Aquera Identity Directory Sync Bridge for Greenhouse: Automated Pre-Day-One Provisioning to AD, Entra ID, Okta and Google Workspace

The Aquera Identity Directory Sync Bridge for Greenhouse automates the handoff between recruiting/onboarding data in Greenhouse and your identity directory. It listens for pending hires and new hires in Greenhouse Recruiting and Onboarding and synchronizes accounts, group membership, and directory attributes to systems such as Active Directory, Entra ID (Azure AD), Okta, ForgeRock, Ping, Google Workspace, JumpCloud, SailPoint and many others. This introduction outlines the core capabilities, common deployment scenarios, and the concrete benefits IT and HR teams gain from a pre-built, configured (not coded) integration: day-one access for new hires, fewer manual steps for IT, configurable field mappings, and automated data cleansing before sync.

Key features of the Aquera Identity Directory Sync Bridge

• Automated provisioning from Greenhouse Automatically adds candidates who accepted offers, pending hires, and new hires into identity directories and assigns them to appropriate groups to grant application access before start date.
• Wide directory compatibility Out-of-the-box connectors include Active Directory, Entra ID (Azure AD), Okta, ForgeRock, Ping Identity, Google Workspace, JumpCloud, IBM Verify, Oracle Identity Cloud Service, and more.
• Configurable data mapping Supports custom Greenhouse fields and granular sync rules so HR attributes map precisely to directory attributes required by IT and apps.
• Pre-built, rapid deployment Configured rather than coded solution reduces time to deploy and simplifies rollouts across regions and company sizes.
• Data analysis and cleansing Automated mismatch detection and tools for correlation and cleansing ensure accurate, reliable syncs and fewer provisioning errors.

How it works in practice: Aquera monitors Greenhouse events (offer acceptance, status changes, onboarding milestones) and applies pre-defined mapping and business rules to create or update user objects in target directories. Workflows can include staged provisioning—creating accounts in a staging OU or adding to temporary groups—then moving to production groups on the start date. Administrators can test syncs in a sandbox mode, review transformed attribute sets, and approve or tweak mappings. Logs and audit records capture each sync transaction so teams can trace when and how an account was provisioned.

Supported identity directories (representative list) and notes

Who should evaluate the Aquera Sync Bridge

• HR and TA teams with Greenhouse Teams using Greenhouse Recruiting or Onboarding who want onboarding tasks to trigger IT provisioning automatically.
• Large enterprises with multiple directories Organizations that maintain a mix of cloud and on-prem directories and need a consistent mapping layer between HR data and identity systems.
• IT organizations aiming to reduce manual provisioning Groups that receive frequent provisioning tickets and want to cut time-to-access for new hires.
• Companies with strict day-one productivity requirements Businesses that require employees to have access to critical systems on their first day to avoid lost productivity.

Business benefits and measurable outcomes: Implementing Aquera's pre-built Greenhouse bridge typically reduces manual account creation and group assignment tickets, lowers onboarding error rates, and shortens time-to-productivity. Organizations commonly track reductions in IT tickets for access, faster provisioning lead times, and improved accuracy of directory data. These outcomes translate into concrete ROI: fewer help desk hours, reduced onboarding delays, and faster new-hire contribution—especially important for roles that must access systems immediately, such as sales, engineering, or customer-support teams.

Typical deployment and configuration steps

• Assessment and mapping Inventory Greenhouse fields used in hiring and determine required directory attributes and group rules for each role or department.
• Connector setup Configure secure connectors to each target identity directory using service accounts or API credentials with least-privilege access.
• Define sync rules and transform logic Set up rules for when to create accounts, assign groups, delay provisioning until start date, and handle rehires or contractors.
• Test and validate Run staged syncs, verify attribute mappings and group assignments, and confirm audit logs before enabling production syncs.
• Go-live and monitor Switch to production sync, monitor initial runs closely, and adjust mappings or rules based on observed mismatches.

Manual provisioning vs. Aquera Sync Bridge

Common questions about the Aquera Sync Bridge

Data mapping and custom fields: a practical checklist. Begin with a column by column map: Greenhouse field -> target directory attribute -> transformation rule (e.g., concatenate first/last name, normalize email domains, derive groups from job codes). Include default values for missing attributes and explicit rules for duplicate or rehire scenarios. Capture these mappings in a version-controlled document; after initial runs, export sync reports to spot edge cases. Configurable transforms and rules in Aquera reduce the need for scripting and create repeatable behavior across multiple directories.

Data cleansing and mismatch resolution tools

• Pre-sync validation Detect missing or malformed attributes before provisioning and flag records for review.
• Correlation engine Match existing directory objects to Greenhouse records to avoid duplicates and support rehires.
• Automated transformations Apply normalization rules (email domain fixes, name casing, job code mapping) as part of the sync pipeline.
• Audit logs and exception reports Detailed logs show which records were blocked, transformed, or successfully synced for quick diagnosis.

Security, compliance, and governance considerations: Any HR-to-directory sync handles sensitive PII and access entitlements, so ensure the integration adheres to your security baseline. Verify encryption in transit and at rest for API credentials, confirm least-privilege connectors, and ensure audit trail retention meets compliance needs. If your organization requires approval workflows, tie Aquera's staging and review steps into your change control so provisioning events can be approved before execution. For governance, integrate with your IGA (Identity Governance and Administration) tools to enable certification and attestation of access granted via the sync.

Monitoring and KPIs to track post-deployment

• Provisioning lead time Measure average time from Greenhouse offer acceptance to account creation and app access; target provisioning before start date.
• Help desk tickets for access Track reduction in tickets related to account creation and access issues after deployment.
• Sync error rate Monitor percentage of records with exceptions or manual intervention required.
• Duplicate account incidents Count the number of duplicate directory objects created and aim for zero duplicates through correlation rules.
• Compliance audit success Record the number of access certification issues attributable to automated provisioning.

Implementation timeline and fit by company size: For small organizations (1–100), deployment can be completed quickly—often in days—if directory structures are simple. Mid-market companies (101–1,000) typically require two to four weeks for mapping, testing, and staged rollout. Large enterprises (1,001+) with multiple directories and complex governance can plan for 4–12 weeks including stakeholder alignment, governance approvals, and multi-region testing. Aquera's pre-built nature minimizes custom development; however, plan additional time if you require extensive custom field mappings, integration with IGA platforms, or multi-directory correlation across geographies.