Greenhouse: Verifile Integration and Usage Guide

Modified on Tue, 15 Jul at 10:57 AM

TABLE OF CONTENTS

Introduction
How to set up
Set Up the Integration
Place Order
- Custom Fields
Tracking Progress
Background Check Results
Cancel Order

Introduction

Verifile’s integration with Greenhouse lets you order and track background checks directly within your recruiting workflow.

You can run a wide range of global checks without switching apps or re-entering candidate data. Easily order your tailored packages, track progress in real time, and access results in one place.

This keeps your hiring process compliant, efficient, and on schedule.

Below is an overview of how it works: Integration Set-up, Place Order, and Background Check Results.

Integration Set-up explains the steps to set up the integration.
Place Order outlines the order creation journey, tracking progress and necessary adjustments
The Final Report covers the end of the process, including access to the final report.

How to set up

Connecting Greenhouse with Verifile is a seamless experience. The integration is built and maintained by our team and is free for our customers.

The process consists of registering for a Verifile API account, enabling the integration of an assessment stage, user ID and activation.

Set Up the Integration

Ask Verifile for an API key.

This integration requires some information provided by Verifile, so please reach out to Verifile support contact, and our team will send you via PrivateBin the following items:

Greenhouse Webhook User ID
Greenhouse Webhook password
Create Webhook URL: https://webhooks.verifileconnect.co.uk/api/webhooks/v1/greenhouse/order
Cancel Webhook URL: https://webhooks.verifileconnect.co.uk/api/webhooks/v1/greenhouse/cancel

Then, please open a ticket with Greenhouse support and configure the assessment step described in the next section. All these steps are covered in this article.

Add an Assessment Stage to an Interview Plan

After the integration is enabled:

Via your Greenhouse Job Dashboard, navigate to Jobs > Job Name and search for the specific job.
Click on Job Setup.
Then, select Interview Plan and click Add stage.
From the list, choose Verifile and click Add to include it in the job´s interview plan.
Configure the Assessment.

Once the assessment stage is added:

Click Edit Take Home Test.

Select the appropriate assessment from the dropdown menu, which reflects the assessments configured at Verifile.

Assign at least one Greenhouse Recruiting user to review and grade the submitted assessments.

Click Save to finalise the setup. Note that any specific configurations for the assessment, including email templates, should be completed on the Verifile side.

Send and Review Tests

When candidates reach the assessment stage, Greenhouse will display a Send Test link. Use this to send the assessment to the candidate.

For more detailed information, refer to the Greenhouse Support article.

Create a User ID & Harvest Key

Let´s talk about the User ID and Harvest API key.

The User ID can be named something like e.g. “Verifile Integration" instead of using the user ID for a real person in your team. It is used to update the candidates’ records.

Follow the steps at Greenhouse user ID.

The greenhouse user ID will be in this format:

https://www.app.greenhouse.io/account/user/12345. The user ID is 12345.

The Harvest Key is required when Verifile needs the candidate’s CV or resume to complete the background check.

Also, we use it to collect information for other tasks, such as custom fields.

Follow the steps in this article to create the key.

For more detailed information, refer to the official Greenhouse Support article: Harvest API overview – Greenhouse Support.

Credentials and Permissions

Now it´s time to assign credentials and grant permissions for Verifile to use the Harvest Key.

—Via Greenhouse, go to Settings > API Credential Management > Create new API credentials and fill in the following:

API Type: Harvest
Partner: Verifile (or “Unlisted Vendor”)
Description: Verifile Harvest API Key

And finally, grant the following permissions:

Candidates > Get: Retrieve Candidate
Candidates > Post: Add Note
All Custom Field options
All Custom Fields

Webhook ID and Password

To create a new webhook, click the Configure icon on your navigation bar and select Dev Centre on the left. Click Webhooks. Then, enter the following fields:

Name this webhook: A name that specifies what the webhook is being used for, like 'Verifile Hired Webhook'
At When, select 'Candidate has been hired'
Endpoint URL: The URL that will receive the data (must be https). ? It will be in this format: https://api.example.com/v1/resource/123
At ‘'Advanced settings,’ paste in the username and password provided by Verifile.

Once this has been done, click ‘Create Webhook’. Complete the same process again, this time with the details below:

Name this webhook: A name that specifies what the webhook is being used for, like 'Verifile Hired Webhook'
At When, select 'Candidate has been hired'
Endpoint URL: The URL that will receive the data (must be https). It will be in this format: https://api.example.com/v1/resource/123
At ‘Advanced settings’ paste in the username and password provided by Verifile

Click Create webhook to complete the webhook setup.

For more detailed information, refer to the official Greenhouse Support article: Create a webhook – Greenhouse Support.

Send Your Details to Verifile via PrivateBin

PrivateBin is a free website that lets you send messages privately and securely. The message disappears after a short time, and only those with the link can view it.

Go to the PrivateBin website and enter your setup information into the large empty box in the centre of the page.
“At the 'Expires' option, select the 1 day. This refers to the duration for which the message should remain online. After this time, the message will automatically disappear.
Click on the 'Create' option. This creates your message and encrypts it (makes it secure).
Please copy the link that appears; it is the only way to see the message.
Share the link with Verifile support contact. Only our team with the link can read the message. Safe and easy.

Now that you know how to use PrivateBin, let´s recap all the integration setup information:

Name and e-mail
Your Greenhouse Harvest Key
Your Greenhouse User ID

Verifile will take care of the rest. Once setup is complete, Verifile will:

Confirm that the integration is active
Allow you to start sending candidate details from Greenhouse directly to Verifile for screening

You’ll be notified once everything is up and running.

Once you’ve set up your interview plans and configured your take-home test, you’ll be able to send the Verifile background check as a test to candidates.

Greenhouse's knowledge base includes helpful articles to assist with setting up the integration and using the Greenhouse platform. You can access the knowledge base here.

Packages

When using a Verifile background screening integration in Greenhouse, it’s important to understand how the available packages are displayed during the Place Order process.

Where do the packages come from?

Packages are retrieved directly from Verifile. Once the integration setup is complete, packages will be visible when placing an order for a candidate.

If no packages are shown, reach out to your Verifile support contact.

Ongoing Support

This integration typically runs smoothly with very little ongoing maintenance. If anything goes wrong (e.g., issues placing orders), Verifile will investigate and support you accordingly.

For questions or assistance during setup, please don't hesitate to contact your Verifile support representative.

Place Order

To place an order, a job position and a candidate profile must already be created and associated with each other.

These steps should be completed before starting the process with Verifile. A critical step in triggering the screening process is updating the candidate’s stage. You need to move the candidate's current stage to "Verifile".

This action automatically flags the screening task as "to-do" in the system, signalling that the process has officially begun.

The Verifile order(reference) number will follow this format: VF0000000.

Custom Fields

When reviewing the candidate’s profile, scroll to the bottom and pay close attention to the Application Custom Fields section. To access this content, look to the right side of the page, at the Application Details section.

For packages that include a UK Standard or Enhanced Level Criminal check, select a Verifile DBS Job Role.

For packages that include a UK Basic Criminal Level Criminal check, select a Verifile DBS Purpose of Check and Employment Sector. Use Verifile Sub Company if you want to place the order under a sub-accountsub account. Then, select your package from the dropdown list and choose the preferred option to grade the result. Click Send Test.

After that, a verification process will be initiated by Verifile via email to the candidate. It’s essential to clearly inform the candidate that they will be contacted by Verifile. The candidate will need to provide personal information and complete the necessary steps through the Verifile candidate portal.

Tracking Progress

Go to the Greenhouse Dashboard, navigate to Candidate and select the profile that you want to track the progress by clicking on Interview kit. In the Screening Task, if the status is marked as Pending, it means the background check is currently in progress. Once the status changes to Completed, the background check results are available

It isn't possible to make changes to the Verifile order already placed. If you need any assistance, please reach out to your Verifile support contact.

Background Check Results

‘Once the status is updated to 'Completed’, it means that the Background check result is available and requires a Verifile system login or SSO (single sign-on) access to the Verifile system to access the final report.

To find this at the Greenhouse Dashboard, navigate to Candidate and select the profile that you want to track the progress of by clicking on Interview Kit.

Click on the profile to view the updates.

Cancel Order

To cancel an order, the candidate must be marked as Unhired. The order will be cancelled on the Verifile system.

Greenhouse's knowledge base includes helpful articles to assist with setting up the integration and using the Greenhouse platform. You can access the knowledge base here.

Need help?
Live Chat is available on the right, and you can self-serve via our Client Support Portal.
Call us at +44 (0) 1234 339 350 (Monday to Friday, 8:30 a.m. to 5:30 p.m. U.K. time).
Email service@verifile.co.uk.

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