Greenhouse Integration Setup

The Reimbi-Greenhouse integration allows candidate data to be sent from Greenhouse to Reimbi resulting in the candidate record being created in Reimbi. Upon receiving the required information via the integration Reimbi will send the candidate an email with Reimbi login instructions so that their expense report can be submitted and reimbursed.

The integration supports two modes of operation:

1. Classic Mode - Uses custom field send_to_reimbi flag
2. Stage Mapping Mode - Maps specific job stages to expense policies

Initial Setup

Configure User Permissions

You will need the developer permission Can manage ALL organization's API Credentials in Greenhouse Recruiting.

If you don't have this permission:

1. Contact your Greenhouse admin user with:
   • Site Admin level permissions
   • Permission to Can edit another user's advanced permissions
2. Have them navigate to Configure > Users > Your Name

3. On your user page, they should:
   • Open the Permissions panel
   • Expand Developer Permissions
   • Select Can manage ALL organization's API Credentials
   • Click Save

Configuration Steps

Step 1: Create Harvest API Key

1. Click the Configure icon
2. Navigate to Dev Center > API Credential Management

3. Click Create New API credentials

4. In the Create new credential dialog:
   • Select Harvest from API type dropdown
   • Select Reimbi from partner dropdown
   • Add description: Reimbi integration

5. On the Manage API Key Permissions page:

Classic Mode

• Select Candidates and Jobs
• Select permissions as shown in the screenshots below and click Save

Stage Mapping Mode

• Select Candidates, Job Posts, Job Stages and Jobs
• Select permissions as shown in the screenshots below and click Save

Step 2: Configure Reimbi Settings

This must be done by a Reimbi user with Admin role:

1. Go to Company Settings > Integrations
2. Enable Greenhouse integration
3. Configure:
   • Enter Harvest API Key
   • Choose approver role (coordinator or recruiter)
   • Set backup approver
   • Set default expense policy
4. Click "Update"

Step 3: Get Reimbi Credentials

Retrieve from Reimbi:

1. Login as company admin
2. Navigate to Company Settings > Integrations
3. Click "Generate Web Hook Secret Key and API URL"
4. Copy:
   • Endpoint URL
   • Secret Key

Step 4: Configure Greenhouse Webhook

The webhook configuration depends on your chosen integration mode:

For Classic Mode:

1. Navigate to Configure gh-configure > Dev Center > Web Hooks
2. Create New Web Hook with:
   • Name: Reimbi Integration
   • When: Candidate or Prospect updated
   • Endpoint URL: From Reimbi
   • Secret Key: From Reimbi
   • Disabled?: No
3. Click Create Web hook

For Stage Mapping Mode:

1. Navigate to Configure gh-configure > Dev Center > Web Hooks
2. Create New Web Hook with:
   • Name: Reimbi Stage Integration
   • When: Candidate stage change
   • Endpoint URL: From Reimbi
   • Secret Key: From Reimbi
   • Disabled?: No
3. Click Create Web hook

For Both Modes:

You can run both modes simultaneously by creating both webhooks above.

Step 5: Configure Custom Fields

For Classic Mode:

Required for multiple reimbursement policies:

1. Go to https://app.greenhouse.io/custom_fields/candidates
2. Click + Add Field
3. Configure:
   • Name: Reimbi Reimbursement Policy
   • Type: Single Select
   • Options: Add your policy names (must match Reimbi exactly)
4. Click Save

Required for candidate selection:

1. Go to https://app.greenhouse.io/custom_fields/candidates
2. Click + Add Field
3. Configure:
   • Name: Send to Reimbi
   • Type: Yes/No
4. Click Save

For Stage Mapping Mode:

Required for job filtering:

1. Go to https://app.greenhouse.io/custom_fields/jobs
2. Click + Add Field
3. Configure:
   • Name: Sync with Reimbi
   • Type: Yes/No
4. Click Save

Using the Integration

Classic Mode

1. Open candidate's Details tab in Greenhouse
2. Select reimbursement policy and Save (if using multiple policies)
3. Set Send to Reimbi to Yes and Save

Stage Mapping Mode

1. Configure Jobs:

   • Open job settings in Greenhouse
   • Set Sync with Reimbi to Yes for jobs that should integrate
   • Save changes

2. Configure Stage Mappings in Reimbi:

   • Go to Company Settings > Integrations > Stage to Expense Policy Mapping
   • For each job, select the trigger stage and expense policy
   • Settings auto-save after 2 seconds

3. Automatic Processing:
   • When candidates reach the mapped stage, they're automatically sent to Reimbi
   • No manual field changes required

What Happens Next

When a candidate is sent to Reimbi (via either mode):

1. Candidate record appears in Reimbi:

   • Status: 'Invitation Pending'
   • Assigned to selected policy

2. Candidate receives email with:

   • Reimbi account setup instructions
   • Expense submission guidelines

3. Activity note added to Greenhouse:

   • "{Candidate Name} invited to use Reimbi for interview expense reimbursement"
   • Visible in candidate's activity feed

Payment Notifications

When expense reports are paid:

1. Automatic activity note added to Greenhouse:

   • "Candidate reimbursed {amount} {currency} via {payment method} for interview expenses"
   • Example: "Candidate reimbursed 150.75 USD via PayPal for interview expenses"

2. Full reimbursement visibility in candidate timeline

Integration Modes Comparison

When to Use Classic Mode

• Selective candidate invitations
• Manual control preferred
• Simple setup requirements
• Existing custom field workflows

When to Use Stage Mapping Mode

• Systematic candidate processing
• Automated workflow integration
• Job-specific expense policies
• High volume candidate processing

Support

Need assistance? Contact support@reimbi.com for integration troubleshooting help.