Securing Your Hiring Process

Overview

This document describes the end-to-end experience for Talent Acquisition (TA) and HR teams using Greenhouse while being protected from impersonation and interview fraud.

• The solution ensures that:

  • Every interview scheduled through Greenhouse is automatically secured by imper.ai

  • Candidates are verified before joining the meeting

  • Verification results are written back into Greenhouse

  • Recruiters receive actionable recommendations

Interview Scheduling

Recruiters and Talent Acquisition teams can continue to schedule interviews using their existing workflow, with no changes to current processes:

1. Navigate to candidate profile in Greenhouse Recruiting > Candidates page

2. Schedule an interview in the required stage of the process.

   1. Select the candidate and configure the interview details. Click “Send invites to interviewers”.

      Note: Interviews scheduled via Greenhouse must use Google Meet as the video conferencing type; for additional provider please contact support@imper.ai.

3. Click on Resend Confirmation Email button to send an email and a calendar invite to the candidate.

4. At this stage, two calendar invitations are generated and appear on the calendar of the user who scheduled the interview in Greenhouse (the scheduler):

   • The invitation sent to the interviewer

   • The invitation sent to the candidate - only this invitation includes a secure link.

     • Note: The candidate meeting invitation is automatically updated with the secure link within 3 hours prior to the interview start time.

   This ensures that every interview scheduled through Greenhouse is protected by default, without any manual action required from TA or HR teams.

   

Candidate Experience

1. The candidate meeting invitation is automatically updated with the secure link within 3 hours prior to the interview start time. The candidate will be notified by email when the invitation is updated.

2. The secure link redirects the candidate to a confirmation page to initiate verification, after which the candidate is automatically redirected to the interview meeting.

Note

When a candidate is flagged as medium risk, they will receive instructions in the next scheduled calendar invitation.

The meeting invitation will include instructions for the candidate:

1. Medium Risk Candidate - “Following your previous interview, we identified anomalies during the verification process. Prior to the next interview, please review and follow the instructions at the link below: Candidate Instructions”

2. Unverified Candidate - “Our records indicate that the previous interview was joined without completing the verification process. Please ensure that all future interviews are accessed using the secure link only.”

Verification Results in Greenhouse

After the verification process is completed, imper.ai automatically records the results back into Greenhouse.

imper.ai updates the Candidate Profile with interview-level verification results. Inside the candidate details, TA and HR teams can see:

• “imper.ai verification” custom field

• Verification results of all interviews conducted with the candidate

Each interview entry includes:

• Timestamp (interview date and time)

• Verification status (e.g., Verified, High Risk, Flagged for Review)

• Direct link to the imper.ai UI for deeper analysis.

  • Clicking on this link will direct the user to imper.ai HR console to view the selected verification details (see here for more info).

This ensures recruiters never need to leave Greenhouse to understand candidate verification result.

Candidates Page

For deeper investigation and decision-making, all interviews and verification data is available in the imper.ai console.

The candidates report provides a consolidated view of all interviews monitored by imper.ai. It allows TA and HR to investigate:

• Candidate verification results throughout all stages of the hiring process

• Candidate Risk level

• Explicit recommendations for the recruiters

Candidates Table

Each candidate record includes the following columns:

• Candidate Name

• Candidate Email – The candidate’s email address as recorded in Greenhouse.

• Risk Level – The risk level associated with the candidate’s most recent interview.

• Total Number of Interviews – The total number of secure interviews conducted with the candidate.

• Last Interview Timestamp – The date and time of the candidate’s most recent interview.

Interview Details

For each interview, the following information is displayed:

• Interview Name – The interview stage name as recorded in Greenhouse.

• Risk Level – The risk level determined during verification (Verified, Medium, High).

• Verification Status – The interview verification status (e.g., Completed, Unverified, Window Closed).

• Interviewer(s) – One or more interviewers invited by the meeting organizer.

• Initiated By – The name of the meeting organizer.

• Started At – The start and end times of the interview session.

Filtering and Searching

The following filters help narrow results:

• Search Bar (candidate name or email)

• Risk Level

• Interview Name

• Initiated By

• Date Range picker

Refresh Table updates the view with the most recent data.

Interview Verification Details

Clicking into a specific interview opens the Verification Details View, which includes:

• Interview Name – The interview stage name as recorded in Greenhouse.

• Candidate Name – The full name of the candidate associated with the interview.

• Candidate Email – The candidate’s email address as recorded in Greenhouse.

• Location – The video conferencing location used for the interview (e.g., Google Meet).

• Risk Level – The risk level determined in the verification process.

• Verification Status – The current verification status of the interview (e.g., Completed, Unverified, Window Closed).

• Initiated By – The name of the meeting organizer who scheduled the interview.

• Interviewer(s) – One or more interviewers invited by the organizer.

• Attendees – All participants who joined the interview session. Please note that here we use the display name used by the user in the conferencing tool.

• Timestamp – The date and time when the interview verification occurred.

At the top of the verification details pane a recommendation is displayed. Example recommendations include:

• Proceed to the next stage - The candidate passed verification for this interview session.

• Reject this candidate - High risk indicators were detected during the interview verification

This view enables informed, defensible hiring decisions based on verified interview data.

Possible Verification Statuses and Recommendations

The system may assign one of the following verification statuses:

• Verified - The candidate successfully joined the meeting and passed verification. No anomalies were detected.

• Unverified - The candidate joined without completing the verification process.

• Medium Risk - The user was flagged as potential risk due to some indicators detected in the verification process.

• High Risk - The user was flagged as high risk candidate

Medium Risk Candidate

• Candidate is flagged with a medium risk score.

• In Greenhouse the verification status would show: Flagged for Review

High Risk Candidate

• Candidate is marked with a high risk score

Known Issues

1. For each scheduled interview, the candidate may receive multiple meeting invitation update notifications over email. These include the original meeting invite and update emails, which contain the secure link.