Overview
This step-by-step guide will walk you through integrating CLARA with Greenhouse ATS in under 10 minutes. CLARA helps automate candidate follow-up and engagement, providing valuable insights directly within your Greenhouse dashboard.
Prerequisites
Before starting, ensure you have:
CLARA Account: Admin access to your CLARA platform
Greenhouse Admin Access: Site Admin permissions for API key creation and webhook setup
Developer Permissions: Required for Greenhouse Dev Center access
Step 1: Access CLARA Integration Settings
Objective: Navigate to CLARA's integration configuration
Process:
Open CLARA Settings
Log into your CLARA account.
Click on Settings in the main navigation.
Navigate to Integrations
Select Integrations from the settings menu.
Click the“Add Integration” button on the top right of the screen.
Step 2: Select Greenhouse as Your ATS
Objective: Configure CLARA to connect with Greenhouse
Process:
Choose Applicant Tracking System
Click on the Applicant tracking system dropdown menu.
Select Greenhouse from the available options.
2. Configure Connection Details You'll see a form with the following required fields:
Enter API Key* (Required).
Enter Subdomain* (Required).
Click the Connect to ATS button.
Important Notes:
Both API Key and Subdomain are required fields.
You can find these credentials within the Dev Center of your Greenhouse account.
The subdomain format should be: https://domain
See the Greenhouse instructions for getting your API key and subdomain, or follow the instructions below.
Step 3: Gather Greenhouse Credentials
Objective: Obtain the required API key and subdomain from Greenhouse
Process:
Access Greenhouse Dev Center
Log into your Greenhouse account.
Navigate to Settings > Dev Center.
Go to API Credential Management.
2. Create new API Key
Click on "Create New API Key."
Provide a descriptive name (e.g., "Integration API – [Use Case]").
3. Select and enable the required permissions listed below.
Required API Permissions:
Jobs: List Jobs (GET), Retrieve Job (GET)
Job Posts: List Job Posts (GET), Retrieve Job Posts for Job (GET)
Applications: List (GET), Retrieve (GET), Update (GET), Reject (POST), Move (POST), List Rejection Reasons (GET)
Candidates: List Candidates (GET), List/Edit Candidate Tags (GET/PATCH)
Tags: List/Retrieve/Add/Remove Candidate Tags (GET, POST, PUT, DELETE)
Users: List Users (GET)
Custom Fields: List/Create/Delete/Update (GET, POST, DELETE, PATCH)
Save & Secure the API Key: Click "Save" to generate the key, then copy and store it securely (it will not be shown again).
4. Note your Greenhouse subdomain (e.g., yourcompany.greenhouse.io).
5. Return to CLARA.
Paste the API key into the Enter API Key field.
Enter your subdomain in the Enter Subdomain field.
Step 4: Establish Connection
Objective: Connect CLARA to Greenhouse successfully
Process:
Initiate Connection
Click "Connect to ATS" button.
Wait for the connection to be established.
Status should change from "Not linked" to "Connected.”
Verify Connection
Confirm successful connection status.
Note any error messages if connection fails.
Step 5: Select Jobs to Process
Objective: Choose which Greenhouse jobs CLARA should track
Process:
Job Selection Interface
CLARA will display available Greenhouse jobs.
Choose which jobs you'd like to track in CLARA.
Note: In the future, this can happen automatically.
Configure Job Tracking
Select specific position.
Set up any job-specific tracking preferences.
Key Benefits:
CLARA is now connected to Greenhouse.
You have control over which positions are tracked.
Future job tracking can be automated.
Step 6: Map ATS Statuses
Objective: Synchronize candidate statuses between CLARA and Greenhouse
Process:
Enable Status Mapping
CLARA can map actions to your Applicant Tracking System (ATS).
Use the switch to enable CLARA to synchronize statuses with your ATS.
Step 7: Configure Follow-up Questions
Objective: Set up automated candidate engagement
Process:
Adjust Follow-up Questions
Choose which types of candidates you'd like to send follow-up questions to.
Configure question targeting criteria.
2. Question Configuration Options
Set up initial question templates.
Note: You can add & edit specific questions later.
Customize based on candidate stages.
Step 8: Set Up Webhooks
Objective: Enable real-time communication between CLARA and Greenhouse
Process:
Access Webhook Configuration
CLARA will provide specific webhook setup instructions.
Note the webhook URLs and endpoints provided by CLARA.
Note: This enables real-time data synchronization.
Step 9: Create Webhooks in Greenhouse
Objective: Complete the integration by setting up Greenhouse webhooks
Process:
Return to Greenhouse
Navigate back to your Greenhouse account
Go to Settings > Dev Center > Webhooks
2. Create Webhooks
Follow the specific directions provided by CLARA. They are as follows:
Webhook Configuration Steps
Candidate has submitted application
Go to Greenhouse settings
Go to Dev Center
Go to Web hooks
Click on Web hook
Add Webhook Name
When - Add Stage "Candidate has submitted application"
Paste Endpoint URL that is shown in CLARA
Add Secret Key - "Add Same key that you used for ATS Integration"
Error Recipient Email is optional
Click on Create Web hook
Candidate or Prospect rejected
Go to Greenhouse settings
Go to Dev Center
Go to Web hooks
Click on Web hook
Add Webhook Name
When - Add Stage "Candidate or Prospect rejected"
Paste Endpoint URL that is shown in CLARA
Add Secret Key - "Add Same key that you used for ATS Integration"
Error Recipient Email is optional
Click on Create Web hook
Candidate has been hired
Go to Greenhouse settings
Go to Dev Center
Go to Web hooks
Click on Web hook
Add Webhook Name
When - Add Stage "Candidate has been hired"
Paste Endpoint URL that is shown in CLARA
Add Secret Key - "Add Same key that you used for ATS Integration"
Error Recipient Email is optional
Click on Create Web hook
Candidate has been unhired
Go to Greenhouse settings
Go to Dev Center
Go to Web hooks
Click on Webhook
Add Webhook Name
When - Add Stage "Candidate has been unhired"
Paste Endpoint URL that is shown in CLARA
Add Secret Key - "Add Same key that you used for ATS Integration"
Error Recipient Email is optional
Click on Create Web hook
3. Set up appropriate triggers and endpoints.
Webhook Types (Common examples):
Candidate status changes
Application updates
Interview scheduling
Offer management
Step 10: Verify Integration Success
Objective: Confirm successful bidirectional communication
Process:
Check Webhook Status
Return to CLARA.
Verify all webhooks show as "successfully implemented."
This represents the back-and-forth communication between CLARA and your ATS.
2. View Integration Results
You can now see CLARA insights directly within Greenhouse.
Test the integration with sample candidate data.
Monitor real-time synchronization.
Verification & Testing
Test the Integration:
Create a test candidate in Greenhouse.
Verify the candidate appears in CLARA.
Test status updates in both systems.
Confirm follow-up questions are triggered appropriately.
Check webhook logs for successful data transmission.
Troubleshooting Common Issues:
Connection failures: Verify API key and subdomain accuracy.
Webhook errors: Check endpoint URLs and authentication.
Status sync issues: Review status mapping configuration.
Missing candidates: Confirm job selection settings.
Next Steps
Ongoing Management:
Monitor integration performance regularly.
Adjust follow-up questions based on candidate feedback.
Review and update job tracking as needed.
Optimize status mapping for better workflow efficiency.
Support Resources
CLARA Support: Contact for platform-specific questions.
Greenhouse Support: For ATS-related integration issues.
Webhook Documentation: Detailed technical specifications
API Documentation: Complete endpoint reference
Congratulations! You have successfully integrated CLARA with Greenhouse ATS. The integration should now provide automated candidate engagement and valuable insights directly within your Greenhouse dashboard.