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.
We check every 15 minutes if new applicants have been marked as hired on Greenhouse. If there are any, we create a user on BambooHR with the applicant and offer data from Greenhouse. Before this custom sync, we used a sync within Greenhouse itself but it didn't sync the data correctly.
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. We do add a note on the candidate's activity saying we synced the profile.
| 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 |
candidate_country (Offer data) |
country |
starts_at (Offer data) |
hireDate |
email_addresses.personal (Applicant data) |
homeEmail |
departmemt (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) |
customShares |
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) |
customEffectiveDate3 |
salary * customCurrencyConversionFactor |
customUSDAnnualSalary |
salary with currency |
customLocalAnnualSalary |
starts_at (Offer data) |
customDate |
| Mapped by Greenhouse entity using this file | customType |
| 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 |
Besides syncing the above fields, we also sync:
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.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.
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.
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.
Sometimes a team member needs to be resynced (for example when the contract was changed after it was signed). In that case the People Experience team can execute the following Slack command:
/pops run resyncnewhire <id_in_greenhouse>
This command will trigger a pipeline and the candidate will be fully resynced to the existing profile on BambooHR. 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. When manual changes were made on the BambooHR profile there is a chance they are wiped out by the resync.
