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.

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 Key

4. In the Create new credential dialog:
   • Name your API key
   • Select Harvest from Type dropdown
   • Click Create

5. On the Manage API Key Permissions page:
   • Select Candidates and Jobs
   • Click Update

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
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

1. Navigate to 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

Step 5: Configure Reimbursement Policy Field

Required only 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

Step 6: Create Send to Reimbi Field

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

Using the Integration

Sending Candidates to Reimbi

1. Open candidate's Details tab in Greenhouse
2. Select reimbursement policy and Save
3. Set Send to Reimbi to Yes and Save

What Happens Next

Two automatic actions occur:

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

Support

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