TL;DR
The GoCo and Greenhouse integration automates the handoff from ATS to HRIS — creating employee records, transferring compensation and job data, launching onboarding tasks, and moving documents into a central system. This reduces manual data entry, shortens onboarding time, lowers payroll errors, and improves auditability. The guide covers who should adopt the integration, practical setup and testing steps, security considerations, measurable success metrics, troubleshooting tips, and when a customized approach is required. Conclusion: for companies using Greenhouse and GoCo, enabling the integration delivers predictable operational efficiencies and more reliable payroll and onboarding processes.
The GoCo and Greenhouse integration connects an applicant tracking system (Greenhouse) to an HRIS and onboarding platform (GoCo) to automate the handoff from candidate to employee record. The integration removes manual data entry, ensures consistent field mapping, and triggers downstream workflows — onboarding checklists, benefits enrollment, payroll setup — as soon as a hire is confirmed.
This article explains what the integration syncs, who benefits most, measurable advantages, implementation considerations, and practical setup and testing tips. Read on for concrete examples, a sample data-mapping table, troubleshooting guidance, and metrics to track after launch.
What the GoCo–Greenhouse integration does: it automates the transfer of hire data and key job metadata from Greenhouse to GoCo, creates a new employee record in GoCo, starts onboarding workflows, and synchronizes core fields (name, contact info, job title, department, manager, pay rate, start date) and documents (offer letters, signed forms). The integration reduces human handoffs and enforces consistent HR processes across recruiting, payroll, and benefits teams.
Who should prioritize this integration
- Small-to-midsize companies scaling hiring Organizations growing headcount quickly (50–1,000 employees) that need to remove bottlenecks between recruiting and HR operations to handle increased volume without adding headcount.
- HR teams focused on fast, compliant onboarding Teams that must ensure timely benefits enrollment, tax setup, and I-9/W-4 completion on or before an employee's start date.
- Payroll managers and finance Groups that require accurate, auditable pay and job data to reduce payroll errors and late adjustments.
- Companies using Greenhouse as ATS and GoCo for HRIS Any organization already standardizing recruiting in Greenhouse and centralizing employee lifecycle in GoCo will get outsized benefits from the integration.
Primary data and features the integration syncs
- Candidate → New hire creation Automatically convert an accepted candidate in Greenhouse into a GoCo employee record, preserving key fields and attachments.
- Job and compensation details Sync job title, department, location, manager, employment type, pay rate, and salary frequency for accurate payroll setup.
- Start date and onboarding triggers Use the confirmed start date to launch onboarding checklists, IT provisioning tasks, and benefits enrollment windows.
- Documents and signed forms Transfer offer letters, acceptance confirmations, and other attachments so GoCo can store records and trigger required steps.
- Custom field mapping Map company-specific fields (work schedule codes, cost center, job codes) to ensure internal systems remain aligned.
Sample data flow mapping (Greenhouse → GoCo)
| Greenhouse Field |
GoCo Field / Action |
Trigger / Notes |
| Candidate Full Name |
Employee Name |
Create employee record on 'Offer Accepted' status |
| Offer Signed (attachment) |
Documents → Onboarding folder |
Store file and mark task complete in onboarding checklist |
| Start Date |
Employment Start Date / Onboarding Trigger |
Triggers orientation tasks; sets benefits eligibility window |
| Compensation (salary/hourly) |
Payroll pay rate and frequency |
Maps to payroll profile; requires compensation approval step |
| Job/Department/Manager |
Org chart, manager assignment |
Sets manager approvals and reporting relationships in GoCo |
Implementation prerequisites and typical setup steps: ensure admin access in both Greenhouse and GoCo, agree on canonical field definitions, decide which Greenhouse status will push hires to GoCo (e.g., Offer Accepted), and inventory any custom fields that must be mapped. A recommended rollout path is: configure mapping in a sandbox, run test hires, validate data in GoCo, and then enable the integration in production with a defined rollback plan.
Best practices for mapping and workflow design
- Define canonical fields first Document a single source of truth for each data element (e.g., which system owns 'work location') to avoid overwrites and sync conflicts.
- Start with minimal required fields Begin by syncing only essential fields (name, start date, compensation) then incrementally add optional fields after validation.
- Use environment testing Validate mappings in test accounts and with non-production users to catch unexpected data formats or missing values.
- Establish error handling Create notification rules for failed syncs and define manual intervention steps so hires don't fall through the cracks.
Common questions about the GoCo–Greenhouse integration
Q: Does the integration pass offer letter attachments?
A: Yes — most configurations include passing candidate attachments (offer letters, signed forms) to the employee record in GoCo so files are centrally stored.
Q: Can you map custom fields from Greenhouse to GoCo?
A: Yes — the integration supports custom field mapping; you’ll need to align field types and formats to avoid data errors.
Q: Is there an implementation fee?
A: GoCo lists no partner implementation fee for the integration; however, vendors or consultants may charge for advanced custom mapping or migration.
Q: How fast does the sync occur?
A: Sync speeds vary by configuration; many triggers can be near-real-time after the designated Greenhouse status change, but you should validate timing in your environment.
Security and compliance: data exchanged between Greenhouse and GoCo should be encrypted in transit and at rest, with role-based access controls and audit logs enabled. Confirm both systems meet your regulatory needs (e.g., record retention, local data residency) and that you have documented data retention and deletion policies. Use single sign-on (SSO) where possible and require multi-factor authentication for admin accounts.
Key metrics to measure integration success
- Time-to-complete onboarding Measure the time from offer acceptance in Greenhouse to completion of required onboarding tasks in GoCo; expect a reduction after integration.
- Payroll setup errors Track payroll corrections or off-cycle payments caused by incorrect employee data; a properly mapped integration should reduce these.
- Manual touchpoints removed Count the number of manual data-entry steps eliminated (requisitions to HRIS, document uploads) to estimate labor savings.
- Failed sync rate Monitor the percentage of automated transfers that require manual intervention and aim to decrease it over time.
Troubleshooting and maintenance: common issues include mismatched field formats (date or currency), missing mandatory fields in Greenhouse, and permission errors between systems. Maintain a runbook that outlines triage steps: check API keys and permissions, validate field mappings, reproduce with test candidates, and consult logs on both platforms. Schedule periodic audits to ensure mappings remain valid as job templates or company structures change.
Manual process vs Integrated GoCo + Greenhouse
| Process area |
Manual (pre-integration) |
With GoCo + Greenhouse |
| Create employee record |
HR manually copies candidate details from ATS into HRIS, risking typos |
Automatic creation with mapped fields and attached documents |
| Onboarding task assignment |
Team leads manually email checklists and coordinate progress |
Onboarding checklist auto-assigned with progress tracked in GoCo |
| Benefits enrollment timing |
HR must track eligibility windows and send enrollment invites |
Enrollment windows open automatically based on start date |
| Payroll configuration |
Payroll team receives spreadsheets, with reconciliation work |
Payroll profile pre-populated from the sync, reducing corrections |
Example automated onboarding workflow (step-by-step)
- 1. Candidate accepts offer in Greenhouse Greenhouse changes candidate status to 'Offer Accepted' and triggers the integration.
- 2. Employee record created in GoCo Core fields and attachments are pushed to GoCo and a new employee profile is created.
- 3. Onboarding tasks launched GoCo assigns forms (tax, I-9), equipment requests, and orientation tasks with due dates relative to start date.
- 4. Benefits and payroll configured Benefits eligibility windows open and payroll receives pay data for the first run.
- 5. Notifications and audits Hiring manager and HR receive status updates; an audit trail records the transfer for compliance.
Cost, support, and vendor notes: GoCo markets fast implementation and strong support; their materials list no partner implementation fee for the standard integration. Budget considerations should include internal administrator time, any custom mapping or middleware costs, and potential consultant fees for complex orgs. Plan for a support model that includes escalation contacts at both Greenhouse and GoCo and regular syncs to keep integrations aligned with business processes.
Limits and scenarios where the integration may not be ideal
Q: What if my payroll runs on a different timeline than the start date?
A: You can configure timing rules in GoCo or add an approval step to delay payroll provisioning; complex payroll cycles may require manual checks.
Q: Can the integration handle international hires?
A: GoCo supports many languages and regions, but international payroll and compliance often require additional configuration or third-party payroll providers.
Q: Should I integrate if I have heavy custom HR processes?
A: If your workflows are highly customized, plan for development effort to align custom fields and test thoroughly — integration still yields benefits but requires more setup.
