HRTech

by Team Azilen

April 11, 2023

Greenhouse ATS Integration with Recruitment Chatbot: Fuel the Power of Greenhouse ATS

We rarely start our blog with the question, but when we do, we’re very serious about it –

Despite having Greenhouse ATS as part of your RecruiTech stack,

Are you struggling to keep your recruitment pipeline flowing smoothly?
Are you still far from the expected ROI of Greenhouse ATS?

If so, this blog will provide you with some much-needed clarity and answer some of your most pressing questions.

Let’s start by digging into the problems which lead to low ROI-friendliness of Greenhouse ATS.

Most recruiters daily make somewhere between 40-75 calls! (Source)
Most recruiters spend 3-5 hours a day on recruiting calls! (Source)

But the good thing is, there is a solution (which we will be sharing in this blog).

However, this is just the tip of iceberg.

Attracting qualified candidates
Managing a high volume of applicants
Keeping candidates engaged
Providing a positive candidate experience

… are some of the other very common pitfalls of the recruitment pipeline which your RecruiTech stack equipped with merely Greenhouse ATS might fall short of locking horns with.

Thus, your ATS would require a value addition! And here it is …

Value addition to Greenhouse ATS: A budding platform ‘Kaptivate’ as a recruitment chatbot

Kaptivate is the recruitment chatbot – specifically designed and built with the aim to keep candidates engaged throughout the hiring stages.

It enables talent acquisition teams to run targeted campaigns by leveraging both – SMS and web channels.

One example of a campaign is an automated pre-screening round that talent acquisition teams can run for those candidates who have applied for a specific job.

With this, teams are able to receive answers to pre-defined candidate-screening questions without manually calling each candidate.

This leads to quality hires, faster time-to-hire and reduced cost-to-hire while letting talent acquisition teams focus more on other crucial operations.

So, how does a recruitment chatbot act as value addition to Greenhouse ATS?

Greenhouse ATS is an outstanding RecruiTech product, helping recruiters to streamline the hiring operations and track candidates throughout different hiring stages.

However, with your low-scale recruitment needs turning into high-volume recruitment requirements, Greenhouse ATS might be delivering constant but similar ROI or negative ROI.

To be specific, when your hiring goals cross the bar which you have set while making the first purchase of Greenhouse ATS, your ability to claim ever-increasing ROI reduces as your team now needs to carry out manual processes on larger candidate data from Greenhouse.

One such operation is calling candidates to ask pre-screening questions, all manually.

Kaptivate here adds value by automating this tedious process of candidate pre-screening by running automated SMS or web-based campaign.

In essence, Kaptivate is not replacing Greenhouse ATS.

It instead adds value to Greenhouse ATS by helping recruitment teams to leverage candidate data stored in Greenhouse for running a targeted automated campaign with Kaptivate.

Okay. You’ve deployed Kaptivate. But does it make sense to integrate Greenhouse ATS with the Kaptivate recruitment chatbot?

From the start of this blog, things have changed drastically to this point.

You now have a Greenhouse ATS and Kaptivate recruitment chatbot as part of your RecruiTech stack.

All the candidate data that Kaptivate would require to run the campaign are stored in Greenhouse.

So, to unleash the full potential of your updated RecruiTech stack, seamless data exchange in real-time between Greenhouse and Kaptivate is the most basic requirement.

Of course, you can consider adding candidate data from Greenhouse to Kaptivate manually.

But when we are talking about cutting-edge technologies and innovations to ease recruitment operations, there isn’t any scope for manual data transfer.

Additionally, it is a very tedious, time-consuming and error-prone process to manually enter bulk candidate data from Greenhouse to Kaptivate.

That’s why, yes, it makes sense to integrate a recruitment chatbot with Greenhouse.

To concretize it, let us share …

Use case of Greenhouse ATS integration with Kaptivate recruitment chatbot (custom data mapping example)

Suppose, a candidate named Ben applies for the job of State Tested Nursing Assistant that you posted recently.

When he applies, a new candidate record gets created and you receive his personal and contact details on Greenhouse ATS.

After your initial application review, if you move his Candidate Stage from ‘Application Review’ to ‘Phone Interview’, an event-based webhook gets triggered and transfers the JSON payload containing candidate details from Greenhouse to Kaptivate.

The candidate data gets stored in Kaptivate as per the following custom mapping.

Because of historic data stored in Kaptivate, there are higher chances of Candidate ID ambiguity between Kaptivate and Greenhouse. Thus, giving a unique number as Candidate ID in Kaptivate is a major prerequisite for accurate data transfer.

For more transparency and easy trackability, one must give a unique candidate ID in Kaptivate as per this format GH01KP05, here GH01 denotes the candidate ID number of Greenhouse and KP05 denotes the candidate ID number of Kaptivate of the same candidate.

Here, it is worth mentioning that mapping the Job ID with the right Campaign ID is crucial as multiple job-based automated campaigns are running in Kaptivate.

If a wrong Job ID gets mapped with the wrong Campaign ID, Kaptivate would end up releasing a nonrelevant campaign for a group of candidates.

Apart from Job ID and Campaign ID, mapping Candidate Stage Name in Greenhouse with Template ID in Kaptivate is also very vital. Templates in Kaptivate are nothing but pre-defined automated workflows to connect, remind, engage, and follow up with candidates during different hiring stages.

Once you have candidate data sorted and stored as per your already defined job-based campaigns in Kaptivate, you can execute the campaigns i.e., pre-screening campaigns on even a very large candidate database with just a click or automatically.

This way, you would end up getting rid of two major challenges –

Manual candidate data transfer between Greenhouse and Kaptivate
Calling each candidate individually to carry out a pre-screening round of the recruitment pipeline and keeping them engaged

How to get started with Greenhouse ATS integration?

We are a NextGen software product engineering company, working with product companies to realize their product lifecycle into a commendable product experience.

13+ years of experience in the HRTech domain has amplified our product engineering and integration expertise and shaped us from integration engineers to subject-matter experts.

Our dedicated integration experts become an internal part of your team as an extended team, take full ownership of the timeline, and deliver value on both integration and project management fronts.

Here is our process toward achieving integration excellence:

And here is how you can get started with our HR System Integration as a Service:

#1: Let us know your questions, requirements, vision, goals, or anything in between.

#2: We will get back to you and gain more clarity on your challenges and requirements.

#3: After defining the scope with relevant use cases, we will strategize and present the complete roadmap to achieve successful Greenhouse ATS integration as per your needs.

#4: We’ll also define KPIs and milestones to measure the success of integration and the overall project.

#5: Upon mutually agreeing on it, our integration experts will get this integration executed for the defined use cases.

How to make Greenhouse Workday Integration successful?