ATS integrations

Connecting Greenhouse to Colare

Four phases take you from an unconnected Greenhouse instance to scores landing on candidate profiles. The first two are done once, when your account is set up. The third repeats each time you add the assessment to a job, and the fourth is the day-to-day loop your recruiters run for every candidate.

Phase 1

Connect

Authorize Greenhouse from inside the Colare platform and copy your stage name.

Once · in Colare

Phase 2

Activate the stage

Send the stage name to Greenhouse Support, who adds the Colare stage to your account.

Once · with Greenhouse Support

Phase 3

Add to a job

Drop the Colare stage into a job's interview plan, wherever the assessment belongs.

Per job · in Greenhouse

Phase 4

Send and score

Move candidates into the stage, send the test, read the result without leaving Greenhouse.

Per candidate · in Greenhouse

What you'll need before you start

Access to Settings in your Colare account.
A Greenhouse account that can authorize third-party applications.
Your Greenhouse subdomain: the first part of the address you sign in on, e.g. app6 for app6.greenhouse.io.
A way to reach Greenhouse Support for Phase 2. From inside Greenhouse, it's the question mark in the bottom-left corner.

1Connect Greenhouse from inside Colare

Everything in this phase happens inside the Colare platform, apart from a short detour into a Greenhouse authorization tab. At the end of it you'll have a stage name to send to Greenhouse Support.

Open the integrations settings

In the Colare platform, go to Settings → Integrations. The Greenhouse card sits under Applicant Tracking Systems, alongside Ashby and Lever.

Colare Settings, Integrations tab, showing Ashby, Lever and Greenhouse cards under Applicant Tracking Systems — Colare → Settings → Integrations. The Greenhouse card sits under Applicant Tracking Systems.

Click Connect on the Greenhouse card

The card switches to Connecting… and a setup box opens over the page.

Review the permissions, then click Continue

The box that opens lists the access Colare is requesting. Read it, then click Continue.

Colare's Connect your Greenhouse account box, listing Read jobs access, with a Continue button — The permissions box inside Colare, showing the access Colare is requesting.

Click “Sign in with Greenhouse”

The Colare widget prompts you to sign in. Clicking the button opens a separate Greenhouse authorization tab. Switch to it to continue.

Colare widget showing a Sign in with Greenhouse button — Clicking this button opens a separate Greenhouse authorization tab.

Enter your Greenhouse email and log in

In the new Greenhouse tab, enter the email tied to your Greenhouse account and click Log in to Greenhouse.

Greenhouse authorization page listing Applications, Jobs and Openings, and Organization Setup access, with an email field and a Log in to Greenhouse button — The Greenhouse authorization tab, listing the access Colare is requesting.

Tick “Authorize using a service account”, then Authorize

Before authorizing, check Authorize using a service account, then click Authorize.

Why this matters: a service account makes the connection owned at the organization level rather than by your personal Greenhouse account, so the integration keeps working independently of any one person's account.

Greenhouse authorization page with the Authorize using a service account checkbox ticked and an Authorize button — The permissions Colare is requesting are listed above the service account checkbox.

Back in Colare, enter your Greenhouse subdomain

Return to the Colare platform and enter your subdomain, the first part of the address you sign in to Greenhouse on. If you sign in at app6.greenhouse.io, your subdomain is app6. Enter it and click Continue.

Colare widget asking What is your Greenhouse subdomain, with a text field followed by dot greenhouse dot io — The subdomain field is often pre-filled from the account you just authorized.

Copy the stage name and store the API key

Colare shows a stage name (usually Colare) and an API key. Copy the stage name for the next step, and store the API key somewhere secure in case Greenhouse Support asks for it later. Keep this box open.

Colare's Greenhouse setup box showing the stage name Colare with a Copy button, a link to open a ticket with Greenhouse support, a redacted API key, and a Set up integration button — The setup box with your stage name and API key. The key is redacted in this screenshot.

2Finish the setup with Greenhouse Support

Send the stage name to Greenhouse Support, finish the setup in Colare, and Support adds the Colare stage to your account.

Contact Greenhouse Support with the stage name

Click the here link in the setup box to open a ticket with Greenhouse Support. You can also sign in to Greenhouse, click the question mark in the bottom-left corner, and follow the prompts to contact support or submit a ticket. Live chat may also be available while you're signed in. Use the stage name from step 8 and the template below.

Leave the API key out of the request. If Support needs it, they'll send you a secure link to share it.

Message template

Dear Greenhouse support team,

We would like to set up a new assessment integration for our Greenhouse account. Could you please create a stage with the following name:

    - Stage name: [stage name from step 8]

Thanks, and let us know if you need anything else!

Best,
[your name]

There's no need to create the stage yourself. A stage you add by hand in Greenhouse won't connect to Colare. Greenhouse Support adds the connected Colare stage for you.

Back in Colare, click “Set up integration”

Once you've sent the request and stored the API key, return to the setup box and click Set up integration. You don't have to wait for Support to reply. Colare shows a short configuration screen with the setup it still needs.

Colare's Configure your integration with Greenhouse screen, offering Setup Result Custom Fields and a Finish button — The configuration screen, offering Setup Result Custom Fields and a Finish button.

Set up the result custom fields, then complete setup

Click Setup Result Custom Fields. Colare lists the two Application custom fields it will create in your Greenhouse instance. Click Complete setup to add them.

Greenhouse's Assessment module only shows the result link once the candidate has finished, and it won't let a test score be updated after it has been written back. The two fields work around that: Colare Test Score surfaces the result link before the test is completed, and Colare Result Link shows the updated score if a score is later adjusted.

Colare's Complete Assessment Integration Setup screen listing the Colare Test Score and Colare Result Link custom fields — The fields Colare adds to Greenhouse: Colare Test Score and Colare Result Link.

Share the API key if Support asks

If Support asks for the API key, share it through the secure link they send. Once they've added the stage, Colare appears in the stage library when you edit a job's interview plan.

3Add the stage to a job

Add the Colare stage to any job you'd like to use the assessment on, including jobs that are already open. Candidates already in the pipeline can be moved into it whenever you're ready.

Open the job in Greenhouse

Click Jobs in the top navigation, then select the job from the list.

Greenhouse All Jobs list with one job row — Greenhouse opens on All Jobs. Click the job title to open that job's dashboard.

Open the job's interview plan

Go to Job Setup → Interview Plan to see every stage in the plan.

Greenhouse Interview Plan listing Application Review, Preliminary Phone Screen and Colare stages, with an Edit stages button — The job's Interview Plan, listing every stage. Click Edit stages to change the list.

Add the Colare stage

Click Edit stages, then Add stage. Tick Colare in the library list and click Add.

Place the stage wherever the assessment belongs in your hiring process. One Colare stage covers every assessment: you pick which test to send from the candidate's profile (step 19).

Greenhouse Add Stage dialog with a stage library list including Colare — Colare appears in the stage library once Greenhouse Support has added it.

4Send assessments and read scores

The day-to-day loop. Everything here happens inside Greenhouse. There's no need to open Colare to send a test or read a result.

Open the job's pipeline

Click Pipeline in the job's left-hand menu. The Colare column shows every candidate currently sitting in the assessment stage.

Greenhouse visual pipeline with a Colare column containing two candidate cards — The visual pipeline. The Colare column shows every candidate in the assessment stage.

Move a candidate into the Colare stage

Open the candidate and click Move stage, or drag their card across in the visual pipeline.

Greenhouse Move to another stage dialog with the current stage greyed out — The current stage is greyed out, so pick Colare from the list to move the candidate in.

Open the candidate and send the test

Click the candidate to open their profile. Under the Colare stage, click Send test to candidate.

The Colare stage carries a Submitted tests panel with the send link on the right.

Pick the test, the reviewer, and when to send

Choose the test from the list, pick the teammate in Greenhouse who should be notified when the result comes back (Greenhouse labels this field "Grader"), choose when the email goes out, then click Send test.

The test list is pulled live from the connected Colare account, so every assessment built in Colare appears here. Nothing needs to be re-created on the Greenhouse side.

Greenhouse Send test dialog with a Test dropdown showing Colare Sample Test, a grader field and a when to send email field — The Send test box. The Test list comes straight from the connected Colare account.

Send to several candidates at once

Open the job's Candidates list, click Bulk Actions, tick the candidates you want, and use Edit Selected. That sends the assessment in one action instead of one at a time.

Greenhouse candidate list with two candidates ticked and an Edit Selected button — Bulk Actions turns on tick boxes across the candidate list; Edit Selected acts on all of them at once.

Read the result without leaving Greenhouse

Once the candidate finishes and the assessment is scored, the score appears under Submitted tests on their profile, and Go to test opens the full Colare report.

A completed assessment. The score sits under Submitted tests, and Go to test opens the Colare report.

Phases 1 and 2 are done once. After that, you add the stage to new jobs and send tests to candidates, all inside Greenhouse.