Greenhouse Integration

Overview

The Nametag and Greenhouse integration enables organizations to verify candidate identities directly in their hiring workflow. By connecting Nametag to Greenhouse, recruiters can confirm that candidates are who they claim to be before moving forward in the hiring process.

Prerequisites

Before setting up the integration, ensure you have:

1. An active Nametag account
2. Site Admin permissions in Greenhouse

Setup

Step 1: Configure the Integration

1. In the Nametag Console, go to Configure.
2. In the left sidebar, select Integrations.
3. Select Add Integration and choose Greenhouse.
4. Select Connect to Greenhouse.
5. You will be redirected to Greenhouse to complete the OAuth authorization flow and grant Nametag access to your Greenhouse account.

After authorization is completed and you are redirected back to Nametag, the integration will be connected.

Nametag will generate a candidate verification link template that can be used in Greenhouse email templates to send verification requests to candidates.

Step 2: Create a Nametag verification stage

In Greenhouse, create a stage in your hiring pipeline where identity verification should occur.

Recommended stage name

Nametag Verification

To add the stage

1. In Greenhouse, go to Jobs and select a job.
2. Select Job Setup.
3. Go to Interview Plan.
4. Add a new stage named Nametag Verification.

Step 3: Create the candidate email template

To allow candidates to complete identity verification, create an email template in Greenhouse that includes the Nametag verification link.

Create the email template

1. In Greenhouse, go to Configure.
2. In the left sidebar, select Email Templates.
3. Select Create a New Template.
4. Configure the template with the following settings:

• Type: Candidate Email
• Body: Include the Nametag verification link generated in the Nametag console.

Complete the remaining settings according to your organization’s preferences.

This email template will be used to send the identity verification request to candidates.

Recommended email template

Subject: Complete your identity verification for your application Body: Hi {{CANDIDATE_FIRST_NAME}},

As part of our hiring process at {{COMPANY}}, we ask candidates to complete a secure identity verification. The verification is powered by Nametag and typically takes less than a minute to complete.

This helps us confirm that applicants are who they claim to be, protecting both candidates and our organization throughout the interview process.

You’ll be prompted for:

• A government-issued photo ID
• A live selfie to confirm your identity

To begin, use the secure link below:

{{VERIFICATION_LINK}}

If you have any questions or run into issues, feel free to reach out to our recruiting team.

Thank you, {{COMPANY}} Recruiting Team

Step 4: Configure an automatic email trigger (recommended)

To streamline the process, you should configuring Greenhouse to automatically send the verification email when a candidate enters the Nametag Verification stage.

This ensures candidates are prompted to verify their identity as soon as they reach the stage.

Recommended trigger setup

1. In Greenhouse, go to Jobs.
2. Select the job where the Nametag Verification stage was added.
3. Select Job Setup.
4. Go to Stage Transitions.
5. Select Create a New Rule.
6. Configure the rule as follows:

• Stage: Nametag Verification
• Action: Email Candidate
• Template: Select the email template created in Step 3

Complete the remaining settings according to your organization’s preferences.

Once configured, the verification email will be automatically sent when a candidate enters the Nametag Verification stage.

Verification flow

After the integration is configured, the identity verification process works as follows:

1. A candidate progresses through the hiring pipeline in Greenhouse.
2. The candidate enters the Nametag Verification stage.
3. Greenhouse automatically sends the verification email using the template created in Step 3.
4. The candidate opens the Nametag verification link and completes identity verification.
5. Nametag processes the verification and determines the verification outcome.
6. Nametag updates the candidate’s application in Greenhouse with verification data and adds a note with the verification result.
7. If Auto-Move Candidates is enabled and verification succeeds, Nametag moves the candidate to the next interview stage.

Data updated in Greenhouse

Nametag stores verification information directly on the candidate’s application in Greenhouse.

If the required custom fields do not exist, Nametag will automatically create them during the setup process.

Custom fields created by Nametag

The following custom fields may be created on the Greenhouse application:

Field	Description
Nametag Verification Status	The current verification result (Verified, Failed, Pending and Not Started)
Nametag Legal Name	The verified legal name from the identity document
Nametag Name Match Result	Indicates whether the name provided in Greenhouse matches the name on the verified identity document
Nametag Status Link	A link to the detailed verification results in the Nametag console

These fields allow recruiters and administrators to view verification data directly in the Greenhouse application.

Application notes added by Nametag

Nametag also adds notes to the candidate’s application to provide a clear verification timeline.

Notes may be added for the following verification events:

• Verified
• Not Verified
• Review in Progress
• Appeal Rejected
• Confirmed Fraud

When Nametag updates Greenhouse

Nametag updates the candidate’s application in Greenhouse when significant events occur during the identity verification process.

Additional settings

The following optional settings can be configured in the Nametag Console to customize how the integration behaves.

Integration name (optional)

You may assign a custom name to the integration in Nametag.

This name is only visible inside the Nametag console and can help identify the integration if your organization manages multiple integrations or environments.

Changing the integration name does not affect Greenhouse configuration.

Auto-Move candidates after successful verification

You can configure Nametag to automatically move candidates to the next interview stage in Greenhouse after a successful verification.

When enabled, Nametag will advance the candidate to the next stage after the verification result is Verified.

To avoid an unexpected user experience, Nametag will only move the candidate if their current stage is Nametag Verification.

If the candidate has already been moved to another stage by a recruiter, Nametag will not modify the candidate’s stage.

Permissions and scopes

When connecting Greenhouse to Nametag, the integration requests specific permissions required to support the verification workflow.

These permissions allow Nametag to:

• Read candidate information to match verification results with the correct candidate record
• Read application information to verify that the Greenhouse application exists and associate verification activity with the correct application
• Update application fields to store Nametag verification data on the application record
• List custom fields to check whether the required Nametag fields already exist
• Create custom fields when required Nametag fields do not already exist
• Add notes to the candidate’s application containing verification outcomes and links to verification details
• Move candidates to the next stage in the hiring pipeline when automatic stage advancement is enabled
• Read interview stage configuration to determine the correct next stage when advancing candidates automatically

Nametag only requests the minimum permissions required for the integration to function.

All access is granted through Greenhouse’s OAuth authorization flow and can be revoked at any time from your Greenhouse integration settings.

Viewing integration permissions

During the OAuth authorization screen

When you select Connect to Greenhouse, Greenhouse displays an authorization screen before access is granted.

On this screen you can review:

• The application name (Nametag)
• The permissions being requested
• Confirmation that the application will access your Greenhouse account

From Greenhouse integration settings

1. In Greenhouse, go to Configure.
2. Select Dev Center.
3. Select Connected Integrations.
4. Locate the Nametag integration.
5. Review the connected app details.