By default, Greenhouse Onboarding provides your organization with three essential roles to help manage your onboarding process:
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.
Create a custom role
You can add a custom role on the Permissions page. (Settings > Permissions)
Scroll down to the Custom Access panel and click Create New.
Add a name for the new Custom Role. When you're finished, click Save and Close.
The new Custom Role will be appear on the Custom Access panel.
Add users to a custom role and define basic permissions
Select the custom role on the Permissions page.
Click Add User on the Users tab.
Select the users who should be assigned the custom role in the Add Users field. In the second half of the window, determine what employees, departments, or employment status the custom role should be able to modify.
Note: If a specific employee should be excluded 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.
Click Save and Close when you're finished.
Update the name of a custom role
You can modify the name of a custom role on the Settings tab by clicking the edit icon.
After you enter the new name into the field, click Save.
Manage the custom role's administrative permissions
Each custom role has a unique set of permissions that allow assigned users to complete actions in Greenhouse Recruiting. These options are separated into administrative privileges and field privileges:
- Administrative privileges: Broad permissions related to assigning tasks and employee documents for both future and current employees.
- Field privileges: Specific permission that allows the custom role to view or edit selected information on an employee's profile.
By default, custom roles aren't assigned any administrative privileges. You can assign administrative privileges to a role by selecting the checkbox on the Settings tab.
Manage a custom role's employee field permissions
Field permissions are a specific set of privileges that allow a user to view or update fields on an employee's profile. This functionality is more specific than administrative permissions, which give the user more access to manage the employee's documents and tasks.
Example: An IT Support Specialist may need a custom role to access and edit a field for Computer Model so they can keep track of equipment assigned to different employees through Greenhouse Onboarding.
By assigning an employee field permission to a custom role, the organization can ensure that the support specialist can update the correct profiles, without getting full access to the Greenhouse Onboarding system and employee profiles.
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. By using different combinations of the checkboxes, you can define unique permission sets for each field. See the sections below for more information on specific combinations.
View Only
Selecting only the Can View for Employees checkbox allows the custom role to see the field's contents on the employee profile. However, they will not be able to make any changes to the information.
View and Edit
Selecting both checkboxes gives the custom role the ability to see and update the selected field.
Hidden
If neither checkbox is selected, the field will be hidden for the custom role. This setup is often used for sensitive or private information that should only be viewed by managers and administrators.
