Greenhouse <> BambooHR sync

Maintained by:

Overview

Considering our single source of truth for team member data is BambooHR, we need to make sure that applicants are created in BambooHR once they are hired. We created a custom sync between Greenhouse and BambooHR to avoid manual work adding the right data from one system to the other.

Whenever a candidate is marked as hired, a webhook is send to the conservatory app.

Synced fields

The sync is a one-way sync. We take the data from Greenhouse and add it to BambooHR. Some fields on BambooHR are calculated fields by using data from Greenhouse.

Greenhouse Data	BambooHR Data
`first_name` (Applicant data) - the preferred name	`firstName`
`last_name` (Applicant data)	`lastName`
the part in `first_name` that's between quotes (Applicant data)	`preferredName`
the part in `last_name` that's between quotes (Applicant data)	`customPreferredLastName`
`candidate_country` (Offer data)	`country`
`state_of_team_member` (Offer data)	`state`
`starts_at` (Offer data)	`hireDate`
`email_addresses.personal` (Applicant data)	`homeEmail`
`department` (Offer data)	`department`
`division` (Offer data)	`division`
`employment_type` (Offer data)	`customFullOrPartTime`
`id` (Greenhouse Applicant)	`customCandidateID`
Mapped through `candidate_country` to the right value	`customPayFrequency`
Mapped through `candidate_country` to the right value	`customRegion`
Copied from the `hiring_manager`	`customCostCenter`
`locality` (Offer data)	`customLocality`
`specialty` (Offer data)	`customJobTitleSpeciality`
`level_of_role` (Offer data)	`customRole`
Mapped by Greenhouse entity using this file	`customEmployeeCorptoCorp`
`starts_at` (Offer data)	`customHireDate`
`stock_options` (Offer data)	`customShares1`
`stock_options` (Offer data)	`customTotal`
`rsu_$_value` (Offer data)	`customRSUValue`
`entity` (Offer data)	`customInc/BV`
"Hired" (Hardcoded value - not from Greenhouse)	`customNotes`
`starts_at` (Offer data)	`date`
`job_title` (Offer data, can only be synced if the title exists on BambooHR)	`jobTitle`
`hiring_manager` (Offer data)	`reportsTo`
`starts_at` (Offer data)	`startDate`
Mapped by Greenhouse entity using this file	`location`
`salary` (Offer data) / `pay_frequency`	`rate`
If contractor -> Contract, else -> Salary	`type`
"Exempt" (Hardcoded value - not from Greenhouse)	`exempt`
"Hire" (Hardcoded value - not from Greenhouse)	`reason`
Depends on contractor or pay frequency	`paidPer`
Mapped through `candidate_country` to the right value	`paySchedule`
Mapped by using the local currency to the USD rate	`customCurrencyConversionFactor`
Latest revision date of the currency conversion file	`customConversionEffectiveDate`
`starts_at` (Offer data)	`customEffectiveDate2`
`starts_at` (Offer data)	`customEffectiveDate3`
`salary` * `customCurrencyConversionFactor`	`customUSDAnnualSalary`
`salary` with `currency`	`customLocalAnnualSalary`
`starts_at` (Offer data)	`customDate`
Mapped by Greenhouse offer entity using this file	`customType`
Hardcoded to `RSU`, `ISO`, or `International`	`customType1`
Hardcoded to `Stock Options` or `Restricted Stock Units`	`customShareVehicle`
(Hardcoded value - not from Greenhouse)	`customReason`
Yes	`customVariablePay`
`bonus_currency_&_amount_(amount_per_year_as_defined_by_previous_field)` (Offer data)	`customAnnualAmountLocal`
`customAnnualAmountLocal` * customCurrencyConversionFactor	`customAnnualAmountUSD`
`customAnnualAmountUSD` * `customUSDAnnualSalary`	`customOTEUSD`
`customVariablePay` * `salary`	`customOTELocal`
`job_code` (Offer data, can only be synced if the job code exists on BambooHR	`customJobCode`
`job_grade` (Offer data)	`customJobGrade`
`sales_geo_differential` (Offer data)	`customSalesGeoDifferential`
`ghp_id` (Offer data)	`customNumber`
`starts_at` (Offer data)	`customBonusdate`
`signing_bonus_currency_&_amount` (Offer data)	`customBonusAmount`
"Signing Bonus" (Hardcoded value - not from Greenhouse)	`customBonustype`
"Paid Signing Bonus" (Hardcoded value - not from Greenhouse)	`customBonuscomments`
`family_relationship` (Offer data)	`customRelationship`
A new employment status row is added and the value is set to `Active`	`employmentStatus`
`starts_at` (Offer data)	`customEffectiveDate6`
Mapped through `candidate_country` to the right value	`customPayFrequency2`
`job_code` (Offer data, can only be synced if the job code exists on BambooHR	`customJobCode2`
`job_grade` (Offer data)	`customJobGrade2`

Besides syncing the above fields, we also sync:

Documents between Greenhouse and BambooHR. The documents we sync are in the attachments on the candidate itself. We only sync the signed offer letter and the resume. The signed offer letter is synced to the Contracts & Changes and the resume is synced to the Resumes and Applications folder on BambooHR. They are set to be shared with the new team member.
Employment Status: these are different depending on which entity is linked to the team member. It follows the process that is outlined in the handbook. When there are changes in probations, a change should also be made to this file.
Country-specific accrual policies are set on BambooHR using the country and state listed on Greenhouse.

When required data is missing, the system is set up to send a Slack message about this applicant. Currently these candidates will need to be synced manually.

Progress

Currently the sync went through two iterations and has replaced most (but not all) manual work for the People Experience and Total Rewards teams. Open issues can be found here. If you want to add another field to the sync, feel free to create a new issue.

Missing Team Member

In case a hire wasn't synced, the People Experience team can execute the following Slack command:

/pops run syncnewhire <id_in_greenhouse>

This will sync this person as it is described aboved. You can find the team member's ID in Greenhouse by looking at the URL for the member in Greenhouse. It is an 11-digit number listed between /people/ and the ? symbol. It is recommended that you also create a GitLab issue so the team can investigate what went wrong.