Zelt and Greenhouse integration: Automate hire-to-onboard workflows with webhooks and scheduled syncs

Zelt's integration with Greenhouse automates the transfer of successful hire data into a consolidated people platform, triggering onboarding flows, IT provisioning, payroll handoffs, and HR record creation. By combining Greenhouse Recruiting’s applicant tracking with Zelt’s HRIS and automation capabilities, companies eliminate repetitive manual steps and reduce time-to-productivity for new employees. This article explains precisely what the integration does, which teams and company profiles benefit most, practical setup and maintenance steps, measurable outcomes to expect, and common troubleshooting patterns so you can evaluate whether to adopt it and how to implement confidently.

Core features of the Zelt–Greenhouse integration

• Automated onboarding Automatically import successful hires from Greenhouse into Zelt and push them into the correct onboarding template without manual data entry.
• Webhook-triggered real-time updates Greenhouse can send webhooks to Zelt when a candidate is marked as hired, initiating immediate record creation and downstream automations.
• Scheduled daily synchronization A once-a-day scheduled sync is available to ensure no hires are missed and to reconcile data when webhooks are not used or fail.
• Onboarding template selection Administrators can map roles, departments, or locations to specific onboarding templates in Zelt so new hires receive the correct tasks and provisioning steps.
• IT and payroll automation Trigger device provisioning, cloud account creation, and payroll setup as part of the same automated workflow.
• Data mapping and field control Map candidate fields in Greenhouse to employee fields in Zelt to keep HR records consistent and complete.

Who needs this integration? Companies that hire frequently, manage distributed teams across multiple regions, or have separate HR and IT handoffs benefit most. Typical users include People Ops teams, IT operations, payroll administrators, and staffing teams at companies ranging from startups scaling rapidly to enterprises standardizing processes. Smaller organizations that still prefer a centralized system to avoid manual entry and reduce onboarding errors will also see value, especially if they need secure, auditable processes for provisioning and payroll across multiple jurisdictions.

Manual onboarding process vs Zelt + Greenhouse integration

Top benefits with practical examples

• Faster time-to-productivity Example: New engineers receive hardware and cloud accounts within 24 hours because provisioning is triggered automatically once Greenhouse marks the hire as successful.
• Reduced administrative overhead Example: People Ops staff spend fewer hours on manual entries and can focus on higher-value onboarding activities such as role-specific training coordination.
• Fewer payroll errors Example: Auto-populated payroll fields lower the chance of missed pay runs or incorrect tax jurisdictions.
• Consistent onboarding experience Example: Each hire receives the same compliance documents and task sequence based on the assigned onboarding template.
• Improved compliance and audit trails Example: Webhook events and daily sync logs provide timestamps and records for internal audits.

How the webhook-driven flow works: when a candidate's disposition in Greenhouse changes to an outcome configured as "hired", Greenhouse sends a webhook payload to Zelt containing candidate identifiers and mapped fields. Zelt receives the payload, validates required fields, selects the appropriate onboarding template (based on role/location mappings), and creates the employee record and downstream tasks. If a webhook fails, the scheduled daily sync provides redundancy to capture hires that were missed.

Administrator setup checklist

• Provision API credentials Create and store Greenhouse API keys and Zelt API credentials with appropriate scopes.
• Configure webhook endpoint Enter Zelt's webhook URL in Greenhouse and specify the hire event triggers.
• Map candidate fields Define how Greenhouse fields map to Zelt employee fields, including custom fields for role-specific data.
• Assign onboarding templates Set rules that route hires into templates by department, location, or employment type.
• Set daily sync parameters Enable scheduled sync as backup and configure the window for reconciliation.
• Run test hires Execute a few test hires to verify field accuracy, provisioning triggers, and payroll handoffs.

Supported regions, company sizes, languages, and fees

Security and privacy considerations: Zelt and Greenhouse support secure transfer mechanisms for webhook and API calls (HTTPS with TLS). Administrators should enforce role-based access to API keys, rotate credentials periodically, and follow the Zelt privacy policy for personal data handling. Keep logs of webhook deliveries and use encrypted storage for any exported HR data to meet internal compliance standards.

Validation steps to confirm successful synchronization

• Check webhook delivery logs Confirm successful HTTP 200 responses from Zelt and inspect any non-200 responses for error codes.
• Compare sample records Select recent hires and verify field-level parity between Greenhouse and Zelt.
• Review provisioning queues Ensure devices/accounts are created and assigned tasks are visible in IT and People Ops dashboards.
• Run reconciliation reports Use the daily scheduled sync to produce a mismatch report and resolve discrepancies.

Common questions about the integration

Metrics to track after implementing the integration: measure time from hire to first day (or to device provisioned), onboarding completion rate within the target window, number of manual corrections to employee records, IT provisioning lead time, and payroll setup errors. These metrics show the direct ROI of automation and help prioritize additional workflow optimizations.

Troubleshooting quick fixes

• Verify API key scopes and status Expired or insufficiently scoped API keys are the most common cause of failures.
• Inspect webhook payloads Use delivery logs to view payload details and identify missing required fields.
• Run a manual sync Trigger the scheduled sync manually to force reconciliation and catch missed hires.
• Review field mappings Confirm custom field types and formats match between systems (e.g., date formats, enumerations).
• Contact support with logs Collect webhook headers, payloads, and timestamps before reaching out to Zelt or Greenhouse support to accelerate diagnosis.

Implementation timeline and resourcing: a straightforward implementation (for common field mappings, a single onboarding template per role, and webhook setup) can be completed in a few days with 1–2 administrators. More complex environments with multiple templates, custom fields across regions, or integrations with additional IT systems may require 2–4 weeks. Note: Zelt lists no partner implementation fee, but internal resourcing for mapping, testing, and rollout should be budgeted.