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Human resources ⇄ Business productivity

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

Keep Greenhouse and SendGrid 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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Why teams connect Greenhouse and SendGrid

Keep the people, teams, and status that SendGrid 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 SendGrid 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 Unsubscribe Groups, Email Activity, Contacts, List in SendGrid with Jobs, Offers, Scorecards, Scheduled Interviews in Greenhouse bi-directionally and in real time. A person added, moved, or offboarded in Greenhouse creates or updates the matching user in SendGrid within seconds, with field-level mapping and conflict resolution in place of spreadsheets and one-off account changes. Where SendGrid 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 Sync CRM contacts and their custom fields into SendGrid lists so campaign targeting reflects live sales data
  • 02 Write bounces, spam reports, and unsubscribes back to the CRM to keep email opt-in status accurate everywhere
  • 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

Where SendGrid routes or assigns work by person: assignments follow the org

When someone changes teams or managers in Greenhouse, the queues, ownership, or approvals in SendGrid update to match, so work reaches whoever holds the role now.

Onboarding: access ready on day one

A new hire recorded in Greenhouse creates the matching user in SendGrid 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 SendGrid is deactivated or flagged, so departures do not leave open access behind.

What you can sync between Greenhouse and SendGrid

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.

Greenhouse objects SendGrid objects How this pairing syncs
Users Greenhouse users (recruiters, hiring managers); read and written, and referenced by the On-Behalf-Of header on every write. Unsubscribe Groups Synced with incremental and full sync per the Stacksync docs. Users is specific to Greenhouse and Unsubscribe Groups to SendGrid — each maps to any object or custom field on the other side.
Departments and Offices Org structure attached to Jobs; read and written to keep reporting hierarchies aligned with an HRIS or warehouse. Email Activity Synced with incremental and full sync per the Stacksync docs. Departments and Offices is specific to Greenhouse and Email Activity to SendGrid — each maps to any object or custom field on the other side.
Candidates Person records with contact details, tags, and custom fields; read and written via Harvest, often created from sourcing or enrichment pipelines. Contacts Marketing recipients upserted from CRM or database records, including custom field values. Candidates is specific to Greenhouse and Contacts to SendGrid — each maps to any object or custom field on the other side.
Applications Links a Candidate to a Job; carries current stage, status, and source. Movable, rejectable, and hireable through Harvest write calls. List Synced with incremental and full sync per the Stacksync docs. Applications is specific to Greenhouse and List to SendGrid — each maps to any object or custom field on the other side.
Jobs Requisitions with openings, hiring team, departments, and offices; created and patched via Harvest, read out for funnel and time-to-fill reporting. Segments Query-based contact groups whose membership SendGrid computes from contact fields. Jobs is specific to Greenhouse and Segments to SendGrid — each maps to any object or custom field on the other side.
Offers Offer records tied to an Application with status and custom offer fields; readable and patchable, commonly synced to HRIS on hire. Categories Synced with incremental and full sync per the Stacksync docs. Offers is specific to Greenhouse and Categories to SendGrid — each maps to any object or custom field on the other side.

How changes propagate between Greenhouse and SendGrid

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.

Greenhouse SendGrid 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 SendGrid through its API, with automatic retries and rate-limit backoff.

SendGrid Greenhouse Sub-second propagation

DetectionSendGrid notifies Stacksync of record changes through webhook events. Event Webhook posts delivery and engagement events (processed, delivered, open, click, bounce, spam report) to an HTTP endpoint.

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

Rate-limit considerations

  • 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.
  • SendGrid: Subject to the platform's API rate limits; contact upserts are batched, asynchronous jobs rather than per-row writes.
What ships with Greenhouse ⇄ SendGrid

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

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

Real-time

Two-way sync

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

No-code + pro-code

Workflow automation

Trigger automated workflows whenever Greenhouse or SendGrid 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 Greenhouse or SendGrid record.

Observability

Monitoring

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

Trading partners

EDI

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

How the Greenhouse and SendGrid connectors work

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

SendGrid

Integration surface
REST API (v3)
Authentication
API key (create in SendGrid Settings > API Keys with Custom Access / Full Access for the objects to sync; key begins with "SG")
Change detection
Event Webhook posts delivery and engagement events (processed, delivered, open, click, bounce, spam report) to an HTTP endpoint; contact and list changes are detected by polling
Capabilities
read · write · webhooks
Rate limits
Subject to the platform's API rate limits; contact upserts are batched, asynchronous jobs rather than per-row writes
SendGrid setup guide
How it works

How to connect Greenhouse to SendGrid — 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 Greenhouse and SendGrid 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
    Greenhouse connected
    SendGrid connected
    OAuth 2.0
    SSH tunnel
    SSL certificate
    VPC peering
  2. 02

    Choose tables

    Pick the Greenhouse and SendGrid 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 · Greenhouse ⇄ SendGrid
    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
    Greenhouse SendGrid
    Company company_name text
    Email email text
    Amount amount numeric
    Created created_at timestamp
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FAQ

Greenhouse and SendGrid 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
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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 455 integrations available for Greenhouse and SendGrid.

Popular · 7 of 455
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