Willo integration with Greenhouse for asynchronous video and audio interviews

Willo’s asynchronous video and audio interviewing platform integrates directly with Greenhouse to combine rich candidate media with structured ATS data. That sync creates a single source of truth: video/audio responses, file uploads, and interview metadata collected in Willo are mapped into the Greenhouse requisition and candidate records so teams can evaluate media alongside resume data without manual copying. This article explains exactly what the integration does, which recruiting teams benefit most, key operational and technical advantages, implementation steps, and practical best practices for running asynchronous interviews at scale.

What the integration does in practical terms: Willo collects candidate recordings (video, audio), optional file uploads (up to 25MB), and scored responses; then it synchronizes those assets and status updates back to Greenhouse automatically. Recruiters can invite candidates en masse via CSV, individual links, or job board links; stakeholders can view curated answers using Willo’s Showcase™ and feedback is preserved in Greenhouse as candidates progress.

Who needs Willo integrated with Greenhouse

• High-volume hiring teams Organizations screening hundreds or thousands of applicants per role benefit from eliminating scheduling bottlenecks and reviewing consistent, recorded responses instead of live screen calls.
• Distributed or remote interview panels Teams across time zones can asynchronously review identical candidate responses without coordinating meeting times, preserving continuity for distributed hiring managers.
• Multilingual and international hiring Recruiters sourcing globally get localized candidate experiences and support for most major languages, plus compatibility on low-bandwidth connections.
• Roles requiring portfolio or media review Positions that need work samples benefit from Willo’s file uploads and media-rich responses stored alongside candidate records in Greenhouse.
• Teams prioritizing stakeholder control Hiring processes where privacy and selective sharing matter can use Showcase™ to share only relevant answers with specific evaluators.

Key operational benefits of the integration

• Faster initial screening Asynchronous responses remove scheduling delays so recruiters can evaluate more candidates per hour and move stronger candidates forward sooner.
• Consistent evaluation inputs All candidates answer the same prompts, which standardizes the information hiring teams use to compare applicants.
• Centralized candidate record Automatic sync to Greenhouse ensures interview media and status are visible in the ATS, reducing manual admin and data drift.
• Improved stakeholder collaboration Showcase™ and per-question sharing enable targeted feedback collection without exposing unnecessary candidate data.
• Better candidate experience at scale Browser-based, no-download interviews that work on slow connections reduce candidate friction and drop-off during the screening stage.

How the data sync works: Willo stores interview media on ISO 27001 and GDPR-compliant infrastructure and pushes metadata and links into Greenhouse records. Typical mappings include interview status, timestamp, reviewer notes, question-level responses, and attached files. Syncs can be configured to update candidate stage and add comments in Greenhouse automatically when submissions are received or reviewers flag strong candidates.

Implementation steps for a smooth setup

• Plan fields and mapping Decide which Willo fields (response links, file attachments, scores) map to Greenhouse custom fields or stages to maintain a clear ATS record.
• Configure invites and deadlines Choose whether to send invites via CSV bulk uploads, one-off messages, or a public job board link; set optional deadlines per role.
• Set up Showcase™ and permissions Define who can view full submissions versus curated answers to protect candidate privacy while gathering feedback.
• Test end-to-end Run pilot submissions to verify sync behavior, confirm field mapping, and review how assets appear in Greenhouse.
• Train stakeholders Show hiring managers how to access media in Greenhouse, leave notes, and use Showcase™ to streamline decisions.

Technical requirements and integration details

Security and data handling considerations: confirm retention policies and role-based access settings before scaling. Use Showcase™ to limit exposure of candidate media to only necessary reviewers and ensure your privacy policy is updated to reflect asynchronous media collection. If you recruit in jurisdictions with strict data residency rules, coordinate with Willo and Greenhouse support to understand where media is stored and what export controls are available.

Best practices for writing prompts and scoring rubrics

• Keep prompts focused Ask one clear question per prompt and provide time guidance to reduce rambling answers and make evaluation faster.
• Standardize response length Set time limits for video/audio answers to create consistent evaluation windows across candidates.
• Provide context for file uploads Tell candidates what type of sample to upload and acceptable file formats to avoid mismatched submissions.
• Build a short rubric Create a simple rating scale (e.g., 1–5) tied to observable criteria to accelerate reviewer scoring and comparisons.

Common questions about Willo + Greenhouse

KPIs to track after enabling the integration

• Time-to-screen Measure change in average time from application to first evaluation after switching to asynchronous screening.
• Screen-to-interview conversion Track how many asynchronous screens convert to live interviews compared to previous methods.
• Reviewer throughput Monitor the number of candidate responses an average reviewer can evaluate per hour.
• Candidate completion rate Watch drop-off rates on invitation-to-submission to optimize prompts, deadlines, and device compatibility.

Potential pitfalls and simple mitigations

• Poorly written prompts Mitigation: pilot prompts with a small group and refine for clarity before scaling invites.
• Mismapped fields to Greenhouse Mitigation: run test candidates to verify that media links, files, and statuses land where expected.
• Overloading reviewers Mitigation: limit the number of submissions per reviewer per day and use rubrics to speed evaluation.
• Candidate privacy concerns Mitigation: use Showcase™ for selective sharing and communicate your privacy and retention policies up front.

Bottom line: the Willo + Greenhouse integration is designed to reduce administrative overhead and help teams make faster, more consistent screening decisions while keeping media tethered to ATS records. For teams that need to scale screening, improve stakeholder collaboration, or support global hiring, the combined setup delivers practical gains in speed and data integrity without requiring candidate downloads or heavy custom engineering.