Permissions: Owners

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

Owners can configure which users have access to view your organization's new hires in Greenhouse Onboarding or Greenhouse Welcome.

Create custom access roles with the Can access the new hire report permission stripe and assign this role to allow specific users to view new hire details in the new hire report.

Add new hire permissions to a custom role

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

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 new custom 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 access the new hire report.

Can access the new hire report permission enabled in custom access role settings

Your changes are saved automatically.

Any user who's assigned this custom role will now have access to view new hires in the new hire report. In the next step, you can limit access to manage specific new hires based on the rules that you define for each user assigned to this role.

Assign users to a custom role with new hire permissions

Next, assign permission to manage new hires to specific users in your organization. You can also add rules to define which new hires can be viewed by users with this role.

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

Users tab in Can manage new hires custom role opened and highlighted with 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 managing new hires, add them one at a time or in batches.

Adding two users to new custom role for managing new hires with Add users field highlighted

Define rules to view new hires

Use any of the following fields to define which new hires this custom access user can see in the new hires report:

  • Department matches – view new hires from specific departments
  • Location matches – view new hires from specific locations
  • Employment Status matches – view new hires with specific employment statuses
  • Other Criteria matches – view new hires tagged with other criteria

Adding two users to new custom role for managing new hires with match rules for Markting department and Los Angeles location filled out

Example: You'd like to give two Marketing managers a custom access role with permission to view new hires in the Marketing department and based in Los Angeles.

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

Select Marketing from the Department matches menu.

Select Los Angeles from the Location matches menu.

Once you save, these two managers will be able to see new hires from the Marketing department who are based in Los Angeles.

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 see new hires that meet their role's match rules in the new hire report.

Additional resources