Integrations
Greenhouse NDA workflows for candidates, hires and contractors
At a glance
- Plan
- Business and Company
- Trigger
- Interview, offer or hire stage you choose
- Templates
- Candidate one-way NDA, employee NDA, contractor NDA
- What syncs back
- Signed PDF on the candidate record on Company
- Setup
- Self-serve, no implementation project
A Greenhouse NDA workflow with NonDisclosures sends an NDA for candidates straight from your ATS when an application reaches the stage you choose: before a take-home task with confidential data, at offer, or at hire. Candidate details fill the agreement and the candidate signs in the browser.
NonDisclosures is a software tool, not a law firm. Templates and AI analysis are not legal advice.
In short
On the Business or Company plan, connect Greenhouse, pick the stage that triggers each agreement, assign a template (a one-way NDA for candidates, the employee NDA at hire, the contractor NDA for freelance roles), map candidate and job fields, and test. Status is visible in NonDisclosures and, on Company, webhooks and the API can write the signed PDF back to the candidate record.
Three moments where hiring needs an NDA
Recruiting teams usually meet confidentiality at three points, and each needs a different document. Sending all three from the ATS means the recruiter does not have to remember which file goes to whom.
| Hiring moment | Typical Greenhouse stage | Agreement to send |
|---|---|---|
| Take-home task or case study using real data | Take-home or onsite interview stage | One-way NDA protecting your information |
| Finalist reviews roadmap, financials or code | Final interview stage | One-way NDA |
| Offer accepted for an employee | Offer or hired stage | Employee NDA |
| Freelancer or contractor engaged | Offer or hired stage on a contract job | Contractor NDA |
Not every interview needs an NDA. Ask for one only when you will actually share something confidential, since a signature request early in the process can feel heavy to candidates.
NDA for candidates before confidential interview work
Many teams now use realistic exercises: an analyst gets an anonymized but real dataset, an engineer works in a copy of a private repository, a product candidate critiques an unreleased feature. That material is confidential, and the candidate has no employment agreement yet. A short one-way NDA covers the gap. It defines what is confidential, limits use to evaluating the role, requires reasonable care, and asks the candidate to return or destroy the material afterwards.
The candidate receives a personal signing link by email, valid for 30 days, and signs with a typed or drawn signature without creating an account. The audit trail records timestamps, IP address, user agent and a document hash.
Employee and contractor NDAs at offer or hire
When a candidate becomes an employee, the employee NDA template goes out from the offer or hired stage. It includes a Protected Activity section, so the agreement does not stop anyone from reporting possible violations to agencies such as the SEC or NLRB, the immunity notice under the Defend Trade Secrets Act, and a local law clause for state rules on employee covenants. For contract roles, the contractor NDA covers the same ground for an independent worker.
State law on restrictive covenants varies widely. California Business and Professions Code 16600, for example, voids most non-competes, which is one reason a confidentiality agreement should stay a confidentiality agreement. For the HR side of the process, see employee confidentiality agreement.
Setting up the Greenhouse NDA rule
- Connect. An admin authorizes NonDisclosures to read candidates, applications and jobs in Greenhouse.
- Choose the trigger stage. Select the interview, offer or hired stage that should send an agreement. Different jobs can use different stages.
- Choose the template. Assign the candidate one-way NDA, the employee NDA or the contractor NDA to each rule, using your team templates with locked clauses.
- Map fields. Map candidate name and email to the signer, the job title to the purpose or role, and your company signatory.
- Test. Move a test application into the stage, check the generated agreement, then switch the rule on.
Tracking signed candidate and employee NDAs
Every agreement sent from Greenhouse lands in the NonDisclosures register with its status, per-signer timeline and expiry date. HR can search by person, type or status, export a CSV for audits, and nudge anyone who has not signed. Before sending, the rule checks the register so a candidate who already signed an NDA for an earlier exercise is not asked again.
On the Company plan, webhooks and the API can write the signed PDF back to the candidate record in Greenhouse when the nda.signed event fires. More on the register is on the contract tracking software page.
About this connection
NonDisclosures connects to Greenhouse through its standard APIs. It is not a Greenhouse product and does not claim a partnership, marketplace listing or certification from Greenhouse. NonDisclosures is a software tool, not a law firm. Templates are general information, not legal advice, and employment rules differ by state.
Questions and answers
Should candidates sign an NDA before an interview?
Only when you will share confidential information, for example a take-home task with real data or a review of unreleased work. For ordinary interviews an NDA adds friction without much benefit.
Which NDA is right for a candidate?
A one-way NDA, because only your company discloses. It limits use of the material to the hiring process and asks the candidate to return or destroy it afterwards.
Can Greenhouse send the employee NDA automatically at hire?
Yes. Set the offer or hired stage as the trigger and assign the employee NDA template. The new hire signs in the browser without an account.
Does the employee NDA include whistleblower protections?
Yes. It includes a Protected Activity section and the Defend Trade Secrets Act immunity notice, plus a local law clause for state-specific rules.
Which plan includes the Greenhouse integration?
Business and Company. Writing the signed PDF back to the candidate record through webhooks and the API requires Company. See pricing.
Is NonDisclosures an official Greenhouse partner?
No. It connects through Greenhouse's standard APIs and does not claim any partnership, listing or certification from Greenhouse.
Is the candidate NDA legal advice?
No. NonDisclosures is a software tool, not a law firm. Templates and AI analysis are not legal advice, so have an employment attorney review agreements for your states.
Send candidate and employee NDAs from Greenhouse
The Greenhouse integration is part of the Business and Company plans. Pick a plan, connect your ATS and choose the stages that send each agreement.
NonDisclosures is a software tool, not a law firm. Templates and AI analysis are not legal advice.