Sapling - Lever Integration Guide

Introduction

Finding the best talent is the key to any successful organization, but it doesn’t stop at hiring – it’s just as important to support new hires, empower them to be productive and successful in their new role.

By leveraging Kallidus Sapling, you can provide significant improvements to your People Operations team and Hiring Managers, while completely streamlining the Candidate and Employee experience through the Lever integration.

Lever provides the best-rated recruiting software, applicant tracking system (ATS), and recruitment marketing tools used by top businesses.

With the Lever integration, Sapling will:

• Create Pending Hires: When a new hire is marked as hired in Lever, they will automatically be added to the Pending Hires dashboard in Sapling
• Update User Attributes: When an existing Sapling user is hired for a new role in Lever, they will automatically be added to the Pending Hires dashboard so you can merge their updated job details into their existing profile
• Centralize Recruiting Efforts (optional): Integrate multiple Lever instances into the Pending Hires dashboard for a streamlined onboarding process 

How it Works

Create Pending Hires

• When a new hire is marked as hired in Lever, they will immediately be added to the Pending Hires dashboard in Sapling with their personal information and job details
• If enabled, a new pending hire notification will be sent out to your Admin team once the new hire has been added to the Pending Hires dashboard
• Check out the Supported Fields section for what fields are synced from Lever to Sapling for pending hire creation

Update User Attributes

• When an existing Sapling user (active or inactive) is hired for a new role in Lever, they will immediately be added to the Pending Hires dashboard just like a new hire
• However, they will have a duplicate profile warning which you can resolve by clicking "Resolve Duplicate" to merge their updated job details into their existing profile
• When a job details table is updated this way, the Effective Date of the latest row will reflect the Start Date of the new role

Centralize Recruiting Efforts (optional)

• If you have multiple Lever instances (for different subsidiaries), you can integrate them all into your Sapling Pending Hires dashboard
• Using customizable workflows, you can streamline the onboarding experience for both your People team and your new hires across all subsidiaries

Before Enabling the Integration

For this integration to work, please ensure your Lever subscription includes access to integrations. Integrations are standard across all Lever TRM plans, but if you're on Lever's legacy (non-TRM) plans you'll need either the Professional or Enterprise tier to access any integrations. Please reach out to Lever Support for more information. 

To get the most out this integration, we strongly advise you leverage the standard job detail mapping available during the setup process (see Setting Up the Integration section). Before you do so, you'll need to align the following company details:

• Your Lever Locations must match your Sapling Locations. Lever requires a Location name and country, but you only need to match the name portion to Sapling. 
• Your Lever Work Types must match your Sapling Employment Statuses.
• The setup process allows you to map either your Lever Department or Team (but not both) to Sapling Departments:
  • If you want to map Lever Departments, then your Lever Department must match your Sapling Departments
  • If you want to map Lever Teams, then your Lever Teams must match your Sapling Departments
  • Most customers map Lever Departments to Sapling Departments, and then map Lever Teams via Offer/Requisition fields (see Supported Fields section)

Setting Up the Integration

Part 1: Create an API key in Lever

1. From your home page, navigate to Settings

2. Under Integrations and API, navigate to Partner Integrations

3. Scroll down to find the Kallidus integration and enable the integration slider

4. Scroll down and click "Generate New Key"
5. Copy the API key for Part 3 of the setup

Part 2: Create a candidate hired webhook in Lever

1. Under Integrations and API, navigate to Webhooks

2. Under Candidate Hired, enable the webhook slider and click "Add Webhook"

3. In the web address field, enter the (US/UK) webhook URL below and replace the subdomain with your Sapling subdomain - no need to include "https://" at the beginning:

   • For US customers (saplingapp.io): subdomain.saplingapp.io/api/v1/admin/webhook_integrations/lever
   • For UK customers (kallidus-suite.com): subdomain.kallidus-suite.com/hr/api/v1/admin/webhook_integrations/lever
4. If you'd like to exclude new hires of certain Origins from being added into Sapling, disable the appropriate checkboxes below:
5. Copy the signature token for Part 3 of the setup

Part 3: Enable the Lever integration and map standard job details in Sapling

1. Under Administration Tools, navigate to Integrations

2. Scroll down to find the Lever integration and enable the integration slider

3. Paste your Lever API key and signature token

4. If you'd like to integrate additional Lever instances, click "Add Another Instance" and repeat all previous steps
5. Once completed, click "Next"
6. Select which Lever fields (and from which source) should map to the standard job details in Sapling, and click "Next" - this step is optional but is highly recommended to help streamline your data flow
   • In the example above, we are mapping the Job Title, Location, Department, and Manager from the Lever Job to the corresponding fields in Sapling. Additionally, we are mapping the Anticipated Start Date from the Lever Offer to the corresponding field in Sapling. 
   • Please note that if you map any fields from Lever Requisitions, you'll also need to complete an additional mapping step for the corresponding field under Profile Setup (see Support Fields section). You can do this after you've completed the integration flow.
7. Confirm your configuration details and click "Activate" to complete the integration

Supported Fields

Kallidus is continually expanding the number of fields that sync between Sapling and Lever.

• Supported fields for this integration

During the setup process, you have the option to map the standard job details below:

• Job Title
• Department
• Location
• Manager
• Start Date

Aside from the fields above, you can also map additional fields from Lever Offers and Requisitions. For Lever Offer fields, Sapling will automatically map the fields for you based on matching field names. For Lever Requisition fields, you will need to map the corresponding fields yourself under Profile Setup in Sapling.

If you are mapping Sapling Groups from Lever Requisitions, you will need to map the corresponding fields yourself under Groups in Sapling. For Department and Location, this step is additional to the mapping under the integration settings.

To sync compensation data from Lever to Sapling using Lever's default compensation fields, you'll need to create the following custom fields under Profile Setup in Sapling:

• Offered compensation amount
• Type of earnings

To sync compensation data from Lever to Sapling using Sapling's default compensation fields, you'll need to create the following custom fields on your Offer form in Lever:

• Pay Rate
• Pay Frequency
• Rate Type

Key Factors to be aware of

Field Name Matching

• For the fields to sync correctly, the naming conventions must match between Sapling and Lever for both the fields names and field values (for dropdown fields)

• As a guide for matching your Lever and Sapling field types, please see below:

Lever field type	Sapling field type	Notes
Currency	Currency	When using only a single currency in Lever
Currency	Number	When using multiple currencies in Lever
Date	Date
Dropdown	Multiple choice question
Number	Number
Text (single line)	Short/long text	Long text is ideal to avoid max character limit
Textarea	Short/long text	Long text is ideal to avoid max character limit
Checkbox	Not supported
User dropdown

Resending New Hires

If you need to resend a new hire from Lever to Sapling to capture the most updated data from their Lever profile (eg. an adjusted start date), you can do so by following the steps below:

1. In Sapling, delete the existing Pending Hire profile from the dashboard
2. In Lever, undo the hire and rehire the candidate
   • Alternatively, you can go to Settings > Integrations and API > Webhooks > Scroll down to Recent Webhook Deliveries. Then, locate the corresponding webhook for the hired candidate based on their unique Opportunity ID and click on 'rerun'.

Please note: If you do not delete the existing Pending Hire first, rehiring the candidate/rerunning their hired webhook will not create a new Pending Hire profile with the updated data - you will simply have the existing Pending Hire profile with the outdated data. 

Confidential Postings, Opportunities, or Requisitions Management

Lever's setup article on API credentials states as follows:

"By default, information associated with confidential postings, opportunities, or requisitions will be excluded from the access granted by the Lever API credential. If you wish for the generated API key to grant access to confidential information in your Lever environment, move the 'Allow access to confidential data' toggle to the on position."

Looking to do more?

Want to build your own custom integration? Check out the publicly available resources below:

• Sapling API

• Sapling Webhooks

• Lever API