Greenhouse Onboarding allows users with Owner access or Coordinator access to configure who in your organization can view and onboard pending hires. Create custom access roles with the Can manage pending hires permission stripe to assign specific users the ability to manage your pending hires and view the pending hires report.
You can assign permissions to manage pending hires based on the hire's department, location, employment status, or other criteria. For example, if you have a manager based in San Francisco, you can grant this user permission to manage only the pending hires that are joining your San Francisco office.
Configuring these permissions will help your organization onboard new hires more efficiently, as you can limit employees' access to a specific set of pending hires. You'll also have more control over pending hire data, allowing your organization to comply with privacy requirements common to geographically distributed workforces.
Add a custom access role with pending hire permissions
To get started, you'll need to create a new custom access role with pending hire permissions in Settings.
Create a new custom role
Navigate to Settings > Data Flow > Permissions from your Greenhouse Onboarding homepage.
Click Create New in the Custom Access panel.
Enter a name for your new custom role, then click Save and Close.
Configure pending hire permissions
Once you've created a new custom role, it will automatically open and allow you to configure permissions settings.
Click the Settings tab under your custom role name to add pending hire permissions.
Under Permissions, check the Can manage pending hires box.
Any user who's assigned this custom role will now have access to manage all pending hires. In the next step, you can limit access to manage specific pending hires based on the rules that you define for each user assigned to this role.
You can also configure any other permissions or field permissions needed for this role. Learn more about setting up custom access roles in Greenhouse Onboarding.
Assign pending hire access
Next, assign your new custom role to users in your organization. You can also add rules to define which pending hires can be managed by users with this role.
Add users to a custom pending hires role
Navigate to the Users tab for your custom role, then click Add Users.
Under the Add user(s) field, use the dropdown menu to select each employee that you'd like to assign pending hire permissions.
Define rules for pending hire access
Use any of the following fields to define which pending hires this custom access user will be able to manage:
- Department matches – give access to pending hires from specific departments in your organization
- Location matches – give access to pending hires from specific locations
- Employment Status matches – give access to pending hires with specific employment statuses
- Other Criteria matches – give access to pending hires tagged with other criteria set by your organization
Click Save and Close when you're finished.
Employees who have been assigned this custom role will be able to view only the pending hires that match the access rules you've defined. Custom access users can manage these pending hires from their Greenhouse Onboarding homepage or through the pending hires report.
Learn more about configuring access and permissions in Greenhouse Onboarding: