Automating Hiring Workflows: Integrating Greenhouse and Jira Service Management

In this blog, we will explore common integrations between Applicant Tracking Systems (ATS) and Jira Service Management, focusing on Greenhouse. We’ll walk through key considerations, foundational elements to build an effective automation, and how to automate hiring workflows.

Why Integrate Greenhouse with Jira Service Management?

When an ATS like Greenhouse functions in isolation, it can create challenges for HR, IT, and Finance teams who rely on accurate and up-to-date information. Connecting Greenhouse with JSM automates repetitive tasks such as creating new hire tickets, updating candidate profiles, and syncing metadata across systems. This automation helps organizations:

1. Eliminate Redundant Data Entry
2. Ensure Consistency of Information
3. Streamline Approvals and Workflows
4. Enhance Visibility Across HR and IT Teams

Integration to Greenhouse

Greenhouse provides a comprehensive API that allows developers to retrieve and update data around candidates, job openings, and offer details. This robust API makes it straightforward to push and pull information between Greenhouse and service management tools. For more details on authentication and endpoints, refer to Greenhouse’s API documentation.

Step 0: Getting Ready for Automation

Before diving into onboarding and new hire automations, it’s vital to consider a few foundational aspects. These initial steps often determine the long-term success and sustainability of your integrations:

To avoid confusion and technical debt, ensure essential lookup fields—such as Department, Cost Center, Job Level, Job Categories, and Office Locations—are aligned across all systems (e.g., HRIS, ATS, and Jira Service Management). By standardizing the codes and descriptions of these fields, you reduce the risk of misinterpretation or logic errors.

Pro tip: Use OnLink to keep these values in sync across multiple systems. One design strategy is to store these standardized values in the Asset schema within Jira Service Management, referencing them as needed in Request Types or Issue Types.

Step 1: Automating Hiring Workflows

Once your metadata is consistent, you’re ready to automate key hiring workflows. Common automation scenarios include:

1. Pulling Hired Candidate Information into Jira Service Management
2. Updating Candidate Details in Jira Service Management
3. Updating or Closing Job Postings

Imagine a candidate is hired in Greenhouse—details like Name, Address, Location, Department, Cost Center, and Job ID are already available. By pulling this data directly from Greenhouse, you can automatically create a ticket in Jira Service Management. From there:

• Approvals can be triggered based on your existing workflows.
• HRIS profiles can be automatically created in platforms such as BambooHR, Workday, or UKG, removing the need for manual data entry.
• Consistency is maintained across systems, minimizing errors and rework.

OnLink provides native integration with Greenhouse that automates this step. You can connect to Greenhouse using your API key, then set up automation with Post Functions in Jira Service Management to handle updates or workflows seamlessly.

Connecting to Greenhouse

Automation using Post Functions

Step 2: New Hire Onboarding

After hiring, the next step is a smooth onboarding process. OnRamp allows teams to create a personalized set of actions for each new hire. These steps map to Issue or Request Types in Jira Service Management, and any custom fields pulled from Greenhouse become available for validations, lookups, and automation rules. Examples of onboarding tasks you can automate include:

• IT Provisioning: Creating email accounts, setting up user access in key applications.
• Equipment Requests: Ordering laptops, hardware peripherals, and other supplies.
• Compliance & Training: Assigning required training modules, policy acknowledgments, or certifications.
• Finance & Payroll Setup: Coordinating cost center assignments and payment details.

Why Use OnLink and OnRamp?

• Native Integrations to connect Greenhouse with Jira Service Management, reducing custom coding and time-to-market.
• Reduced Technical Debt: By standardizing metadata and automating tasks from the get-go, you avoid manual workflows.

Integrating Greenhouse with JSM is a powerful way to enhance your organization’s hiring and onboarding experience. With the right approach starting from metadata consistency to automating key hiring workflows, you can ensure data accuracy, automate internal processes, and eliminate manual overhead.

If you’re using Greenhouse and want to automate your hiring and onboarding processes, give OnLink and OnRamp a try.

Upcoming Webinar

We have an upcoming webinar on February 13th, where Priya Joshi from BarkBox will share her experience integrating Greenhouse with Jira Service Management.

Registration Link.

Have questions or feedback? Reach out to our team for any questions and we look forward to hearing your feedback.