Permissions: Owners

Product tier: Available for Greenhouse Onboarding and Greenhouse Welcome subscription tiers

Greenhouse Onboarding allows Owners to manage who in your organization can manage and report on tasks for current employees.

You can create custom access roles with the Can manage and report on assigned tasks permission stripe. This permission allows specific users the ability to view and edit employees' tasks in the task report.

You can assign permissions to manage assigned tasks based on an employee's department, location, employment status, or other criteria.

Add task permissions to a new or existing custom role

To get started, you'll need to configure a new or existing custom role with permission to manage employees' tasks.

From the Greenhouse Onboarding homepage, navigate to Settings Data Flow Permissions.

Permissions page in Greenhouse Onboarding settings with navigation from the settings button to data flow to the permissions tab highlighted

In the Custom Access panel, click an existing custom access role to edit its permissions.

Custom access panel on the permissions page with a custom role hovered over and highlighted to click

You can also click Create New to create a new custom role. Give your new role a Name, then click Save and Close to begin editing this role's permissions.

Create role window with new custom role name filled out and save button highlighted

Navigate to the Settings tab in your custom access role.

Under Permissions, mark the checkbox Can manage and report on assigned tasks

Can manage and report on assigned tasks permission enabled in custom access role

Your changes are saved automatically.

Any user who's assigned this custom role will now have access to manage all employee tasks in the task report. In the next step, you can limit access to manage specific employees' tasks based on the rules that you define for each user assigned to this role.

Assign users to a custom task role

Next, assign permission to view and edit tasks to specific users in your organization. You can also add rules to define which employees' tasks can be edited by users with this role.

Navigate to the Users tab for your custom role, then click Add User.

New custom role page with Users tab opened and highlighted and Add User button highlighted

Under the Add user(s) field, use the dropdown menu to select each user in your organization that you'd like to assign to this custom role.

Note: You can add multiple users simultaneously during this step. Be aware that adding multiple users at once will give them all the same match rules, which are defined below. If you need custom users to have different rules for task access, add them one at a time or in batches.

Add users to custom role window with add users field filled out and highlighted

Define rules to see and edit specific employee tasks

Use any of the following fields to define which tasks this custom access user can manage in the task report:

  • Department matches – view or edit tasks assigned to employees from specific departments
  • Location matches – view or edit tasks assigned to employees from specific locations
  • Employment Status matches – view or edit tasks assigned to employees with specific employment statuses
  • Other Criteria matches – view or edit tasks assigned to employees tagged with other criteria

Add users to custom role window with rule matches filled out and highlighted

Example: You'd like to give two Sales managers a custom access role with permission to view and edit tasks assigned to employees in the Sales department and based in San Francisco.

Select the two managers' names from the Add user(s) menu.

Select Sales from the Department matches menu.

Select San Francisco from the Location matches menu.

Once you save, these two managers will be able to see and edit only the tasks that have been assigned to employees from the Sales department who are based in San Francisco.

Click Save and Close. Repeat the process of adding users and defining their specific access rules as needed. 

Once you're finished, custom access users will be able to manage employee tasks that meet their role's match rules in the task report.

Note: If a user is assigned two or more custom roles with permission to see and edit tasks, they'll be able to edit tasks that match the rules for both custom roles.

Additional resources