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Business productivity ⇄ Human resources

Gatekeeper to Greenhouse integration — real-time, two-way sync

Keep Gatekeeper and Greenhouse in sync without custom scripts. Cut weeks of integration work, eliminate silent data drift, and give your team a single, reliable source of truth.

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Adopted by fast-scaling companies moving mission-critical data in real time

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Why teams connect Gatekeeper and Greenhouse

Keep the people, teams, and status that Gatekeeper and Greenhouse share aligned in real time, so a hire, role change, or departure recorded in one reaches the other within seconds.

Each tool in Gatekeeper keeps its own list of who can use it: users, members, or agents, along with the team they sit on and whether they are still active. Greenhouse is the authoritative record of the same people as employees, with their department, manager, and employment status. When those two are connected only by manual account admin or a periodic export, the work tools drift: new hires wait days for access, team and manager changes never catch up, and people who have left keep standing accounts.

Stacksync syncs Vendors (Suppliers), Files, Workflow form data, Custom data groups in Gatekeeper with Candidates, Applications, Jobs, Offers in Greenhouse bi-directionally and in real time. A person added, moved, or offboarded in Greenhouse creates or updates the matching user in Gatekeeper within seconds, with field-level mapping and conflict resolution in place of spreadsheets and one-off account changes. Where Gatekeeper captures details of its own, such as a corrected contact or a login identity, those can flow back to Greenhouse in whichever direction you configure.

Because the sync is field-level, each system keeps its own extras; only the shared facts, who a person is, which team they belong to, and whether their access should be on, are held in agreement.

Common use cases

  • 01 Push generated documents into Gatekeeper Files, or pull executed contract PDFs and compliance evidence out into a document store or archive.
  • 02 Stream workflow-form data - intake requests, vendor onboarding, risk assessments - into an operational database for cycle-time and compliance reporting.
  • 03 Write enriched or sourced Candidates from external tools into Greenhouse and keep contact fields refreshed as data changes.
  • 04 Stream Jobs, Departments, and Offices into a reporting database for recruiting funnel and time-to-fill dashboards.

Common sync patterns

Onboarding: access ready on day one

A new hire recorded in Greenhouse creates the matching user in Gatekeeper with the right team and manager already set, so people can start working without waiting on a provisioning ticket.

Offboarding: no standing access after a departure

When someone is marked as leaving in Greenhouse, the matching account in Gatekeeper is deactivated or flagged, so departures do not leave open access behind.

One employee directory

A person's name, title, contact details, or status corrected in either system updates the other, so both sides stop maintaining separate copies of the same person.

What you can sync between Gatekeeper and Greenhouse

Representative objects on each side — any object or custom field can map to any target. Schemas are auto-detected; types are converted between the two systems.

Gatekeeper objects Greenhouse objects How this pairing syncs
Users Gatekeeper user and team records governed by role-based access; read to map contract and vendor owners, approvers, and internal contacts to CRM or HR records. Users Greenhouse users (recruiters, hiring managers); read and written, and referenced by the On-Behalf-Of header on every write. Same entity on both sides — records pair one-to-one and field-level changes reconcile in both directions.
Contracts The core contract records holding value, key dates, renewal terms, status, type, owner, and the linked vendor; created, read, updated, and deleted so contract data moves two-way between Gatekeeper and a database, ERP, or CRM. Scorecards Interviewer feedback and ratings tied to interviews; read-only in Harvest, exported to a warehouse for interview analytics. Contracts is specific to Gatekeeper and Scorecards to Greenhouse — each maps to any object or custom field on the other side.
Vendors (Suppliers) Company records for counterparties and suppliers with onboarding status, compliance, risk, contacts, and spend; read and written to keep vendor master data aligned with a CRM or ERP. Scheduled Interviews Interview events with interviewers, times, and rooms; full create/update/delete support for calendar and reporting syncs. Vendors (Suppliers) is specific to Gatekeeper and Scheduled Interviews to Greenhouse — each maps to any object or custom field on the other side.
Files Document files attached to contracts and vendors - executed PDFs, certificates, and compliance evidence; read to pull signed files and evidence out, or written to push generated documents in. Departments and Offices Org structure attached to Jobs; read and written to keep reporting hierarchies aligned with an HRIS or warehouse. Files is specific to Gatekeeper and Departments and Offices to Greenhouse — each maps to any object or custom field on the other side.
Workflow form data The structured data captured on Gatekeeper workflow forms (intake requests, vendor onboarding, risk assessments); exposed by the API since 2025 so form results sync into an operational database, not only contract and vendor records. Candidates Person records with contact details, tags, and custom fields; read and written via Harvest, often created from sourcing or enrichment pipelines. Workflow form data is specific to Gatekeeper and Candidates to Greenhouse — each maps to any object or custom field on the other side.
Custom data groups Customer-configured custom fields and data groups; because the JSON:API and its docs are dynamic, any custom data added in Configuration exposes the same read/write endpoints as the standard objects and syncs the same way. Applications Links a Candidate to a Job; carries current stage, status, and source. Movable, rejectable, and hireable through Harvest write calls. Custom data groups is specific to Gatekeeper and Applications to Greenhouse — each maps to any object or custom field on the other side.

How changes propagate between Gatekeeper and Greenhouse

Each direction of the sync is driven by what the source system can signal and what the destination accepts — detection, delivery, and expected latency below.

Gatekeeper Greenhouse Interval-based propagation

DetectionStacksync polls Gatekeeper for changes on an incremental schedule, reading only records changed since the previous pass. No native developer webhook subscription API and no database change-data-capture log.

DeliveryEach detected change is written to Greenhouse through its API, with automatic retries and rate-limit backoff.

Greenhouse Gatekeeper Sub-second propagation

DetectionGreenhouse notifies Stacksync of record changes through webhook events. HMAC-SHA256 signed webhooks for candidate, application, job, and interview events, plus polling list endpoints with created_after / updated_after /.

DeliveryEach detected change is written to Gatekeeper through its API, with automatic retries and rate-limit backoff.

Rate-limit considerations

  • Gatekeeper: Gatekeeper publishes no fixed public per-minute request quota; throughput is governed per key by its endpoint permissions, and every call is recorded (parameters, payload, response) under API Logs for monitoring. Pace bulk writes and use JSON:API pagination on list endpoints.
  • Greenhouse: Harvest enforces a per-integration limit over a rolling 10-second window (X-RateLimit-Limit, commonly 50 requests / 10s for approved integrations); responses carry X-RateLimit-Remaining and, on a 429, X-RateLimit-Reset and Retry-After.
What ships with Gatekeeper ⇄ Greenhouse

Connect Gatekeeper and Greenhouse for flexible, real-time data sync.

Real-time sync, workflow automation, event queues, EDI, and monitoring, for every Gatekeeper–Greenhouse connection.

Real-time

Two-way sync

Changes in Gatekeeper or Greenhouse instantly reflect in both systems. No stale data, no manual imports.

No-code + pro-code

Workflow automation

Trigger automated workflows whenever Gatekeeper or Greenhouse data changes, update records, fire webhooks, or kick off sequences without brittle API scripts.

At scale

Event queues

Handle millions of events per minute without losing a single Gatekeeper or Greenhouse record.

Observability

Monitoring

Track your Gatekeeper ⇄ Greenhouse sync health, view errors, and replay failed events in one click.

Trading partners

EDI

Transform legacy EDI complexity into simple database interactions between Gatekeeper and Greenhouse.

How the Gatekeeper and Greenhouse connectors work

Gatekeeper

Integration surface
RESTful API following the JSON:API specification, tenant-scoped with interactive docs at {tenant}.gatekeeperhq.com/api_docs and a published Postman collection. The API is dynamic: it exposes the standard Contract and Vendor objects plus any custom data groups and workflow-form data configured in the tenant.
Authentication
API keys created and managed under Configuration > API Keys and passed as a token; each key carries granular per-endpoint permissions set to read-only or write, so access is scoped per object. Multiple keys can be issued and revoked independently.
Change detection
No native developer webhook subscription API and no database change-data-capture log; detect changes by polling the JSON:API list endpoints filtered and sorted on updated-at timestamps. Gatekeeper's own event automation - Workflow Engine phase transitions and Interconnect process orchestration - runs inside the platform rather than as a subscribable webhook stream.
Capabilities
read · write
Rate limits
Gatekeeper publishes no fixed public per-minute request quota; throughput is governed per key by its endpoint permissions, and every call is recorded (parameters, payload, response) under API Logs for monitoring. Pace bulk writes and use JSON:API pagination on list endpoints.

Greenhouse

Integration surface
Harvest REST API (plus read-only Job Board API and the Ingestion API for bulk candidate import)
Authentication
HTTP Basic Auth with a Harvest API key (key as username, blank password, colon appended then Base64-encoded); write calls require an On-Behalf-Of header naming the Greenhouse user
Change detection
HMAC-SHA256 signed webhooks for candidate, application, job, and interview events, plus polling list endpoints with created_after / updated_after / last_activity_after filters
Capabilities
read · write · webhooks
Rate limits
Harvest enforces a per-integration limit over a rolling 10-second window (X-RateLimit-Limit, commonly 50 requests / 10s for approved integrations); responses carry X-RateLimit-Remaining and, on a 429, X-RateLimit-Reset and Retry-After.
Greenhouse setup guide
How it works

How to connect Gatekeeper to Greenhouse — three steps, no code

Configure and sync within minutes, no code. Whether you sync 50k or 100M+ records, Stacksync handles the queues, infra, and plumbing. Integrations are non-invasive and need zero setup on your systems.

  1. 01

    Connect your apps

    Authenticate Gatekeeper and Greenhouse with each platform's native method — OAuth, API keys, or service accounts — plus secure options like SSH tunneling, IP whitelisting, and VPC peering.

    • OAuth 2.0
    • SSH tunnel
    • VPC peering
    Gatekeeper connected
    Greenhouse connected
    OAuth 2.0
    SSH tunnel
    SSL certificate
    VPC peering
  2. 02

    Choose tables

    Pick the Gatekeeper and Greenhouse objects to sync — Stacksync auto-detects both schemas, including custom fields where the platform exposes them. Sync to existing tables, or let Stacksync create new ones with ideal data types.

    • Standard objects
    • Custom objects
    • Auto-schema
    objects · Gatekeeper ⇄ Greenhouse
    Customers 12,480
    Sales Orders 8,213
    Invoices 5,902
    Items 1,344
  3. 03

    Map fields

    Fields map automatically even when names and types differ. Stacksync handles transformation and type casting for you, zero configuration required.

    • Auto-map
    • Type casting
    • Transforms
    Gatekeeper Greenhouse
    Company company_name text
    Email email text
    Amount amount numeric
    Created created_at timestamp
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FAQ

Gatekeeper and Greenhouse integration FAQ

SECURITY

Security teams trust Stacksync

As a data company, we understand the importance of keeping your data secure. Stacksync is built with security best practices to keep your data safe at every layer, and is DPF-certified for US, EU, UK and CH data transfers.

Learn more about security
SOC 2 Type II
ISO 27001
HIPAA BAA
GDPR
CCPA
DPF US-EU-UK-CH
→ SECURITY WITH BENEFITS

SSO & SCIM

Let your users access Stacksync from your centralized user management systems. Works with Okta, Azure, Google SSO and more.

Alerts

Immediately get alerted about record syncing issues over email, Slack, PagerDuty and WhatsApp. Resolve issues from a centralized dashboard with retry and revert options.

Secure connection options

Securely connects to your systems with:

OAuth 2 SSH Tunnelling SSL certificates IP Whitelisting VPN gateway VPC peering and more

Related integrations

Every pair below is a real-time, two-way sync. Search all 407 integrations available for Gatekeeper and Greenhouse.

Popular · 7 of 407
All Gatekeeper integrations All Greenhouse integrations Browse all integrations
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