Private Eyes + Greenhouse Integration: Background Checks, Verifications, Drug Testing, and Implementation Best Practices

The Private Eyes integration for Greenhouse centralizes background screening, verifications, and drug testing into the recruiting workflow so hiring teams can manage the entire screening lifecycle without leaving the ATS. That means candidate onboarding, order submission, invite management, progress tracking, report retrieval and adverse action initiation all appear inside Greenhouse, reducing manual steps and context switching. This article explains how the integration works, who benefits most, implementation and compliance considerations, measurable outcomes to expect, and practical best practices for accelerating turnaround time and improving accuracy when screening candidates at scale.

How the integration works in practice: once configured, Greenhouse can send candidate data to Private Eyes, trigger background check packages, and receive status updates and final reports back into the candidate’s Greenhouse profile. Administrators can customize screening packages in Private Eyes and map them to jobs or candidate pools so orders are accurate and consistent.

Who needs the Private Eyes + Greenhouse integration

• Enterprise ATS users Large organizations using Greenhouse as their primary ATS benefit from having screening status consolidated in candidate records and workflows.
• High-volume hiring teams Recruiting teams that process hundreds or thousands of checks per month reduce administrative load and candidate friction with automated invites and status tracking.
• Compliance-driven roles Companies hiring for regulated roles (safety-sensitive, finance, healthcare support positions) gain audit trails and standardized package application.
• Distributed HR operations Teams with multiple hiring managers or global recruiters avoid duplicate orders and inconsistent candidate experiences by enforcing package mappings.

Key features at a glance

Typical candidate screening workflow

• Order creation Recruiter selects the candidate in Greenhouse and applies the appropriate Private Eyes package mapped to the job.
• Candidate invitation Private Eyes sends a secure invite to the candidate to provide consent and any required information or documentation.
• Data processing Private Eyes executes searches, verifications and drug test orders according to the selected package and jurisdiction rules.
• Status updates Progress and interim statuses appear in Greenhouse so the recruiter can monitor without logging into the screening portal.
• Final report and actions When complete, the final reports attach to the candidate record and recruiters can initiate adverse action if needed.

Implementation checklist for Greenhouse administrators

Data privacy and compliance considerations are central when connecting an ATS to a background screening platform. Ensure your use of the integration aligns with FCRA (if applicable), local privacy laws, and candidate consent requirements. Clarify data retention policies, where data is hosted, and the subprocessors Private Eyes uses for searches and drug testing.

Metrics to track to measure ROI

• Turnaround time (TAT) Measure average time from order submission to final report and monitor improvements after integration.
• Time saved per hire Estimate recruiter hours saved by eliminating manual order entry, status checks and re-keying information.
• Candidate drop-off rate Track completion rates for candidate screening invites to identify friction points in the invite or consent process.
• Cost per hire Include screening costs and operational overhead to calculate a true cost per hire before and after integration.

Common integration questions

Troubleshooting: when orders stall or status updates fail to appear, check API credential validity, field mappings and candidate email accuracy. Use Private Eyes' logs and Greenhouse webhooks to trace where data stopped syncing. Escalate to support only after collecting timestamps and sample candidate IDs to minimize resolution time.

Best practices to speed up background checks and reduce delays

• Pre-qualify candidates internally Verify core eligibility criteria before initiating checks to avoid wasted orders on unsuitable candidates.
• Standardize package selection Map packages to job templates so the correct checks are ordered first time, every time.
• Collect accurate candidate contact info Ensure primary email and phone are validated in Greenhouse to reduce invite bounce rates.
• Automate reminders Enable candidate reminders in Private Eyes to increase completion rates and reduce manual follow-up.
• Use targeted adverse-action workflows Prepare templates and approval processes in advance to maintain compliance and accelerate decision timelines.

Integration limitations and considerations

Cost and vendor evaluation: assess screening vendors on price per package, volume discounts, platform usability, candidate experience, SLA for turnaround times, and support responsiveness. Verify whether drug testing and media screening are included or add-ons. Since Private Eyes has its own screening platform, expected benefits include faster internal processing and fewer handoffs—confirm with a pilot that those efficiencies materialize in your environment.

Real-world example: Applying the integration at a 10,000+ employee company

• Scenario Global company centralizes U.S. background checks into Greenhouse using Private Eyes. Recruiters apply preset packages mapped to job families.
• Outcome Order creation time reduced by 60%, average TAT improved by two days, and recruiter time spent on status updates dropped by several hours per week.
• Lesson Standardizing packages and validating contact fields before ordering produced the largest gains in speed and candidate completion rates.

When to choose Private Eyes versus alternatives