Nametag Integration for Greenhouse

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

One-time 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. You can also generate template-specific links from the integration settings.

Step 2: 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 either Create a New Organization-Wide Template or Create a New Template.
   • Choose Organization-Wide Template if you want your team to reuse this template
   • Choose My Template if this is just for your personal use
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

Hello {{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:

{{NAMETAG_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

Note: NAMETAG_VERIFICATION_LINK is not a Greenhouse placeholder. Replace this with either the default verification link or a template-specific link generated in the Nametag console.

Set up for each job

Complete the following steps for each job where you want to use Nametag verification.

Step 3: Create a Nametag verification stage

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

Recommended stage name: Nametag Verification

Note: For Auto-Move to work, the candidate’s current stage name must start with Nametag Verification (e.g. Nametag Verification - Background Check also works). Stages with other names will not trigger an automatic move.

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.

You can place this stage anywhere in your pipeline, depending on your workflow.

You can also add multiple Nametag verification stages to the same job — for example, to use a different verification template at different points in the hiring process. Give each stage a unique name that starts with Nametag Verification (e.g. Nametag Verification - Offer Stage) and configure a separate email trigger for each one pointing to the appropriate template-specific link.

Step 4: Configure an automatic email trigger (recommended)

To streamline the process, configure 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 2

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.

Scaling this setup across jobs

After you’ve configured Nametag verification for a job, you can reuse this setup across other jobs:

• Use a job template (recommended) Create a Greenhouse job template that includes the Nametag Verification stage and email trigger. This allows you to skip Steps 3 and 4 for all new jobs created from the template. Learn more about creating job templates in Greenhouse

• Copy from an existing job Copy an existing job’s interview plan to reuse the same setup.

• For existing jobs Complete Steps 3 and 4 for each job individually.

Verification flow

After the integration is configured, identity verification is triggered when a candidate receives the Nametag verification email, typically when they enter the Nametag Verification stage in Greenhouse (if automatic email triggers are configured).

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:

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.

Verification template (optional)

By default, Nametag uses a standard verification template for all Greenhouse verifications. This template asks candidates to share their legal name, a selfie, and their GPS location.

If your organization has custom Nametag request templates, you can generate a template-specific verification link and use it in your Greenhouse email template instead.

To generate a template-specific link

1. In the Nametag Console, go to the Greenhouse integration settings.
2. Under Template specific verification link, select a template from the dropdown list.
3. Select Generate link.
4. Copy the generated link and use it in your Greenhouse email template.

You can generate links for multiple templates and use different links for different jobs or pipeline stages.

Note: For name matching to work, the selected template must request the candidate’s legal name. Auto-move works for both name-scoped templates (requires a name match) and selfie-only templates (verification alone is sufficient). For templates that have no name data and are not selfie-only, auto-move will not trigger and the recruiter must move the candidate manually. If the template does not include GPS location, location data will not be captured. The Nametag Console will display a warning on links where capabilities are limited.

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 a successful verification. The behavior depends on the verification template:

• Templates with name data: Nametag advances the candidate only if the verification is successful and the name on the ID document matches the candidate’s name in Greenhouse.
• Selfie-only templates: Nametag advances the candidate on a successful verification alone — there is no name to compare.
• Templates without name data that are not selfie-only: Auto-move does not trigger. The recruiter must move the candidate manually.

To avoid an unexpected user experience, Nametag will only move the candidate if their current stage name starts with 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

What Nametag requests from candidates

Nametag uses a request template to define what candidates are asked to share during verification. By default, candidates are asked to share their legal name (from a government-issued ID), a selfie, and their GPS location. If your organization uses a custom template, the specific data requested will depend on that template’s configuration.

What Nametag requests from Greenhouse

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.

Removing the integration

You can disconnect the Greenhouse integration at any time from the Nametag Console.

To remove the integration:

1. In the Nametag Console, go to Configure.
2. In the left sidebar, select Integrations.
3. Locate the Greenhouse integration.
4. Select Remove.

Once disconnected:

• Nametag will no longer access Greenhouse data
• Verification results will no longer be sent to Greenhouse
• Existing data in Greenhouse will remain unchanged

If you want to use the integration again, you will need to set it up again by following the setup steps.