouse candidates who match your import settings to your Expensify workspace.
- Set each candidate’s expense approver, including their recruiter or recruiting coordinator from Greenhouse.
- Automatically sync candidates every day.
Who can connect Greenhouse to Expensify
To connect Greenhouse, you must:
- Be a Workspace Admin on a Control workspace in Expensify.
- Be an administrator in Greenhouse.
- Have Recruiting enabled under More features in the workspace.
To turn on Recruiting, go to Workspaces > [Workspace Name] > More features, and under Integrate, turn on Recruiting. If your workspace is on the Collect plan, you’ll be asked to upgrade to Control. After you upgrade, Recruiting is turned on automatically.
You can connect only one applicant tracking system (ATS) to a workspace at a time.
You can connect and manage Greenhouse on web and mobile.
How to connect Greenhouse to Expensify
- In the navigation tabs (on the left on web, on the bottom on mobile), select Workspaces.
- Click the name of the workspace you want to import candidates into.
- In the left menu, select Recruiting.
- Next to Greenhouse, click Connect.
- In the connection window that opens, sign in with your Greenhouse administrator account and authorize Expensify to access your Greenhouse account.
- When the connection completes, click Complete setup in the Connected. Complete setup to import candidates. message under Greenhouse. You can also select the three dots (⋮) next to Greenhouse and click Complete setup.
- On the Import settings page, choose which candidates to import, then click Save.
After you connect, you’ll see Your connection is syncing. The first connection can take some time. Nothing is imported until you choose which candidates to import and click Save.
How to choose which Greenhouse candidates to import
The Import settings page controls which Greenhouse candidates are imported into the workspace. You must use Job stages, Tags, or both. Offices is optional and narrows the import further.
When more than one filter is on, a candidate must match all of them to be imported. Within a single filter, a candidate only needs to match one of the values you select. For example, if you select two tags, a candidate with either tag is imported.
- On the Recruiting page, click Import settings.
- Turn on Job stages, Tags, or both:
- Job stages – Import candidates in the job stages you choose.
- Tags – Import candidates with the tags you choose.
- Optionally, turn on Offices to import only candidates in the offices you choose.
- By default, turning on a filter selects every value. To choose specific values, click Job stage, Tag, or Office, select the values you want, and click Save.
- Click Save.
If you click Save without turning on Job stages or Tags, you’ll see Enable Job stages or Tags to continue. Turning on Offices by itself isn’t enough.
Saving your import settings starts a sync. If a candidate has more than one application in Greenhouse, they’re imported as long as any one of their applications matches your filters. Candidates without an email address in Greenhouse are skipped.
How to control when Greenhouse candidates get an Expensify invite
Combine a job stage and a tag so candidates don’t get an Expensify invite before they hear from you.
- In Greenhouse, create a tag called Ready for Expensify.
- In Expensify, on the Import settings page, turn on Job stages and select Onsite Interview.
- Turn on Tags, select Ready for Expensify, and click Save.
Then, for each candidate:
- When a candidate reaches the Onsite Interview stage, email them to let them know they’re moving forward.
- After you’ve emailed them, add the Ready for Expensify tag to the candidate in Greenhouse.
- On the next sync, Expensify imports the candidate and sends their invite.
Because candidates must match both the stage and the tag, no one is invited until you’ve tagged them.
How to import Greenhouse candidates into different workspaces by office
If you use separate workspaces for different entities, use Offices to send each candidate to the workspace that exports to the right entity.
- In each workspace, set up the same Job stages and Tags filters.
- In the workspace that exports to your UK entity, turn on Offices and select London.
- In the workspace that exports to your US entity, turn on Offices and select New York.
London candidates are imported only into the UK workspace, and New York candidates only into the US workspace.
What happens after Greenhouse syncs candidates to Expensify
- Candidates who match your import settings are added to the workspace and appear on the Members page.
- Candidates who don’t already have an Expensify account receive an email invitation to finish setting up their account.
- The Greenhouse connection displays the Last synced timestamp.
- Expensify checks Greenhouse about once a day for new matching candidates and updates candidate details to match Greenhouse.
- Expensify doesn’t remove candidates automatically, even after they move to a different stage or have their tag removed in Greenhouse.
If you’re on the Recruiting or Members page when a sync finishes, the Greenhouse sync complete screen shows the Added and Skipped candidate counts. Click Skipped to see why each candidate was skipped. This screen doesn’t appear for syncs that finish in the background, such as the daily sync, or if you leave the page before the sync finishes.
How to set the default approver for Greenhouse candidates
The Default approver setting controls who approves expenses for candidates imported from Greenhouse.
- On the Recruiting page, click Default approver.
- Choose an approval mode:
- Basic approval – Choose a single approver. Click Approver and select a workspace member. You can’t save until you choose an approver.
- Advanced approval – The candidate’s recruiter or coordinator in Greenhouse becomes their expense approver. Click First approver and choose Recruiter or Recruiting coordinator. To add a second approval step, click Final approver (optional) and select a workspace member.
- Custom approval – Manually set approvers in Expensify.
- Click Save.
What happens to approval workflows when you set a Greenhouse approval mode
When Basic approval or Advanced approval is selected:
- Greenhouse manages the workspace’s approval workflows.
- You can’t edit approval workflows on the Workflows page.
- To change approvers, update the Default approver setting on the Recruiting page.
When Custom approval is selected, you manage approval workflows manually on the Workflows page.
Learn more about how to add approvals to a workspace.
How to manually refresh the Greenhouse sync
- In the navigation tabs (on the left on web, on the bottom on mobile), select Workspaces.
- Click the name of the workspace connected to Greenhouse.
- In the left menu, select Recruiting.
- Next to Greenhouse, select the three dots (⋮), then click Sync now.
Manual syncs are limited to two in 24 hours. If you’ve reached the limit, you’ll see Try again tomorrow. The daily sync still runs as usual.
How to disconnect Greenhouse from Expensify
- In the navigation tabs (on the left on web, on the bottom on mobile), select Workspaces.
- Click the name of the workspace connected to Greenhouse.
- In the left menu, select Recruiting.
- Next to Greenhouse, select the three dots (⋮), then click Disconnect.
- Confirm by clicking Disconnect again.
Disconnecting Greenhouse stops future candidate syncs.
FAQ
Why is Greenhouse connected but no candidates were imported?
Connecting Greenhouse only authorizes the integration. To start importing candidates, click Complete setup under Greenhouse, turn on Job stages or Tags on the Import settings page, and click Save. If the sync finishes but no candidates were added, check that your import settings match candidates in Greenhouse.
Why wasn’t a candidate imported from Greenhouse?
A candidate isn’t imported if they don’t have an email address in Greenhouse or don’t match your import settings. On the Greenhouse sync complete screen, click Skipped to see each skipped candidate and the reason they were skipped.
Can I connect Greenhouse and another ATS to the same workspace?
No. You can connect only one ATS to a workspace at a time. If you try to connect another, you’ll see Cannot connect to multiple ATS platforms. Disconnect your current ATS first.
Should I use a separate workspace for candidates?
We recommend a separate workspace for candidates. This lets you set up categories, tags, and approval workflows for candidates without changing the settings your employees use.
Why can’t I turn off Recruiting in my workspace?
You must disconnect Greenhouse before you can turn off Recruiting under More features.
What if I don’t see my ATS on the Recruiting page?
To request another ATS integration, click Ask Concierge on the Recruiting page.
