Greenhouse — IT Setup Guide

This guide is for IT administrators and Greenhouse Super Admins. It covers choosing a connection method, authenticating with Greenhouse, connecting to SIA, and optionally setting up custom fields and pipeline stage mapping.

Once setup is complete, your HR team can start using SIA's hiring intelligence directly from Greenhouse — see the Greenhouse HR Workflow Guide for what they can do from there.

To connect Greenhouse to SIA, you'll need to complete two steps — and optionally two more:

1. Choose a connection method and authenticate with Greenhouse
2. Connect Greenhouse in the SIA Connectors page
3. Create the Senseloaf custom fields in Greenhouse (optional)
4. Create the custom pipeline stages Senseloaf syncs candidates into (optional)

Greenhouse is retiring its older API key method. SIA connects using one of two methods — pick whichever fits how your account is set up:

Method A — Sign in to Greenhouse and approve (recommended)

Senseloaf is a registered Greenhouse partner, so you just log in and approve access directly in Greenhouse's own screen — nothing to copy or paste.

1. In SIA, open Connectors and click Connect on the Greenhouse tile
2. You'll be taken to Greenhouse to log in
3. Review the permissions being requested and click Approve
4. You're brought back to SIA automatically and the connection is complete

SIA keeps the connection active on its own. If it ever needs you to re-approve, you'll be prompted to reconnect the same way.

Method B — Configure Client ID & Client Secret

Use this if you'd rather issue Senseloaf a standing credential instead of signing in each time.

a. Create the credential in Greenhouse

1. In Greenhouse, open Configure → API Credentials
2. Click Create new API credentials
3. Select Harvest V3 (OAuth)
4. Save it, then choose the permissions Senseloaf needs (see Permissions needed below)
5. Greenhouse displays a Client ID and Client Secret — copy both and store the Secret securely; it won't be shown again

b. Enter the credentials in SIA

1. In SIA, open Connectors and click Connect on the Greenhouse tile
2. Choose Client ID & Secret as the connection method
3. Paste the Client ID and Client Secret
4. Click Connect

Permissions needed

Whichever method you use, grant Senseloaf access to the following areas of your Greenhouse account. For Sign in and approve, these are requested automatically on the approval screen. For Client ID & Secret, select them when creating the credential in step 1B above.

• Applications — view, update, and move applications between stages
• Candidates — view, add, and update candidate profiles, notes, and attachments
• Custom Fields — view and create the fields Senseloaf uses to write back scores and details
• Education — read school, degree, and discipline lists (used when adding candidate education)
• Job Openings & Job Posts — view and manage job postings
• Jobs — view and manage job details and hiring team
• Job Stages — view the pipeline stages configured on each job
• Users — view user information
• Sources — view candidate sources
• Scheduled Interviews — view, create, and update interview schedules

Senseloaf writes its output into a set of custom fields on the Application object. Creating these is optional, but if you do, they must exist with the exact names below for Senseloaf to update them.

Only users with access to Custom Options can perform these steps. For each field: Configure (gear icon) → Custom Options → Applications (under Company custom fields) → Add field.

A. Sense AI Match Score

Stores the overall matching score (0–100) for a candidate against a job. Recruiters use this to sort the Candidate Workbench by score.

B. Sense Matching Details

Stores the URL to the candidate's Senseloaf Matching Report Card — score breakdown, talent insights, and conversation details.

C. Sense AI Activities

Logs AI-driven activities — screening, matching, engagement — for the candidate, giving recruiters an audit trail.

Senseloaf maps candidate outcomes to stages in your Greenhouse hiring pipeline based on their AI evaluation results. Candidate stages can be updated automatically after each step — AI Matching, AI Prescreening, and AI Interview — based on the candidate's score and the stage mapping configured in SIA.

You don't necessarily need to create new stages. If a job's hiring plan already has stages that match your workflow, those can be mapped directly during onboarding. Greenhouse defines stages per job on that job's Interview Plan tab, and Senseloaf reads whatever stages already exist there.

If your existing stages don't cover the outcomes you need, create new ones:

1. Click Edit on the Interview Plan for the job (or the relevant job stage template)
2. Click Add Stage
3. Enter a descriptive name for each stage — for example:
   • AI Matching – Strong Fit / AI Matching – Review / AI Matching – Not a Fit
   • Chat PreScreening / Knocked Out
   • AI Prescreening – Qualified
   • AI Interview – Selected / AI Interview – Not Selected
4. Drag and drop stages into the order that matches your hiring pipeline
5. Click Save

Once the relevant stages exist, they're mapped to the corresponding outcomes in SIA during onboarding. Stage names can be customised to match your team's existing naming conventions — what matters is that the stages exist before the mapping is configured.

Quick reference — suggested field and stage names

These stage names are examples, not a fixed list — create as many as your hiring workflow needs and map each to whichever outcome makes sense for your team.

To enable automatic syncing of your Greenhouse data with SIA, reach out to the Senseloaf team at support@senseloaf.com. The team will configure and enable the bidirectional sync for your organisation.

A. Open Connectors in SIA

1. Log in to your SIA account
2. Click your Profile icon in the bottom-left corner
3. Click Connectors from the menu
4. Search for Greenhouse and click Connect — this opens the pop-up for choosing a connection method and entering credentials

B. Enter your Greenhouse credentials

Depending on the method you chose in Step 1:

• Sign in and approve — nothing to enter; you'll be sent to Greenhouse to log in and approve
• Client ID & Secret — paste the Client ID and Client Secret

C. Connect Greenhouse

1. Verify the credentials (or complete the sign-in and approval)
2. Click Connect
3. SIA establishes the connection with your Greenhouse account

Once Greenhouse is connected, SIA begins syncing jobs and candidates automatically — no further setup required from IT. For a full overview of what the HR team can do from here, see the Greenhouse - HR Workflow Guide.