Most Greenhouse data syncs to Gem quickly, but not all. This may lead to some confusion since it can seem like certain data is incorrect in Gem when it hasn’t updated yet. For example, deleting an interview in Greenhouse reflects in Gem within 15-30 minutes, where adding or updating an interview will sync every hour.

Important: Bulk actions taken in Greenhouse will not automatically sync to and reflect in Gem. If you must perform a bulk action, please notify your Gem Customer Success Manager beforehand to coordinate and ensure that your reporting in Gem is accurate.

Below is a list of common actions taken in Greenhouse and how often they will sync to Gem. Please note, these intervals are our current best estimates and may vary:

Every 15-30 minutes

  • Activity Feed

    • This is synced within 15-30 minutes every time you view a candidate in Gem - it is not stored in our database.

  • Job Applications

    • Creation

    • Updates

    • Deletion

  • Job Offers

    • Creation

    • Updates

    • Deletion

  • Candidates

    • Creation

    • Updates

    • Deletion

    • Merging

      • Note: This is triggered when a candidate in Greenhouse is merged, not candidates in Gem.

    • Anonymizing

  • Interviews

    • Deletion

  • Scorecards

    • Deletion

  • Jobs

    • Creation

    • Updates

    • Deletion

  • Job Stages

    • Deletion

  • Departments

    • Deletion

  • Offices

    • Deletion

Every Hour

  • Scorecards

    • Creation

    • Updates

  • Interviews

    • Creation

    • Updates

  • Job Stages

    • Creation

    • Updates

  • Users

    • Creation

    • Updates

      • Note: Changes to user permissions are synced daily, see section below

    • Note: Users cannot be deleted in Greenhouse, only deactivated

Daily

This sync occurs around midnight Pacific Time and can occasionally take an extra day or two to complete. If one of your actions below takes longer than this to sync to Gem, please contact our Support team at support@gem.com to report the issue.

  • Custom Fields

    • Creation

    • Updates

      • Note: Custom fields cannot be deleted in Greenhouse, only deactivated

  • Candidate Tags - This pertains to the global list of candidate tags used for filtering stats in Talent Pipeline. Tags on individual candidates are synced within 15-30 minutes.

    • Creation

    • Updates

    • Deletion

  • Offices

    • Creation

    • Updates

  • Departments

    • Creation

    • Updates

  • Rejection Reasons - The rejection reason for a given application will update within 15-30 minutes, but it won’t appear in filtering dropdowns until this completes.

    • Creation

    • Updates

    • Deletion

  • Sources - The source for a given application will update within 15-30 minutes, but it won’t appear in filtering dropdowns until this completes.

    • Creation

    • Updates

    • Deletion

  • User roles and user permissions - If a user is created in either Gem or Greenhouse, they won't have any Greenhouse permissions assigned to them in Gem until the next daily sync completes.

    • Creation

    • Updates

    • Deletion

    • Note: We only sync permissions for Greenhouse users that match a user in Gem. This is determined by email.

Have any questions about or issues with your Greenhouse data syncing to Gem? Please contact the Gem Support team at support@gem.com.

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