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.
- Ensure every candidate in Greenhouse has an email address.
- 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.
How to connect Greenhouse to Expensify
- In the navigation tabs (on the left on web, on the bottom on mobile), select Workspaces.
- Click 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.
- Wait for the connection to complete. Greenhouse then displays Connected. Complete setup to import candidates.
- Click Complete setup in that message, or select the three dots (⋮) next to Greenhouse and click Complete setup.
- Choose which candidates to import, then click Save.
Note: After you connect, you’ll see a Your connection is syncing message. The first connection can take some time to complete.
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 matches and will be invited.
- 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. After that, Expensify checks Greenhouse for new matching candidates about once a day. If a candidate has more than one application in Greenhouse, they’re imported as long as any one of their applications matches your filters. Expensify doesn’t remove candidates automatically, even after they move to a different stage or have their tag removed in Greenhouse.
Example: Using Job stages and Tags to filter candidate imports
You can 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, turn on Job stages and select Onsite Interview.
- Turn on Tags and select Ready for Expensify.
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.
Example: Using Job stages, Tags and Offices to filter candidate imports
If you use separate workspaces for different entities, you can use Offices to send each candidate to the workspace that exports to the right entity.
- Set up the same job stage and tag filters from the example above in each workspace.
- 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 you connect Greenhouse to Expensify
- If you’re on the Recruiting or Members page when a sync finishes, the Greenhouse sync complete screen opens with the Added, Removed, and Skipped candidate counts. Click Skipped to see each skipped candidate and the reason they were skipped, then click Got it to close the screen. This screen doesn’t open for syncs that finish in the background, such as the daily automatic sync, or if you leave the page before the sync finishes.
- The Greenhouse connection displays the Last synced timestamp.
- 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.
- You can configure the Default approver for candidates from the Recruiting page.
Expensify also runs a daily auto-sync to keep candidates up to date:
- New candidates who match your import settings are added to the workspace.
- Candidate details are updated to match Greenhouse.
How to configure the approval mode for Greenhouse
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 after connecting Greenhouse
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:
- Approval workflows remain editable in Workflows.
- You can manage approval routing manually in Expensify.
Learn more about how to add approvals to a workspace.
How to manually refresh the Greenhouse sync
After connecting Greenhouse, a daily auto-sync runs to keep your workspace candidates up to date with Greenhouse. You can also refresh the sync manually.
To refresh the sync manually:
- 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 auto-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 authorizes the integration. To start importing candidates, click Complete setup on 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.
I don’t see my ATS on the Recruiting page. What should I do?
To request another ATS integration, click Ask Concierge on the Recruiting page.
