InfoMart integration for Greenhouse: automate background screening and improve turnaround

InfoMart’s integration with Greenhouse automates the handoff between candidate selection and background screening: orders are triggered from configured Greenhouse stages, candidate data and attachments flow securely to InfoMart, and screening status updates sync back to the ATS. The integration preserves audit trails, enforces consent capture, and reduces manual entry so teams can move candidates through hiring without duplicative work. This article explains how the integration works, who should consider it, technical and compliance considerations, expected turnaround times, implementation steps, and practical tips to maximize ROI and candidate experience.

What the integration does (high level). When a candidate reaches a configured Greenhouse stage—commonly after offer acceptance or a final interview—Greenhouse sends demographic data and attachments to InfoMart, which initiates ordered screening packages. InfoMart returns status events (ordered, in progress, cleared, issues found) and report links to Greenhouse so recruiters and hiring managers see results without leaving the ATS.

Key features provided by the InfoMart–Greenhouse integration

• Automated order triggers Order background checks automatically based on Greenhouse stage transitions to eliminate manual order creation.
• Bi-directional status sync Receive screening statuses and report links in Greenhouse so hiring teams have a single source of truth.
• Candidate-facing mobile tools InfoMart’s ASAP ID and biometric identity verification accelerate candidate completion and reduce data errors.
• FCRA & PBSA-aligned processes Integrated workflows include consent capture and FCRA-compliant notifications; InfoMart’s PBSA accreditation supports audit needs.
• Centralized customer support Dedicated InfoMart support teams reduce follow-up time when resolving candidate queries or escalations.

Common Greenhouse events and corresponding InfoMart actions

Who should consider this integration. Any organization that conducts consistent pre-employment screening and uses Greenhouse can benefit, but the value is highest for HR teams that handle moderate-to-high volumes, have distributed hiring teams, or must meet strict compliance SLAs. Examples: mid-market firms scaling hiring across multiple states, staffing agencies that need rapid turnarounds, and enterprises with centralized background screening governance.

Implementation steps (practical checklist)

• Confirm InfoMart account and service packages Define the screening packages (criminal, verifications, drug screens, global checks) you will order through Greenhouse.
• Enable the Greenhouse integration Install the InfoMart app from Greenhouse Marketplace and exchange API credentials.
• Map Greenhouse stages to screening triggers Decide which Greenhouse stage transitions should auto-trigger orders and configure them.
• Set up test environment Run sandbox orders to validate data mapping, consent capture, and webhook events before production.
• Train recruiters and hiring managers Document the new workflow: where to see statuses in Greenhouse, how to respond to issues, and candidate touchpoints.

Compliance and certifications. InfoMart emphasizes FCRA-compliant processes and PBSA (formerly NAPBS) accreditation, which govern fair practices and screening standards. For many employers, these certifications plus InfoMart’s trained analysts and documented workflows reduce audit risk and support consistent adverse action and disclosure processes required by law.

Typical turnaround times (estimates) and influencing factors

How the integration improves candidate experience

• Mobile-first verification Candidates complete identity checks and upload documents using their phone, reducing friction and time-to-completion.
• Clear status visibility Candidates receive status updates faster because InfoMart pushes statuses that recruiters can relay promptly.
• Fewer repeat requests Automated data mapping reduces re-keying errors so candidates aren’t asked to resubmit the same information.

Common questions about InfoMart + Greenhouse

Measuring ROI and tracking KPIs. To quantify benefits, track metrics before and after integration: average time from offer to clear, candidate drop-off during screening, number of manual orders processed, and recruiter hours spent per background check. Example: if recruiters process 250 orders monthly and the integration saves 10 minutes per order, that is roughly 42 hours reclaimed monthly—time that can be redeployed to candidate engagement and sourcing.

Common pitfalls and how to mitigate them

• Incorrect package mapping Validate mappings in a sandbox and use naming conventions to prevent ordering the wrong checks.
• Missing consent capture Ensure candidate-facing workflows are tested on mobile and desktop so consent is recorded reliably.
• Assuming uniform turnaround times Set expectations regionally—county and international checks vary and should be documented in SLAs.
• Insufficient training Run role-based training for recruiters, hiring managers, and support teams to handle exceptions rapidly.

Best practices for configuration and vendor governance. Start with a small pilot—choose one role and one region—to validate speed, candidate experience, and data mapping. Use InfoMart’s dedicated support to codify escalation paths, and maintain a central playbook that captures package definitions, adverse action templates, and what to do when reports return exceptions. Regularly review vendor performance metrics with InfoMart to ensure SLAs for turnaround and accuracy are met.