TruDiligence + Greenhouse integration: automate background and drug screening

The TruDiligence integration for Greenhouse connects Greenhouse Recruiting to a nationally accredited, FCRA-compliant background screening provider so hiring teams can initiate and track background checks directly from their ATS. This reduces manual handoffs, consolidates documentation, and surfaces screening outcomes alongside candidate records in Greenhouse. This article explains what the integration does, who benefits most from it, and the measurable advantages organizations gain—covering features, compliance credentials, implementation checklist, typical workflows, troubleshooting, and KPIs to track after rollout.

What the integration does: TruDiligence's Greenhouse app submits newly hired or selected candidates from Greenhouse to TruDiligence for background and drug screening, manages the status of checks within the ATS, and automates capture of required compliance documents. The integration also stores results and audit data so hiring managers and HR teams can make placement decisions based on verified facts.

Core features at a glance

• Full ATS-managed screening Initiate and manage background and drug screens from within Greenhouse—no separate console required for day-to-day workflows.
• Automated document capture Collect candidate-signed disclosure and authorization documents electronically and attach them to the screening request automatically.
• FCRA and PBSA accreditation TruDiligence is FCRA-compliant and PBSA-accredited, reducing legal and compliance risk compared to unaccredited providers.
• Audit trail and reporting Screening events, timestamps, and results are logged in Greenhouse for auditability and record retention.
• North America coverage Service and compliance workflows are focused on North American hires with English language support.

Typical end-to-end workflow

• Trigger screening Hiring team moves candidate to a designated Greenhouse stage or clicks a screening action that triggers a submission to TruDiligence.
• Collect documents TruDiligence sends secure links to candidates to complete disclosure/authorization and captures electronic signatures.
• Run checks Requested checks (criminal, employment, education, drug test) are executed leveraging TruDiligence’s accredited processes.
• Results return Screen results and status updates are posted back to the candidate profile in Greenhouse for hiring decisioning.
• Adjudication & hiring decision HR or hiring manager reviews findings, documents adjudication decision, and proceeds with offer or remediation steps.

Who needs this integration: any organization that hires at scale, operates in regulated sectors, or requires defensible background screening processes will benefit. Typical adopters include enterprises and mid-size companies with centralized HR teams, staffing firms that must speed placements, healthcare, financial services, transportation, and organizations where FCRA-compliant documentation and auditable records are mandatory.

Manual background checks vs. TruDiligence + Greenhouse

Compliance and accreditation details

• FCRA compliance TruDiligence follows Fair Credit Reporting Act requirements for consumer reports, including disclosures, authorizations, and adverse action processes.
• PBSA accreditation Accreditation from the Professional Background Screening Association indicates adherence to industry standards and regular quality review.
• Electronic record retention The integration captures and retains signed documents needed for compliance audits and dispute defense.

Implementation checklist: set up requires configuration on both ends—installing the TruDiligence app in Greenhouse, mapping screening packages and permissions, agreeing data-sharing and privacy settings, and testing end-to-end flows with sample candidates. Note that TruDiligence lists no partner implementation fee for the integration, but individual screening costs and service-level options are billed per candidate per package.

Roles and responsibilities during screening

• Hiring manager Requests screening and interprets results relevant to role-specific requirements.
• Recruiter/HR Initiates the screening from Greenhouse, monitors status, and coordinates candidate communication.
• Background screening team (TruDiligence) Performs checks, captures candidate documents, returns results, and handles disputes or clarifications.
• Compliance owner Maintains policies for adjudication, retention schedules, and adverse action processes.

Frequently asked questions

Data flow and security: candidate identifiers and job metadata flow from Greenhouse to TruDiligence via the app API; document capture links and screening statuses return to Greenhouse. TruDiligence encrypts data in transit and at rest, and follows privacy practices as documented in its privacy policy. Organizations should confirm data retention, exportability, and role-based access controls during setup.

Common issues and recommended fixes

Measuring success: after rollout track these KPIs—screen turnaround time (average hours/days to completed report), time-to-offer reduction attributable to faster screening, percentage of candidates with complete documentation at submission, and number of compliance exceptions found in audits. Improvements in these metrics demonstrate ROI through faster placements, fewer manual interventions, and lower compliance risk.

Best practices for a smooth rollout

• Pilot with a controlled group Start with a few roles and hiring teams to test mapping, documents, and adjudication rules before enterprise-wide deployment.
• Document adjudication criteria Create clear checklists for how background findings affect offers for different job categories to ensure consistent decisions.
• Train recruiters and hiring managers Provide short playbooks and demo sessions showing where screening status appears in Greenhouse and who owns each step.
• Integrate reporting into HR dashboards Feed screening metrics into HR operations reports to monitor throughput and compliance continuously.