Rakuna to Greenhouse Integration for Campus Recruiting: Automate Resume and Lead Transfers

The Rakuna integration for Greenhouse connects Rakuna’s campus recruiting capture and event-management tools with Greenhouse’s applicant tracking and hiring workflows. It lets recruiters push candidates collected at events — including resumes captured offline, contact details, event tags, and evaluation forms — directly into Greenhouse with a single action, removing manual data entry and improving candidate traceability. This article explains what the integration does, which teams benefit most, implementation and security considerations, practical field-mapping examples, KPIs to monitor after launch, and recommended steps for combining Rakuna + Greenhouse with AI resume screening to speed resume review and improve hire quality.

At a technical level, the integration transfers candidate data and attachments from Rakuna’s central hub into Greenhouse, preserving event metadata, evaluation scores, and recruiter notes. Because Rakuna supports offline capture on mobile, the integration is designed to accept batch pushes when connectivity returns — ensuring no loss of leads collected at career fairs or onsite events. For hiring teams, the benefit is twofold: complete candidate tracking for compliance and reporting, and a cleaner, more consistent pipeline in Greenhouse so hiring managers and sourcers work from the same up-to-date dataset.

Who needs the Rakuna–Greenhouse integration

• Campus recruiting teams Recruiters running career fairs, campus events, and on-campus interviews who need fast, accurate capture of student resumes and event metadata.
• High-volume sourcers Teams that collect hundreds to thousands of leads per season and want to reduce manual entry time and duplicate records in the ATS.
• Compliance-focused HR teams Organizations that must maintain audit trails for candidate outreach and event sourcing for reporting and regulatory compliance.
• Hiring managers and interview panels Groups that benefit from standardized evaluation forms and candidate context (event, role interest, recruiter notes) available directly in Greenhouse.
• Talent operations and analytics People who need consistent field mappings and data lineage between sourcing touchpoints and the ATS for accurate metrics and dashboards.

Typical field mapping between Rakuna and Greenhouse

How the integration typically works (step-by-step): recruiters collect candidate information at events using Rakuna’s mobile app (including offline capture). When connected, recruiters or talent operations users batch-select candidates in Rakuna’s web hub and click the Greenhouse push action. The integration authenticates via API credentials, maps each Rakuna field to the configured Greenhouse fields, uploads attachments, and creates candidate records or updates existing ones based on matching rules (usually email).

Key benefits of using Rakuna with Greenhouse

• Reduced manual data entry Automated push eliminates repetitive typing and reduces human errors common in high-volume campus events.
• Faster candidate follow-up Event metadata and contact details arrive in Greenhouse quickly, enabling automated nurture sequences or recruiter outreach from the ATS.
• Improved data consistency Standardized field mappings and attachment handling produce cleaner pipelines and more reliable analytics.
• Better compliance and traceability All candidate sources and event touchpoints are preserved in Greenhouse for audits and sourcing attribution.
• Preserved offline capture Rakuna’s offline-first app means no leads lost at venues with poor connectivity; batch sync ensures completeness.

Security and permissions: ensure the API credentials used for the integration are scoped to the minimum necessary permissions in Greenhouse (create/update candidates, add attachments, tag candidates). Use a service account with role-based access and rotate keys per security policy. Verify audit logs after initial pushes to confirm actions are recorded under the service account and maintain a versioned mapping document in Talent Ops for change management.

Implementation checklist and ownership

Common questions and answers

KPIs to monitor after you enable the integration: measure time-to-ATS (how quickly leads appear in Greenhouse after events), reduction in manual entry hours per recruiter, duplicate rate in Greenhouse, candidate response rates after automated follow-ups, and pipeline conversion from event leads to interviews and offers. Establish a 30/60/90 day review cadence to track improvements and catch any drift in data quality.

Common pitfalls and how to avoid them

• Misaligned field definitions Ensure all stakeholders agree on what each field represents (e.g., 'Event Source' vs. 'Referral Source') and document mapping.
• Insufficient API permissions Grant minimum necessary scopes but ensure create/update and attachment permissions are included to avoid partial failures.
• Skipping a sandbox test Always run a pilot using test accounts to validate dedupe behavior and attachment handling before a broad push.
• No rollback or remediation plan Define how to reverse or correct a bad batch push (delete records or apply bulk updates) and who is responsible.

Testing and validation plan: create test candidate records with variations (duplicate email, missing phone, large attachment), push them from Rakuna to a Greenhouse sandbox, then verify deduplication, custom field mapping, and attachment visibility. Include end-to-end tests for scorecard transfers and automated follow-up emails triggered from Greenhouse workflows to simulate real recruiter actions.

Cost vs. ROI considerations

Best practices when combining Rakuna and Greenhouse with AI resume screening: push captured candidates into Greenhouse as the single source of truth, then configure an AI screening tool to run automatically on new Greenhouse candidates. Use consistent field mappings (e.g., role interest, event tags) to bias AI models correctly and route top-ranked candidates to hiring managers. Track the AI’s suggestions alongside original Rakuna evaluations so you can measure lift and adjust scoring thresholds.