First Advantage Integration for Greenhouse: Automate Background Checks, Consent Capture, and Compliance
Titus Juenemann •
April 15, 2025
TL;DR
The First Advantage integration for Greenhouse streamlines background checks by automating orders, capturing candidate consent, and returning structured results inside the ATS. This setup benefits high-volume recruiters, regulated industries, and global hiring teams by reducing manual work, improving accuracy, and centralizing compliance records. Implement with a clear mapping and pilot plan, monitor key metrics like time-to-clear and candidate drop-off, and pair screening results with efficient resume triage to realize measurable time and cost savings. Conclusion: integrating screening into Greenhouse reduces friction across hiring stages and, when combined with AI resume screening like ZYTHR, accelerates accurate hiring decisions and shortens time-to-hire.
The First Advantage integration with Greenhouse automates background screening directly from your ATS, so hiring teams can order checks, receive structured results, and take compliant next steps without leaving the Greenhouse workflow. That seamless connection removes manual data entry, reduces candidate drop-off, and centralizes audit-ready screening records tied to each applicant. This article explains what the integration does, who benefits most, and the practical gains organizations typically realize. Expect clear examples, an implementation checklist, security and compliance considerations, and metrics to track ROI when you adopt First Advantage screening inside Greenhouse.
How the integration works: once configured, Greenhouse job stages or triggers (for example: after offer acceptance) send candidate data to First Advantage via secure APIs. Screening packages (criminal checks, verification services, drug tests, global sanctions) are initiated automatically; results return to Greenhouse as structured reports, flags, or pass/fail outcomes, which your team can use to advance or hold candidates. Administrators control which packages are available per job, map fields for data accuracy, and set permissions so only authorized users view sensitive reports—retaining a full audit trail for compliance and reporting.
Key integration features
- Pre-configured screening packages Select or customize packages (criminal, education, employment, license verification, drug testing, international checks) and assign them to job templates in Greenhouse.
- Automated ordering Trigger background checks from Greenhouse stages or manual requests without re-entering candidate data.
- Structured results in ATS Searchable, consistent result fields and status codes flow back into Greenhouse for easier decision-making and reporting.
- Candidate portal and consent capture First Advantage supports candidate disclosures and e-signatures, with consent and paperwork links delivered as part of the workflow.
- Global coverage Support for checks across 200+ countries and territories with localized processes and data-handling controls.
- Compliance controls Role-based access, redaction options, and audit logs to help meet regulatory requirements.
AI resume screener for Greenhouse
ZYTHR scores every applicant automatically and surfaces the strongest candidates based on your criteria.
- Automatically screens every inbound applicant.
- See clear scores and reasons for each candidate.
- Supports recruiter judgment instead of replacing it.
- Creates a shortlist so teams spend time where it matters.
| Name | Score | Stage |
|---|---|---|
| Oliver Elderberry |
9
|
Recruiter Screen |
| Isabella Honeydew |
8
|
Recruiter Screen |
| Cher Cherry |
7
|
Recruiter Screen |
| Sophia Date |
4
|
Not a fit |
| Emma Banana |
3
|
Not a fit |
| Liam Plum |
2
|
Not a fit |
Common screening types and typical business uses
| Screening type | Typical use cases |
|---|---|
| Criminal record search | Required for regulated roles, safety-sensitive positions, and public-facing jobs. |
| Employment & education verification | Used for senior hires, technical roles, and positions with credential requirements. |
| Professional license verification | Healthcare, finance, and legal roles where licenses must be current and valid. |
| Global sanctions & watchlist checks | Roles with international access, finance-related responsibilities, or export compliance risks. |
| Drug testing & fingerprinting | Safety-critical roles, transportation, and certain contractual obligations. |
Who needs this integration: organizations with medium-to-high hiring volume, regulated industries (finance, healthcare, government contractors), companies with international hiring footprints, and recruitment teams that require auditability and consistent decision records. It’s also useful for anyone looking to reduce manual handoffs between sourcing, recruiting, and HR operations.
Top operational benefits
- Speed Orders are placed immediately from the ATS and results delivered faster because candidate details don’t need re-entry or clarification.
- Accuracy Field mappings reduce transcription errors and mismatched candidate IDs across systems.
- Consistency Standardized packages and decision logic ensure every candidate for the same role is screened uniformly.
- Compliance readiness Centralized storage of signed disclosures and audit logs simplifies regulatory reviews and internal audits.
- Improved candidate experience Clear, mobile-friendly collection of information and status notifications reduce confusion and drop-off.
Typical workflow example: a recruiter moves a candidate to the ‘Background Check’ stage in Greenhouse. The integration triggers First Advantage to send a consent request to the candidate’s email or mobile device. Once signed, the configured package runs automatically; results populate the candidate’s Greenhouse profile where the recruiter or hiring manager sees pass/fail flags and the full report if authorized. If an adverse finding occurs, First Advantage provides standardized documentation to support next steps (e.g., adverse action process).
Implementation checklist (minimum viable configuration)
| Task | Why it matters |
|---|---|
| Define screening packages per role | Ensures consistent requirements and avoids over- or under-screening. |
| Map candidate fields between Greenhouse and First Advantage | Prevents data mismatch and speeds up orders. |
| Set user permissions and view controls | Protects sensitive results and ensures only authorized access. |
| Configure candidate consent flow | Reduces legal risk and candidate friction by capturing signatures electronically. |
| Pilot with a single team or region | Allows rapid iteration on configuration and candidate communications before wider rollout. |
| Document adverse action workflows | Readies hiring teams for compliant follow-up if checks return disqualifying information. |
Frequently asked questions
Q: How long do checks typically take?
A: Turnaround varies by check type and geography: domestic criminal and database checks can return same-day to 3 business days; verifications and international checks often take longer (several days to a few weeks). First Advantage provides expected timelines per package and status updates in Greenhouse.
Q: Can data residency and privacy requirements be met?
A: Yes. First Advantage supports local processing for many jurisdictions, role-based access, and encryption in transit and at rest. Organizations should confirm specific country-level data residency needs during setup.
Q: Does the integration support global hiring?
A: Yes. First Advantage has coverage in 200+ countries and territories with localized processes and partners to handle jurisdiction-specific checks.
Q: Will candidate consent be stored?
A: Yes. Electronic consent and related disclosures are captured and stored with the screening record, and can be referenced in Greenhouse for audit purposes.
Security and compliance considerations: when integrating background checks into Greenhouse, focus on role-based access controls, retention policies for sensitive data, and documented adverse action procedures. Confirm First Advantage certifications (for example, SOC 2 or relevant ISO standards), encryption practices, and whether data processing agreements align with your legal and privacy requirements. Maintain clear internal policies for who can view reports and for how long.
Metrics to track after launch
- Time-to-clear Average time from order to completed clear result—used to identify bottlenecks.
- Candidate drop-off rate Percent of candidates who start but do not complete consent or information requests.
- Error/reorder rate Frequency of orders needing correction due to field mapping or document issues.
- Cost per hire Screening-related costs versus speed and quality improvements.
- Adverse action throughput Time and accuracy of adverse action steps when disqualifying information is found.
ROI and cost considerations: quantify savings from reduced manual data entry (hours per requisition), fewer screening-related delays, and reduced compliance risk. Example: if manual coordination costs recruiters two hours per hire and you hire 1,000 people annually, automating with the integration can reclaim 2,000 recruiter hours—multiply by average hourly cost to estimate direct savings. Combine that with faster start dates and lower vacancy costs for a fuller ROI picture.
Greenhouse setup steps (practical sequence)
- Obtain API credentials from First Advantage A secure integration requires authenticated API keys or OAuth set up by your security/ops team.
- Install the First Advantage Harvest/Greenhouse app Follow Greenhouse marketplace instructions and grant required scopes.
- Map job templates to screening packages Decide which roles get which checks and configure defaults.
- Test flows with sample candidates Run full end-to-end tests including consent capture and report receipt.
- Train recruiters and hiring managers Provide quick reference guides and define escalation paths for issues.
- Monitor and iterate Use the metrics defined earlier to refine mappings and communications.
Troubleshooting and best practices: if orders fail, check field mappings, required candidate data, and API error logs. Use staged rollouts to capture edge cases (international checks, name variations, duplicate candidate records). Keep candidate communications short and mobile-friendly—most declines to complete forms stem from unclear instructions or long forms. Finally, maintain a single source of truth for job screening requirements to reduce configuration drift.
Manual process vs. Integrated screening: quick comparison
| Area | Manual process | First Advantage + Greenhouse integration |
|---|---|---|
| Order placement | Recruiter emails or portals; manual candidate data entry | Automated from Greenhouse with mapped fields |
| Turnaround time | Variable due to manual handoffs | Faster and more predictable with direct API status updates |
| Auditability | Scattered emails and files | Centralized, time-stamped records inside ATS |
| Error rate | Higher due to manual transcription | Reduced through standardized data exchange |
| Candidate experience | Often fragmented and unclear | Streamlined consent and status notifications |
Speed up hiring with AI-assisted resume screening
Pair First Advantage background checks in Greenhouse with ZYTHR to automatically surface the best-fit resumes and reduce screening time. ZYTHR’s AI resume screening integrates into your ATS workflow to save recruiter hours and improve shortlist accuracy—so you move qualified candidates to background checks and onboarding faster and with fewer mistakes.