With Greenhouse Onboarding's new permissions you will be able to create and manage your own roles for users. This will allow you to create a role specifically for your IT Team, or for your HR Specialists.
Below we'll give a complete over view on the new permission options. If you're looking for something in particular please review our other articles on Permissions:
- Greenhouse Onboarding: Changing from Current Permissions to Custom Roles
- Greenhouse Onboarding: Permissions Best Practices & FAQ
- Greenhouse Onboarding: Built in Roles
- Greenhouse Onboarding: Create a Custom Role
Notes: For each role you will only be able to give or remove access to Custom Fields. You will not be able to grant or remove access to certain features of the product.
These fields are not considered Custom Fields: Legal Name, Birthday, Email, and Employment Status.
Built-in Roles: Control what features a user has access to
Every user will be assigned at least one of our built-in roles. This will determine which features they have access to in the Product.
When employees are added to Greenhouse Onboarding, they will default to the Employee role.
Super Admin -
- Should be assigned if you want a user to have access to all information and all features in the app. Will be able to edit and adjust any employee information and any company content.
- Feature Permissions: Create and manage Roles, add additional Admins or Super Admins, Delete employee records, manage integrations, onboard employees, access Tasks Dashboard, report on custom fields, access Task View of employee profile, manage non-custom fields Legal Name, Birthday, Email, and Employment Status, mange account Settings.
- Should be assigned if you want the user to access and report on specific information.The Admin role will allow them to pull reports and manage onboarding. You will need to assign an additional Role to the user to determine what fields the user can view and edit.
- Feature Permissions: Onboard employees, access Tasks Dashboard, report on custom fields, access Task View of employee profile, manage non-custom fields Legal Name, Birthday, Email, and Employment Status, manage account settings.
- Should be assigned to users that do not need to complete any admin duties in Greenhouse Onboarding.
- Feature Permissions: can access other employee Profiles, Pages, and Company info
Custom Roles: Control what custom fields a user has access to
The below is how to build out your permissions either from scratch, or if you already have your permissions set up.
To review how to build a Custom Role, let's use the use case of adding Location specific IT Specialists.
Acme Organization has two offices, one in San Francisco, and one in New York. They want to add in IT team members that can only see specific information for employees in each office. The SF IT Specialist, should not be able to see sensitive information for NY employees, and vice versa.
Make Admin and Employee Roles the same
- First we recommend that make your Admin and Employee built-in roles identical. Then add any account owners or power users as Super Admins.
- This will ensure that all information is locked down by default, and that only a select amount of people (Super Admins) will have access to all features and all custom fields.
- Once we create Custom Roles, we'll then add those users as Admins so they can access the features that an Admin has access to (onboarding,reporting, etc), but will only be able to see the custom fields specified in their Custom Role.
- To make Admin and Employee access identical go to Settings > Permissions > Admins > and change field access to match the Employee role.
- Then go to Super Admin and confirm all fields to View & Edit.
Create Custom Roles
- To create a new role, as a Super Admin go to Settings > Permissions > Add Role
- Name your Role, in this case we will name it IT Specialist
- Select what Fields the Role should have access to.
- Select whether the Role should be able to View or View & Edit each field.
- Select Add User and select the user you want to assign the Role to.
- Under Applies to these Groups select All Employees - this will allow the User to view the selected custom fields for all employees.
Make Role Location or Department specific
If you want to make it so that certain users with the Role you created, only have that role for employees in certain departments or locations you can set that up within the role. You do NOT need to create a new role for every Location and Department.
- Under Applies to these groups, select the Location(s) or Department(s) the user has this role for. This means the user will only be able to see the specific fields on employees that are a part of the specified Department(s) or Location(s).
- For our IT Specialist in SF, we'll select San Francisco.
Control which employees the User can manage info for
- Once you have added a User you will be able to see a list of the employees they will have their role for. To control which employees they have the role for:
- Open the list of employees. Employees will appear in alphabetical order by their last name.
- Select Remove next to the name of the employee, the user should not have the Role for
- Select Add Employee to add an employee the user should have the Role for
- You may want to do this for Remote employees. For example, for our IT Specialist use case we have assigned him the SF office. However there may be a lone remote employee in Northern California that the IT Specialist should also be able to manage.
Allow User to Report on Custom Fields
- If you want to allow the user to also report on the custom fields they have been given access to, you will need to assign them as an Admin.
- Go to Settings > Permissions > Admin > Users with this Permission Level > Add a User
- Select the name of the IT Specialist and Save
- Remember, your Admin role is identical to the employee role. However, now your IT Specialist will be able to access all of the features an Admin has access to, but will only be ale to access the fields you have given them access to in their role. So they will be able to report on the custom fields, but will not be able to pull reports on any other fields.
- Please note: This will also mean your employee will have all Admin permissions, including being able to view the Task Dashboard and the Task view of any employee profile (however they will only be able to see the fields they have permission to see).