Note: Configuring Custom Fields can only be performed by a user with Admin and Super Admin level permissions.
Custom fields allow you to create and organize the presentation of information you would like to collect from individuals being onboarded within your company. As part of a New Hire's onboarding experience, custom fields will be filled in by either the New Hire or their Manager and can be configured to be visible or hidden from other employees.
In this article, we will explore:
- Basic Information Field Group
- Additional Information Field Group
- Configure a Custom Field
- Configure Custom Field Permissions
- How to Add and Edit a New Custom Field Group
To start, click on the Settings tab from your navigation bar.
From the Settings page, navigate down the left-hand column and click Custom Fields.
Basic Information Field Group
As the name implies, the Basic Information field group is a collection of basic information on every employee and New Hire in your organization. You cannot rename, add new fields, or migrate fields into or outside the Basic Information field group.
To rearrange the organization of fields within the Basic Information field group, click and hold the name of any field and drag the tile to a new position within the field group.
You can configure any field in the Basic Information field group by clicking any field name once.
To learn more about configuring the details of a field, click here.
Additional Information Field Group
While you are able to add and migrate custom fields into the Additional Information field group, fields defaulted to the field group (Personal Email, Manager, Work Country, and Employment Status) cannot be migrated outside of this group.
To rearrange the organization of fields or migrate a field to the Additional Information field group, click and hold the name of any field and drag the tile to a new position within the field group.
You can configure any field in the Additional Information field group by clicking any field name once.
If you would like to add a custom field to the Additional Information field group (or any non-Basic Information field group) click the ellipse in the top-right hand corner of the field group pane. From the drop-down menu, click Add Field.
To learn more about configuring the details of a new field, click here.
Configure a Custom Field
From the Add/Edit Field dialogue box, you can configure the field's Name, Help Text, Field Type, etc...
Choose a Field Type from the provided options in the drop-down menu and provide any appropriate options/information if necessary.
Select the checkboxes for who can edit this field. Likewise, you can make the field a required field that will need to be filled in.
For our example, we want this field to be a required field that the New Hire fills in.
Note: The checkbox for Contains sensitive information entails that any values input for the custom field will be redacted from Greenhouse Onboarding's search feature and reporting capabilities.
By default, a Super Admin and General Admin can View and Edit the information input for this custom field. In the next section, we will cover how to configure the permissions for the custom field.
When you have finished, click Save and Close.
Custom Field Permissions
Once a custom field is created, you can configure permissions for individuals to view and/or edit the field by navigating to left-hand panel of the Settings page and clicking Permissions.
From the Permissions page, navigate to the role you would like to edit and click .
From the subsequent panel, navigate to your custom field and select whether you want to give the role: No Access, View permissions, or View and Edit permissions.
When you have finished, click Update.
If you return to the custom field's edit page, the role will be added to the custom field's permission section.
Add and Edit Field Group
In addition to Basic and Additional field groups Greenhouse Onboarding provides default field groups for your convenience. Custom fields can be moved freely between these non-Basic and non-Additional Information field groups.
To add a new field group, click Add Field Group from the Fields page.
From the subsequent dialogue box, give the new field group a Name. When you have finished, click Save and Close.
New field groups will be added to the list of field groups in alphabetical order.
If you need to edit the name of a default or custom field group, navigate to the pane for the field group and click the ellipse. From the drop-down menu, click Edit Field Group.