Custom access (custom roles) – Greenhouse Support

Permissions: Owner

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

By default, Greenhouse Onboarding provides your organization with three essential roles to help manage your onboarding process:

Note: Users are granted Manager access when they are assigned as a Manager on another user's profile.

While these roles typically cover a wide range of administrative needs, we recognize your organization may need to create unique roles to help manage certain tasks throughout your onboarding process.

With Greenhouse Onboarding's Custom Access tier, your organization can create custom roles with very specific administrative and employee field permissions. Custom roles your organization might consider creating include Hiring Manager, HR Specialist, Accounting Team, and IT Manager.

In this article we will cover how to:

Create Custom Role

To create a new Custom Role for your organization, click Settings in the navigation bar. From the Settings page, expand the Data Flow section and click Permissions.

From the Permissions page, navigate to the Custom Access panel and click Create New.

In the Create Role dialog box, add a name for the new Custom Role. When finished, click Save and Close.

The new Custom Role will be added to the Custom Access panel.

Add/Remove users from the Custom Role

From the Permissions page, navigate to the Custom Access panel and click the name of the Custom Role.

From the Custom Role Permissions page, the Users tab will specify each user who is assigned the Custom Role and their associated email address. Click Add User to add a user account to the list.

From the subsequent dialog box, select user(s) who should be assigned the Custom Role from the provided dropdown menu. Additionally, apply rules to the role so that permissions associated with the role are only applicable to employees who fit designated criteria. When finished, click Save and Close.

Note: If a specific employee should be exempted from having their employee fields viewed, edited, and/or managed by the Custom Role despite matching the rules criteria, add that employee to the Except for these employees field.

Note: You can apply different rules and exceptions every time you add user(s) to the Custom Role. This allows multiple users to be assigned the same permission level while allowing each user to access only employees who match the specified rules criteria.

Edit Custom Role name

To edit the name of an existing Custom Role, click the Settings tab from the Custom Role Permissions page and then click the Edit icon next to the name of the Custom Role.

Enter the new name for the Custom Role. When finished, click Save.

Manage Custom Role's Administrative permissions

All permissions associated with the Custom Role can be viewed by navigating to the Custom Role Permissions page and clicking Settings. By default, Custom Roles do not have any administrative permissions. Custom Roles can be assigned the following administrative tasks by placing a check next to the appropriate permission:

Can configure the onboarding tasks for future employees
Can manage employee documents and signature requests
Can see and edit the tasks that have been assigned to current employees

Manage Custom Role's Employee field permissions

Note: The Custom Role's view and edit access to other employee fields will be set to Default Employee Access unless additional access is granted.

To grant additional access to employee fields for the Custom Role, click the Settings tab from the Custom Role Permissions page and navigate to the Field Permissions panel.

Configure the Custom Role's access permissions for each employee field by placing a check under the appropriate column. Below are the various configurations you can set up for every employee field:

View Only

Checkmark Can View for Employees. With this option enabled, users who are assigned to the Custom Role will be able to discover and view the field for other employees but cannot change the value of the field.

View and Edit

Checkmark the Can Edit box. With this configuration, users who are assigned to the Custom Role can view and edit employee information.

Note: Granting the Custom Role permission to edit an employee field on another employee's account automatically grants users view access.

Hidden

If an employee field has neither Can Edit for Employees or Can View for Employees selected, the field is neither viewable nor editable for anyone in the organization other than Owners or possibly other Custom Roles. This state for employee fields is reserved for fields that users assigned to the Custom Role do not need to access.