Hiring from Greenhouse (ATS): Sending Hired Candidates Into UZIO

Purpose

If your recruiters work in Greenhouse, you should not have to retype a hire into UZIO. Connect the two once and tell UZIO which Greenhouse fields feed which UZIO fields. From then on, every candidate your team marks Hired in Greenhouse arrives in UZIO as a prospective employee in Draft status, with the details that mapped cleanly already filled in. You review the record, complete any gaps, and start onboarding.

When to use this: connect Greenhouse when your recruiting happens there and you hire often enough that manual re-entry is a real cost. You do not need it for the occasional hire; adding a prospect by hand takes a couple of minutes and skips the mapping setup. It is not a bulk-import tool either. It reacts only to candidates marked Hired after you connect and does not backfill earlier hires.

Who does what:

• You, in UZIO: connect, map fields, activate, and review each Draft prospect. You need access to the Integrations page, plus Hire Prospect, Send Offer Letter, and Run Background Checks under Hiring and Termination in the role editor, which is what lets you work with prospect records.
• Your Greenhouse Site Admin: authorises UZIO during Connect, and owns the custom fields and option values in Greenhouse that make matching work.
• UZIO Support: switches the Greenhouse tile on for your account. Nothing else in the setup needs UZIO.

What flows between Greenhouse and UZIO

Data moves one way, Greenhouse into UZIO, and the prospect is created once, at the moment of hire.

What the tile promises

The tile's own words:

Connect Greenhouse

1. In the Employer Portal, open Integrations from the left menu.
2. Find the Greenhouse tile and click Connect. You are taken to Greenhouse's authorisation page.
3. Sign in to Greenhouse as a Site Admin and authorise UZIO. You are returned to UZIO with:

1. The tile now shows Connected with a Setup button. Click it to map your fields. The connection does nothing until the mapping is saved and activated.

After setup completes, the tile's button changes from Setup to Manage. Manage reopens the same screen with your saved mappings loaded.

[Screenshot: Integrations page with the Greenhouse tile in the Connected / Setup state. Use demo data]

The three states a connection can be in

The button on the tile tells you where you are:

The step that matters is the move from Authorized to Active. It happens only when the hire notification registers successfully with Greenhouse. If that registration fails, your mappings are still saved but the connection stays in Authorized and no hires arrive. The screen keeps you on Setup and asks you to try again.

Map your fields

Mapping is a one-time setup with two parts.

The six standard fields: automatic, not editable

These are always mapped and cannot be changed:

Custom mappings: the ones you choose

Add a row for each additional UZIO field you want filled from Greenhouse. Each row pairs one UZIO field with one Greenhouse field. The UZIO fields available are:

Date of Birth · Gender · Marital Status · Gender Identity · Email (Work) · Job Title · Employment Type · Employee Type · FLSA Classification · Pay Group · Pay Type · Working Hours per Week · Hourly Pay Rate · Annual Salary · Bonus Amount · Commission Amount · No. of Stocks · Department · Work Location · Benefit Class · Division · License Number · License Type · License State · License Expiration Date

The Greenhouse side of each row is read live from your own Greenhouse configuration and grouped by where the field lives: Candidate, Offer, Job, Opening, Application, Compensation Frequency, and User Attribute. Three Job attributes (Job Title, Department, Office) lead the Job group. Fields you have archived in Greenhouse are left out of the picker, as are field types that are not employee-record data: Greenhouse forms and recruiting screening questions (referral, rejection, and agency questions).

Two rules are enforced when you save:

• One Greenhouse field per UZIO field. A UZIO field can be filled from only one place.
• Both dropdowns required on every custom row. No half-finished rows.

When the mapping is right, save and activate it. UZIO registers the hire notification with Greenhouse at that moment and confirms:

What happens on every hire

No one has to press anything. When a candidate is marked Hired in Greenhouse:

1. UZIO creates a prospective employee in Draft status, filling in every field that mapped cleanly.
2. Fields that could not be resolved are left blank, and the record is flagged as having incomplete data so you can finish it.
3. If the candidate's personal email matches someone who already has an employee record with you, UZIO flags a possible rehire instead of quietly creating a second record (see below).
4. HR receives a notification that a new prospect has arrived.
5. The prospect appears on your prospect list in Draft. See Tracking Every Hire. Open the record, complete the gaps, and continue with either self-onboarding or employer-driven onboarding.

If the same candidate is hired again later on the same Greenhouse application, UZIO updates the same Draft rather than creating a second one. If you have already moved the prospect past Draft, the sync leaves your work alone.

Possible rehire detection

UZIO compares the incoming candidate's personal email against your existing employee records, and confirms with name and date of birth where both sides have them. Matching is on email alone. If the candidate has no personal email, no rehire check happens. The check looks across every employee you have, including people on leave and former employees terminated years ago. That is deliberate: a returning employee is exactly the case it is meant to catch.

A match flags the prospect and records which employee it matched. Nothing is merged, suppressed, or auto-linked. The flag is a prompt for a person to decide.

If it is a genuine rehire, work from the existing employee record so service dates and benefit eligibility carry over, and delete the extra prospect.

What deliberately does not sync

Blank fields on a synced prospect are usually a decision, not a bug. UZIO leaves a field blank, and flags the record for review, rather than guessing:

Matching ignores surrounding spaces and capitalisation. For the common employment values it is more forgiving still: Full-time, full time, and FULL_TIME all land on UZIO's Full Time. What fails is a value UZIO does not recognise at all, such as FT. The single best preparation before your first hire flows through is to line up your Greenhouse option values with the equivalent UZIO lists.

Two more limits:

• Documents do not transfer. Resumes, offer letters, and cover letters stay in Greenhouse. Upload anything you need to the employee's UZIO record.
• Nothing goes back. UZIO never changes a candidate, a status, or a field in Greenhouse.

Disconnect and reconnect

Click Disconnect on the Greenhouse tile and confirm. UZIO removes the hire notification from Greenhouse and revokes the authorisation:

Prospects already created are untouched. They stay in UZIO and carry on through onboarding. Your saved field mappings are kept, so reconnecting does not mean rebuilding them. You reconnect, review the mapping, and activate again.

How UZIO keeps the connection alive, and what happens when it fails

Greenhouse authorisations expire. UZIO renews its Greenhouse authorisation automatically several times a day, so in normal use you never sign in again.

If a renewal fails, or a Greenhouse Site Admin revokes UZIO's access from inside Greenhouse, UZIO does not currently alert you. The tile keeps showing Manage, no failure notification is sent, and hires simply stop arriving. This is a known gap. Until it is closed, the practical check is simple: if a candidate was marked Hired and no Draft prospect appeared within a few minutes, and the causes in Common problems do not apply, treat the connection as lapsed. Click Disconnect, then Connect as a Site Admin, review the mapping, and activate again. Hires marked during the gap do not catch up on their own; add them as prospects by hand.

Common problems

The Greenhouse tile is not on my Integrations page

That is the normal starting state, not a fault, and not a sign that the integration is unfinished. It is released and already running for customers. The tile is hidden until UZIO switches it on for your account, which is a single setting on UZIO's side and the same arrangement used for several other integrations. Ask UZIO Support to enable Greenhouse for you; see Still stuck?. Once the tile appears, you connect and map your fields yourself.

I clicked Connect and ended up back in UZIO with nothing connected

Two messages tell you which happened:

You, or whoever was signed in to Greenhouse, closed or declined the authorisation screen. Click Connect again and approve it.

The authorisation itself failed. Retry from the tile, signing in to Greenhouse as a Site Admin. An account without app-authorisation rights cannot complete the grant.

I cannot save my mapping

Two rules are enforced on save, each with its own message:

A custom row is half-filled. Complete or delete the empty row.

(The message names whichever UZIO field is doubled up, in quotes.)

The named UZIO field appears on two rows. Remove one, or point the second row at a different UZIO field. The same message appears if you try to map a row to one of the six standard fields, which are fixed.

A candidate was hired in Greenhouse but no prospect appeared

The most common cause is a candidate with no personal email. UZIO cannot create a prospect without one, and a retry cannot invent an email, so it stops. A failure notification for HR is raised, but do not rely on it alone: if a hire you expected has not appeared within a few minutes, check the prospect list. Add the person as a prospect manually, and fix the missing email in Greenhouse so the next hire flows.

Also check that the integration is activated, not merely connected. If setup was never saved and activated, hires are not picked up. If the prospect for that candidate had already been moved past Draft, UZIO deliberately leaves your version alone.

If none of these apply and there was no notification at all, the authorisation may have lapsed. See How UZIO keeps the connection alive.

Half the fields on the synced prospect are empty

See the table under What deliberately does not sync. Non-USD pay, ambiguous or unmatched list values, non-US phone numbers, and unrecognised dropdown values are left blank on purpose so you can enter the right value. Fill them in on the prospect record before you start onboarding.

A Greenhouse field I used to map has vanished from the mapping

Archiving a custom field in Greenhouse removes it from UZIO's picker, and any saved mapping pointing at it is marked as no longer available. Pick a live Greenhouse field for that row, or remove the row, and save again. The mapping keeps working in the meantime; the affected field arrives blank.

The hire came through, but as a possible rehire

The candidate's personal email matches an existing employee of yours. Review the match. If they are genuinely returning, start from the existing employee record and delete the extra prospect. If it is a coincidence, carry on with the prospect as normal.

Still stuck?

If the Greenhouse tile is not available on your account, if activation keeps failing after several attempts, if Disconnect fails, or if hires have stopped arriving with no failure notification and reconnecting has not restored them, please reach out to us at support@uzio.com or call +1-571-601-1752. Send your company name and EIN, the candidate's name and the date and time they were marked Hired in Greenhouse, a screenshot of the Greenhouse tile showing its current state, and the exact text of any message you saw.

Questions about Greenhouse itself, such as creating custom fields or changing the option values on a Greenhouse dropdown so they match your UZIO lists, go to your Greenhouse Site Admin or Greenhouse support, not to UZIO.

Related articles

• Tracking Every Hire: Where Each Prospect Stands and What To Do Next, where Draft prospects land
• Starting a New Hire: Adding a Prospect With or Without an Offer, the manual path
• How Hiring Works in UZIO: From Offer to Employee Record
• Integrations Overview
• Running Background Checks with Checkr