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Assign Job-Based Permission to Users in Bulk

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Note: On October 21, 2021, we began deprecating the Interviewer permission level as the final step in our simplified interviewing permissions update. If you do not see the Interviewer permission level available in Greenhouse Recruiting, your organization’s account has been updated already, and references in this article to the Interviewer permission level are no longer applicable. 

Greenhouse Recruiting allows your organization to assign job-based permissions to multiple users at the same time. In this article, will cover:

 

Assign Job-Based Permissions to Users in Bulk

To assign job-based permissions in bulk, click the Configure icon Configure.png in the upper right-hand corner and navigate to Users on the left-hand panel.

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Use the filters at the top of the page to narrow down your list of users if applicable, then click the Bulk Actions button. 

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Select the users you wish to edit. This can be done in one of two ways:

  • Click the checkboxes to the left of the user names, or
  • Click the Quick Select button to search for users by name or email address

If you prefer to select users from the provided list, click the checkbox to the left of each user who should be edited in your Bulk Action. When finished selecting users, click Edit Selected (#).

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If you prefer to select users by searching for name or email address, click the Quick Select button instead.

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In the Quick Select dialog box, type or paste the user names or email addresses you wish to edit in your Bulk Action. If any names or email addresses are entered which do not match existing users, they will be skipped. When finished entering users, click Edit Selected (#).

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Once you have selected your users through one of the methods above, you will be directed to the Edit # Users dialog box. In this dialog box, click Add and Remove Job Permissions.

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Click Add and Remove Job Permissions in the subsequent dialog box. 

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Note: Job-based permissions cannot be added to or removed from Site Admins. If you selected Site Admin users in the previous step, those users will be skipped during the bulk update and no changes will be made to their user permissions. 

To assign the selected users permissions on individual jobs, click Edit inline with the name of the job where you wish to make the change.

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A dropdown will appear. Choose the permission level you wish to assign from the dropdown. Repeat this step for each job where you wish to assign user permissions. When finished, click Done at the bottom of the Add and Remove Permissions dialog box. 

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Alternatively, to assign the selected users permissions on all jobs listed on the page, click the Mark all as: dropdown at the top of the page, and then select the permission level you wish to assign the users. When finished, click Done at the bottom of the Add and Remove Permissions dialog box. 

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Note: If the selected users have permissions on Future Jobs, those permissions will not be impacted by this bulk action on all jobs. Changes to permissions on Future Jobs will be skipped.

You also can assign a permission level on future jobs to the selected users by clicking Edit inline with All Future Jobs at the top of the jobs list. The users will be automatically assigned the selected permission on all future jobs. When finished, click Done at the bottom of the Add and Remove Permissions dialog box. To learn more about assigning job-based permissions on future jobs, click here

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Once you have selected your intended changes, In the Edit Job Permissions (# Users) dialog box, confirm the listed permissions are correct, then click Save Permissions

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From the subsequent dialog box, click Save Permissions again to confirm. 

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Assign Job-Based Permissions for More Than 30 Users

If you attempt to add or remove job-based user permissions for 30 or more users at a time, you will be prompted to type in the number of users you selected to edit before you can save and execute the change. 

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Bulk Assignment Rules

Below are rules that govern which job-based permissions can be granted based on the assigner's own permission level.

Job Admin

If the assigner in the bulk action is a user with Job Admin level permissions, they can:

  • Only assign users to a job where the assigner has Job Admin level permissions
  • Only assign users to a permissions level that does not exceed that of the assigner

Site Admin 

If the assigner in the bulk action is a user with Site Admin level permissions, they can:

  • Assign users to any job within the organization
  • Assign users to the permission level used to filter them into a list