Built to Greenhouse Requisition Sync: Streamline Approvals, Position Management & Headcount Controls

The Built integration for Greenhouse connects position and headcount controls with your ATS workflow so requisitions, approvals and org data move through a single, governed process. By creating requisitions in Built and routing them through configurable approval flows before sending to Greenhouse, organizations remove manual hand-offs, preserve budget and position context, and keep systems aligned. This article explains how the integration works, which teams benefit most, practical implementation considerations, and measurable outcomes you can expect. It includes feature-to-benefit mappings, recommended module bundles by company size, common implementation questions, and rollout tips for HR, finance and talent teams.

Core capabilities of the Built → Greenhouse integration

• Configurable requisition approvals Requisitions are created in Built and pass through configured approval routes (manager, HR, finance) before being pushed to Greenhouse, preventing unauthorized or over-budget hires.
• Accurate position management Built maintains a single source of truth for positions and backfills, ensuring each requisition references a consistent position record with history and metadata.
• Headcount planning and tracking Submit, review and approve hiring proposals during headcount cycles; track actual headcount vs plans and budgets to surface variances before requisitions are posted.
• Auto-updating org charts Org charts reflect approved changes and model scenarios; approved requisitions automatically cascade into visual org updates.
• Succession sync Identify successors and readiness in Built and automatically align succession data with actual org changes when hires occur.

Typical workflow: a manager opens a requisition in Built tied to an existing position or a new position request, selects job metadata (location, cost center, budget), and submits it to an approval flow. Finance and HR reviewers see the proposal, review headcount impact, and approve or return with comments. Once final approval is granted, Built generates and sends the requisition to Greenhouse with all mapped fields and attachments. Post-approval, Greenhouse handles candidate sourcing and interviewing; once a candidate is hired, status updates can sync back to Built to update position occupancy and headcount totals. This reduces transcription errors, ensures budget alignment before posting, and preserves an audit trail connecting approvals to hire outcomes.

Who should consider this integration

• HR and Talent Acquisition leaders Need consistent position records, streamlined approvals, and a clear link between approved headcount and ATS postings.
• Finance and workforce planners Require pre-post budget validation, headcount tracking against plans, and approval gates to control costs.
• Recruiters and hiring managers Benefit from fewer rejected requisitions, correct position metadata in Greenhouse, and faster time-to-fill once approvals are complete.
• Enterprise IT and HRIS teams Value reduced integration complexity when a single source of truth for positions and approvals feeds the ATS reliably.

Feature-to-benefit mapping

Position management in Built is built around a persistent position object: each position has lifecycle attributes (active, frozen, vacant), historical incumbency, and links to cost centers or business units. When a backfill request is created, the requisition links to the existing position, preserving job codes, compensation bands and historical headcount data. This differs from creating one-off job posts in an ATS because the position context follows the requisition across approvals and into Greenhouse, enabling consistent reporting.

Headcount planning scenarios the integration supports

• Annual budgeted hires Plan hires against a fiscal headcount budget and require finance approval before any requisition advances to sourcing.
• Strategic growth bursts Model multiple hiring scenarios, approve the preferred scenario, then convert planned positions into requisitions with approvals already attached.
• Cost center reallocations Reassign positions between cost centers and simulate headcount impact prior to requisition approvals.

Recommended module bundles by company size

Common implementation questions

Data governance and auditability are key benefits: every requisition includes an approval history, timestamps, approver identity, and comments preserved as part of the requisition record. That audit trail helps with internal controls and external audits. Integration design should include role-based access controls so only authorized users can create, approve or push requisitions to Greenhouse.

Key metrics this integration improves

• Time-to-approval Shortens approval cycle by automating routing and reducing manual hand-offs.
• Time-to-fill Decreases delays between requisition request and job posting, accelerating sourcing and interviews once approvals are complete.
• Headcount variance Reduces difference between planned and actual headcount by enforcing budget checks before posting.
• Data accuracy Improves consistency of position metadata across HRIS, Built and Greenhouse for more reliable reporting.

Implementation considerations: although Built lists no partner implementation fee for the connector, expect a project plan that includes field mapping, workflow configuration, user training and an initial validation period. Typical rollouts involve a pilot group (one business unit or region), validation of mapping and approvals, then staged rollout across the organization. Ensure HR, finance and recruiting stakeholders are engaged early to define decision gates and approval matrixes.

Practical tips for a successful rollout

• Start with a pilot Pilot a single department to validate mappings, approval timelines and reporting before expanding organization-wide.
• Document approval policies Capture approval thresholds, delegations and exceptions so workflow configuration aligns with policy.
• Train end users on the new flow Focus training on how to create requisitions correctly in Built and how they appear in Greenhouse after approval.
• Validate reporting from both systems Cross-check headcount and hire metrics from Built and Greenhouse during the pilot to ensure sync integrity.

Before vs after integration: operational impact