IntelliCorp + Greenhouse Integration: Embed Automated Background Screening in Your ATS

This guide explains how the IntelliCorp (a Cisive Company) background screening integration with Greenhouse works, who should deploy it, and the measurable benefits it delivers to recruiting and HR operations. It focuses on concrete configuration steps, the candidate flow, implementation considerations, and the operational outcomes you can expect. You’ll find checklists for permissions and job setup, a breakdown of the screening stage flow, security and compliance notes, and practical implementation timelines. If your team wants to automate background checks within Greenhouse while maintaining auditability and candidate consent, this page shows what to configure and why it matters.

IntelliCorp — Quick Facts

• Market credentials PBSA accreditation; repeated industry recognition including HRO Today’s Baker’s Dozen and PCMAG "Excellent" rating.
• Integration scope Connects IntelliCorp background checks directly into Greenhouse job flows, updates custom fields automatically, and sends candidate consent emails.
• Supported footprint Primary focus on North America; integration uses English-language flows and supports organizations of multiple sizes (1–10,000+ employees).
• Partner cost note No partner implementation fee listed, simplifying adoption budgeting.

At a technical level the integration uses Greenhouse API credentials, configurable web hooks, and custom fields to exchange status updates. A Greenhouse Site Admin must grant permission for API credential management and webhook configuration, or an admin with the specific advanced permission to manage another user's permissions can be assigned. Operationally, the integration places a Background Check stage into a job’s interview plan; when a candidate reaches that stage IntelliCorp sends an authorization email and, after candidate completion, automatically populates the candidate record with screening status and package details.

Permissions & Initial Setup Checklist

• Confirm admin access Ensure a Site Admin or a user with advanced permission 'Can manage ALL organization's API Credentials' configures the integration.
• Enable webhooks Grant permission to manage and configure web hooks (Configure icon > Users > Your Name) so IntelliCorp can push status updates to Greenhouse.
• Select offices/accounts/packages For each job, verify that an Office, Account, and Package are selected to avoid screening initiation errors.
• Map custom fields Ensure IntelliCorp custom fields in Greenhouse are present and mapped so automated updates populate candidate profiles correctly.

Configuring job requisitions requires editing each job within Greenhouse: Jobs > select job > Job Setup > Interview Plan. Add a dedicated Background Check stage and link it to the IntelliCorp package you intend to run. Failure to pick the office/account/package will prevent the screening request from launching. This per-job configuration allows recruiters to apply different screening packages depending on role sensitivity, location, or regulatory needs while preserving a centralized audit trail in Greenhouse.

Background Screening Stage Flow (candidate and system actions)

• Move candidate to stage Recruiter moves candidate to the Background Check stage in Greenhouse.
• Automated email from IntelliCorp Candidate receives an IntelliCorp email instructing them to create/complete a profile and sign consent and authorization forms.
• Candidate completes profile Upon completion, IntelliCorp begins the screen and asynchronously updates Greenhouse custom fields with status and results.
• Recruiter receives results Final result appears in Greenhouse and can trigger next steps in the hiring workflow (clear, adverse, further review).

Candidate Communications — Typical IntelliCorp Email Elements

Who Should Use the IntelliCorp + Greenhouse Integration

• Enterprise and mid-market recruiting teams Organizations with high volume hiring that require consistent, auditable background checks integrated directly into ATS workflows.
• Compliance-driven industries Healthcare, education, transportation, and financial services teams that need documented candidate consent and standard screening packages.
• Distributed recruiting teams Companies with multiple offices or hiring locations who benefit from per-job office/account/package selection to meet regional rules.
• Onboarding teams HRIS and onboarding stakeholders who want screening status pushed into systems of record for faster new-hire processing.

Key operational benefits include time-savings through automation, fewer manual data entry errors, consistent application of screening packages, and improved candidate experience because candidates receive clear, vendor-hosted communications and complete their consent online. IntelliCorp’s industry recognitions and PBSA accreditation support their compliance posture. Additionally, the lack of a partner implementation fee (as provided in the integration details) reduces upfront cost barriers and simplifies procurement conversations for many organizations.

Common Questions & Troubleshooting

Implementation Timeline — Typical Rollout Phases

Security and compliance considerations should be part of your integration checklist. IntelliCorp’s PBSA accreditation and published privacy policy indicate industry-standard practices for data handling — still, confirm data retention, encryption-in-transit and at-rest, and jurisdictional screening limitations for specific roles. Maintain an audit trail in Greenhouse and store consent artifacts according to local law. If your organization has particular state or federal compliance needs (e.g., transportation screening), coordinate package selection with IntelliCorp during setup so the correct checks are run automatically for relevant job types.

Best Practices for HR and Recruiting Teams

• Standardize packages by role family Create a consistent mapping of screening packages to role types to avoid ad-hoc selection and ensure compliance.
• Monitor webhook logs in the early weeks Catch integration delivery issues quickly and confirm candidate statuses are updating as expected.
• Communicate timelines to candidates Include expected turnaround times in job postings or offer letters to reduce follow-up and improve candidate experience.
• Integrate with onboarding Use screening completion as a gating condition for onboarding tasks so new-hire onboarding is aligned with final clearance.

Key Metrics to Track After Implementation