How do I use the Greenhouse Gmail Extension to log candidate email conversations?

If you use both Gmail and Google Chrome, you'll be able to add the Greenhouse Gmail Extension to your browser, which will enable you to easily log candidate email conversations to Greenhouse.

To get started:

  • Visit the Chrome Web Store, and click to add the extension to your browser
  • Authorize the extension to access your Greenhouse account (this only needs to be done once)
  • Open any message from a candidate, and simply click the Greenhouse logo within the message to sync it to the Activity Feed of the candidate's profile in Greenhouse

Here are the details:

Add the extension via the Chrome Web Store

Click here to visit the Chrome Web Store.

Once you've successfully added the extension, you'll see the Greenhouse logo appear in the URL bar of your browser.  

 

Authorize the extension to access your Greenhouse account

Important note: Until you've authorized the extension, the Greenhouse logo will appear within all of your email messages.  After you've authorized the extension, the logo will only appear within messages of candidates who have existing profiles in Greenhouse.

To authorize the extension, open any message from a candidate in your inbox, and click the Greenhouse logo that displays within the message (on the right side).

The first time you click the logo, you will be prompted to authorize the Greenhouse Gmail Extension to use your Greenhouse account.  If you're not already logged into your Greenhouse account, clicking Authorize will prompt you to enter your Greenhouse username and password. 

 

Log candidate email conversations to Greenhouse

After you've completed the authorization, clicking the Greenhouse logo within a candidate message will add the message to the Activity Feed of the candidate's profile page, and the logo will change to an arrow.  Click the arrow icon to be taken to the candidate's profile page in Greenhouse.

 

 

 

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Comments

  • Avatar
    Scott Carleton

    This is an awesome extension and exactly what my team needed! Is there a way to sync a message on an sent message that doesn't have a response yet? It'd be great to log outbound as well so we know when the last contact was made in greenhouse.

  • Avatar
    Stephanie Pena

    ^bump - can someone answers Scott's question?

  • Avatar
    Murphy

    Hi, sorry we missed this one! If you navigate to the Sent emails, you won't see the button to forward them into Greenhouse. If you know you want a sent message to show up in the candidate's activity feed, though, you can simply BCC maildrop@greenhouse.io when sending to attach it right away!

    Please let us know if you have any other questions!

    Thanks,
    Murphy

  • Avatar
    Angela Miller

    Just to be clear - you have to take action to paste the message into GH - rather than automatically happening for all messages back and forth?

  • Avatar
    Murphy

    Hi Angela,

    Yes, Greenhouse doesn't have the ability to detect an email from a candidate and push it into the system automatically. In order to do this, we would need complete access to every message in your inbox -- sent and received, and possible any chats that have been logged as messages as well. This seemed like an overreach on our part, and the chance that an incorrect message could potential be pulled into Greenhouse and made public to the company seemed like enough of a reason to avoid moving towards this sort of system.

    Please let me know if you have any other questions!

    Thanks,
    Murphy

  • Avatar
    Emma Jones

    When will Outlook integration be available?

  • Avatar
    Jeffrey Swartwout

    Hi Emma,

    At this time we do not have plans on the roadmap for an outlook extension.

    Best,
    Jeff

  • Avatar
    Michael Osofsky

    Does it work with Google Inbox (inbox.google.com)?

  • Avatar
    Rachel Renninger

    Hi Michael,

    That's a great question! The extension currently only works for gmail.

    Best,
    Rachel

  • Avatar
    Uta Sommer

    Hi Murphy, two questions regarding this feature:
    1. do I have to click the button in Gmail or forward for every email interaction with the applicant or just once?
    2. for special application addresses like joinus@ or careers@ it would make sense to have all email interactions with candidates automatically synched and applicants that does not exist maybe created. Do you plan on something like this?

  • Avatar
    Jess Bertubin

    Hi Uta,

    Thanks for writing in!

    1. Yes, the button will have to be clicked to forward the email interaction you'd like to log. This is to give you control over which information gets synced and prevent any private information from accidentally getting logged into Greenhouse.

    2. These global addresses are subject to the same rules as the above for the same reasons.

    Happy to clarify any of the above or answer any further questions - feel free to email us at support@greenhouse.io to do so!

    Best,
    Jess

  • Avatar
    Jamie Farrell

    Confused. To simplify - what is the single best way to get emails from being sent in Gmail directly into a specific candidates activity feed?

  • Avatar
    Jess Bertubin

    Hi Jamie,

    Thanks for writing in!

    This would depend on the situation:

    - If you've received an email from a candidate and want to log the candidate's email to their Activity Feed, use the Greenhouse Gmail Extension*

    - If you're sending an email to a candidate and want your email to the candidate to be logged to the candidate's Activity Feed, BCC maildrop@greenhouse.io

    *You can also forward the message to maildrop@greenhouse.io

    Happy to further clarify if you'd like! Feel free to do so at support@greenhouse.io :)

    Best,
    Jess

  • Avatar
    Shyamali Singh

    Hi,

    How can I update the source in one go while BULK parsing.

    Thanks,
    Shyamali

  • Avatar
    Olivia Hirsch

    Hi Shyamali,

    Thanks for writing in! We are unable to update the source at once while bulk parsing. You can bulk parse resumes using Maildrop. Once these candidates are in Greenhouse, you can bulk update this source via bulk action on the candidate tab. If you have further questions about this, please reach out to support@greenhouse.io.

    Thanks!
    Olivia

  • Avatar
    Hideko Akashi

    Hi, My button is not showing up in my emails. Our IT says maybe it's because I have the most recent version of Chrome, while my colleagues do not. Is it possible the extension isn't working because of a compatibility issue?

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