Introduction
BrightHire integrates with Ashby to bring interview intelligence directly into your hiring workflow. This guide covers the key features of the integration and shares best practices to help your team get the most out of both platforms working together.
Whether you're a hiring manager, recruiter, or admin, understanding how data flows between Ashby and BrightHire will help you keep things clean, avoid confusion, and take full advantage of features like guide sync, scorecard autofill, and AI-powered notes.
Understanding Guide Sync
One of the most powerful parts of the BrightHire-Ashby integration is automatic guide sync. BrightHire pulls your Ashby feedback forms and converts them into Call Guides that appear in the Interview Assistant side panel during interviews. This helps ensure your interviewers have the right questions in front of them without needing to create guides manually in BrightHire.
Note: Guide sync depends on your Ashby API key permissions and runs on a regular cadence, so there may be a short delay before new or updated feedback forms appear in BrightHire.
How It Works
Every feedback form in your Ashby account syncs to BrightHire as a Call Guide. The sync runs automatically and keeps things up to date. There are two types of feedback forms in Ashby, and they behave differently in BrightHire:
Shared Feedback Forms
Managed in Ashby under Settings > Feedback Forms
Can be linked to multiple interview plans and jobs
Sync to BrightHire with the name you gave them in Ashby Settings
Not assigned to a specific position in BrightHire (since they can serve multiple positions in Ashby)
Non-Shared (Custom) Feedback Forms
Created directly within an interview plan for a specific job
Edited in the interview view (not in Ashby Settings)
Often have auto-generated names in Ashby like "untitled" or "untitled COPY COPY COPY"
Naming rule: If a feedback form comes in as "UNTITLED" and has an associated interview, BrightHire will rename the guide to the interview title. If there is no associated interview, the guide may remain unnamed.
Assigned to a single position in BrightHire
Why You Might See Cluttered or Duplicate Guides
It's common for Ashby customers to notice their BrightHire Guides page looks a bit messy. Here's why:
Duplicate names: Since feedback forms are named after interview stages, many guides will have identical names (e.g., multiple "Phone Screen" or "Technical Interview" guides).
"Untitled" guides: Non-shared feedback forms often come through as "untitled" because they weren't given a name in Ashby. If a form has an associated interview, BrightHire renames the guide to the interview title. If not, the guide may stay unnamed until the interview plan is fully configured.
Deleted guides come back: If you delete a synced guide in BrightHire, it will reappear on the next sync because the source feedback form still exists in Ashby.
Tip: Don't worry about guide clutter in the admin view. Your interviewers will always see the correct guide for their specific interview in the Interview Assistant, regardless of how many guides exist in the admin list.
Best Practices for Guide Sync
Name your shared feedback forms well. Give them clear, descriptive names in Ashby Settings > Feedback Forms (e.g., "Engineering Technical Screen" rather than leaving it as "untitled").
Add a dedicated field for feedback by including "additional feedback" (case-insensitive) in a text field title.
Use shared feedback forms when possible. Shared feedback forms are easier to manage since you name them once and they're used across multiple jobs. They also produce cleaner guide names in BrightHire.
Clean up unused interview plans in Ashby. If you have old interview plans with unused custom feedback forms, those will still sync. Cleaning up unused plans in Ashby keeps your BrightHire guides list tidier.
Let the sync do its job. Changes to feedback form content (questions, structure) in Ashby will automatically sync to BrightHire. No need to manually update guides.
Using the Interview Assistant with Ashby
The Interview Assistant is BrightHire's side panel that appears during interviews. When connected to Ashby, it automatically displays the correct guide questions for each interview based on the feedback form assigned in Ashby.
Best Practices
Trust the auto-selection. When the Interview Assistant detects an Ashby interview, it automatically selects the right guide. You don't need to manually pick one.
Use the Chrome Extension for dual-monitor setups. For interviewers who use a dual-monitor setup or prefer a floating panel, the BrightHire Chrome Extension provides an independent window that works alongside Zoom without any window management hassle.
Keep Ashby links in your calendar events. The Chrome Extension identifies Ashby interviews by looking for Ashby links in your calendar event title, location, or body.
Scorecard Autofill
Scorecard Autofill lets you populate your Ashby scorecards with AI-generated summaries from your BrightHire interview recordings. Instead of manually writing feedback, you can pull in structured notes with a single click.
How to Use It
After an interview is recorded and processed in BrightHire, navigate to the candidate's scorecard in Ashby.
You'll see the BrightHire Scorecard Autofill banner at the top of the scorecard. In most cases, BrightHire will automatically match the correct interview recording.
If the wrong interview is matched, click "Change interview" to select a different recording from the BrightHire side panel.
Allow processing time. Click "Autofill scorecard" to populate the scorecard. This generates tailored summaries in real time, so it can take up to ~25 seconds to complete.
Best Practices
Question-by-question filling. Autofill reads each question on your scorecard and generates a tailored summary using the relevant parts of the conversation. Questions where relevant content exists will be answered; subjective questions or topics not covered are left blank for you to complete.
Additional summary output. After filling scorecard questions, Autofill also generates an additional summary organized by topic. This goes into the first scorecard text field. You can add a dedicated field for it by including "additional feedback" (case-insensitive) in a text field title.
Timestamp links included. Each autofilled bullet includes clickable timestamp links (e.g., [5:23]) that jump to the relevant moment in the BrightHire recording, so you can quickly verify context.
Review before submitting. Always review and adjust the autofilled content before submitting. Add your own observations and make sure the feedback reflects your personal assessment.
Hiring Team & Permissions Sync (RBAC)
BrightHire automatically syncs hiring team roles from Ashby, so you don't need to manually manage permissions in two places.
How Roles Map
Ashby Role | BrightHire Permission |
Hiring Manager | Hiring Team Admin |
Recruiter | Team Member |
Recruiter Coordinator | Interviewer |
Tip: RBAC sync runs automatically. When you update hiring team assignments in Ashby, those changes will reflect in BrightHire without any manual steps.
Setting Up Candidate Consent (Opt-In)
If your organization requires candidate consent before recording interviews, you can configure this directly in Ashby's Application Forms so it syncs automatically with BrightHire.
Key Setup Tips
Create a consent question in your Ashby Application Form and mark it as "required."
Link your Application Forms. Use shared (linked) Application Forms across jobs so the consent field stays consistent everywhere.
Field names must match exactly. The consent field name in Ashby must exactly match what's configured in BrightHire (case-sensitive, no special formatting). This is different from Greenhouse, which uses snake_case.
Watch for mismatches. If the consent field names don't match between Ashby and BrightHire, candidate consent cannot be imported properly.
Data Retention & Candidate Privacy
BrightHire provides flexible data retention settings to help your organization stay compliant with its data policies. You can configure automatic deletion cadences based on criteria like days since a candidate was hired, rejected, or last interviewed.
These settings are managed in BrightHire under Settings > Data Retention. A Site Admin can set up notification schedules so the right people are alerted when candidate data meets your deletion criteria.
Tip: Be sure to delete candidate data in your ATS before deleting it in BrightHire. If a candidate is later updated in the ATS, some metadata could resurface in BrightHire. For full details, see the Data Retention help article linked below.
Frequently Asked Questions
Why do I see so many guides with the same name?
Feedback forms are created per interview stage, and many stages share common names like "Phone Screen" or "Technical Interview." Each one creates a separate guide in BrightHire. This is expected and doesn't affect the interviewer experience — the right guide is always auto-selected during interviews.
Can I delete unwanted guides in BrightHire?
You can, but they'll come back on the next sync because the source feedback form still exists in Ashby. If you want to reduce guide clutter, the best approach is to clean up unused feedback forms and interview plans directly in Ashby.
Why are some guides labeled "untitled"?
Non-shared feedback forms in Ashby often don't have explicit names. When BrightHire syncs these, it checks whether the form has an associated interview. If it does, BrightHire renames the guide to the interview title. If there is no associated interview yet, the guide may remain unnamed. This typically resolves once the interview plan is fully configured in Ashby.
Does my interviewer need to do anything to see the right guide?
No. BrightHire automatically selects the correct guide based on the feedback form assigned to that specific interview in Ashby. Interviewers just open the Interview Assistant and the right questions are there.
Where does scorecard autofill put the AI notes?
Autofill reads each scorecard question and generates a tailored answer from the relevant parts of the conversation. It also produces an additional summary organized by topic, which goes into the first scorecard text field. You can give it a dedicated field by adding one titled "additional feedback" (case-insensitive). Rating fields are never auto-populated — those are always for the interviewer.
Helpful Resources
For more detailed information, check out these BrightHire Help Center articles:
BrightHire Ashby Integration — Setup & configuration guide
BrightHire Scorecard Autofill for Ashby — Using AI to fill scorecards
Configure Candidate Consent (Opt-In) in Ashby — Setting up recording consent
Sync Hiring Team Roles — RBAC permissions mapping
BrightHire Chrome Extension — Installation and usage
Data Retention — Configure deletion cadences and policies
Questions? Reach out to your BrightHire support team — we're always happy to help!