(Internal) Greenhouse Sync Timings

🔍 Articles in This Section

Please use the following list to see additional internal articles regarding the Greenhouse integration:

• (Internal) Greenhouse Integration Overview
• (Internal) Greenhouse Integration Customer Eligibility and Setup
• Greenhouse Integration User Permissions
• Greenhouse Integration Available Features and FAQ
• (Internal) Greenhouse Sync Timings (📍you are here)
• Greenhouse Integration Expected Real-time Webhooks

While most Greenhouse data is synced in real time, because of API limitations, some data is synced at certain intervals. This can lead to some confusion because it can seem like certain data is incorrect in Gem when it just hasn’t updated yet.

For some data types, only certain actions are synced in real time (e.g. we only delete interview in real time, we do not add/update them in real time).

Real Time

• Activity Feed
• This is synced in real time 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 (this is triggered when a candidate in Greenhouse is merged, not candidates in Gem)
• Anonymizing (this is a rarely used Greenhouse option)
• Interviews
• Deletion
• Scorecards
• Deletion
• Jobs
• Creation
• Updates
• Deletion
• Job Stages
• Deletion
• Departments
• Deletion
• Offices
• Deletion

Synced Every 10 Minutes

• Scorecards
• Creation
• Updates
• Interviews
• Creation
• Updates
• Job Stages
• Creation
• Updates
• Users
• Creation
• Updates
• Users cannot be deleted in Greenhouse
• Note: user permissions are only synced once per day, see below

Synced Daily

This sync happens around midnight Pacific time and is currently somewhat unreliable, sometimes it can take an extra day or two to fully run

• Custom Fields
• Creation
• Updates
• Custom fields cannot be deleted in Greenhouse (they are just marked as inactive)
• Candidate Tags
• Creation
• Updates
• Deletion
• This is just the global list of tags for typeahead dropdowns used for filtering stats/talent pipeline, tags on individual candidates are synced in real time
• Offices
• Creation
• Updates
• Departments
• Creation
• Updates
• Rejection Reasons
• Creation
• Updates
• Deletion
• The rejection reason for a given application will update in real time, but it won’t appear in dropdowns until this runs
• Sources
• Creation
• Updates
• Deletion
• The source for a given application will update in real time, but it won’t appear in dropdowns until this runs
• User roles and user permissions
• Creation
• Updates
• Deletion
• We only sync permissions for Greenhouse users which match a user in Gem
• Even if a user is created (in GH), they won’t have any permissions assigned to them until the next daily sync runs that night*
• new Gem users on Greenhouse full sync teams will have an initial one-off permissions sync run upon user signup

• Real Time
• Synced Every 10 Minutes
• Synced Daily