Note: This guide assumes you have already integrated Hatch with your Greenhouse account. If you have not done so, please schedule a call with our integration team here. If you would like more information about the integration please see the Hatch - ATS Integration Guide.

1. Understanding the linking process

It is important to note that we will be unable to import candidates if they apply before a role has been created. This means that if you want a Hatch role to be linked to a Greenhouse role, you will need to do so before the role is published on job boards, otherwise you may miss out on candidates. We are working hard to mitigate this issue in future versions of the integration.

2. Creating a Hatch Role

In order for Hatch to link a role to your Greenhouse role, the role will first need to exist inside Hatch. To create your role inside Hatch, please visit Hatch. On your dashboard there will be a button to create your role:

⚠️ Note: The role needs to be fully completed before you can link the Hatch role with the Greenhouse job.

3. Creating a Greenhouse Job with a 'Hatch Stage'

The first step to link a Greenhouse Job to a Hatch role is to configure the Greenhouse role to have a ‘Hatch Stage’. This stage can be thought of as the stage that candidates enter when they apply to the role, and when they are progressed from Hatch, they will move to the next Greenhouse stage.

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To do this, inside Greenhouse go to ‘All Jobs’ and find the Job you want to link to Hatch.

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Once you are inside the Job Setup wizard, select ‘Interview Plan’

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At this point you will be presented with a view which shows the Job Stages for this Job. Depending on what your regular hiring stages are, we want to change the first stage and call it ‘Hatch’. You can also delete the interview associated with the first stage if one exists.

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Congratulations! Your role is now ready to be linked to a Hatch role. Note that every role you link with Hatch will need a Hatch stage.

4. Getting a Hatch Role Identifier from Hatch

The next step to link your role is to get a Hatch Role Identifier from Hatch. This identifier will help keep track of your Greenhouse role and ensure the two entities stay in sync. On the last step of your Hatch Role creation journey you will be presented with an option to do so (pictured below). If you have not done so, email us at ask@hatch.team

Hatch will email you a Hatch role identifier which will look something like:

KSNDBY-HSBDOD-JSHSBS

Ensure you have this available when you are creating your Greenhouse role.

5 - Option A - Creating a new role

To get started, open Greenhouse and create a Job as your normally would. If your Jobs are auto generated, please see below Step 5B - Modifying an existing Job. On the first page of the Job creation flow, you should see a Hatch Role Identifier field (this was created during the integration step).

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In this field, you should paste the Hatch Role Identifier given to you by the Hatch team. Note this is Job specific, and every Job will have its own Hatch Role Identifier.

Now you can proceed and create the role as you normally would until you reach the Job Post stage where you need to setup an email reply to candidates once they have applied. In the Job Post stage, when you scroll down to Settings you will see the following options.

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We recommend making candidates aware that they will need to complete their application with Hatch. Given that candidates will receive an email from Hatch we recommend you should turn off the Send Confirmation Email to Candidates option.

To give candidates a warning that they will need to complete their application with Hatch, we have provided a boilerplate confirmation page. Note you need to replace {{COMPANY}} with your company name and {{JOB_NAME}} with your Job Name. The boilerplate can be copied from below.

Thank you for applying for the {{JOB_NAME}} at {{COMPANY}}. You will shortly receive an email from Hatch to complete your application. If you do not receive an email, please contact the team at fam@hatch.team

At this point you can finish creating your role. Once it is live on your Job Boards, candidates will start appearing inside Hatch as they apply.

5 - Option B - Modifying an existing Job

⚠️ Note: If you have completed Step 5A, please skip this step.

To modify an existing Job, you need to go the the Job home page, select Job Setup>Job Info

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If you scroll down the page you should see an option to modify the Hatch Role Identifier

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You can click on the pencil and paste the Hatch Role Identifier given to you by the Hatch team.

The next step is to modify the email and application response settings. Go to Job Setup>Job Posts and click on the pencil.

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In the Edit Your Job Post Page, when you scroll down to Settings you will see the following options.

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We recommend making candidates aware that they will need to complete their application with Hatch. Given that candidates will receive an email from Hatch we recommend you should turn off the Send Confirmation Email to Candidates option.

To give candidates a warning that they will need to complete their application with Hatch, we have provided a boilerplate confirmation page. Note you need to replace {{COMPANY}} with your company name and {{JOB_NAME}} with your Job Name. The boilerplate can be copied from below:

Thank you for applying for the {{JOB_NAME}} at {{COMPANY}}. You will shortly receive an email from Hatch to complete your application. If you do not receive an email, please contact the team at fam@hatch.team.

6. Review your candidates

At this point, your Greenhouse Job will be linked to your Hatch role. As candidates apply to your Greenhouse Job Post, they will be emailed a link to Hatch.

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