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Custom Access (Custom Roles)

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By default, Greenhouse Onboarding provides your organization with 3 essential roles to help manage your onboarding process: Owners, Coordinators, and Employees. While these roles typically cover a wide range of administrative needs, we are aware that 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 are: 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, navigate to the Customer Access tier panel on the Permissions page and click Create New

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From the subsequent dialog box, use the provided field to give the Custom Role a name. When finished, click Save and Close.

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The role will be added to the list of Custom Roles for your organization.

 

Add/Remove Users From the Custom Role

From the Permissions page, click the name of the Custom Role from the Custom Access panel.

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From the Custom Role permissions page, the Users tab will specify the users who are currently assigned the Custom Role and their associated email address. Click Add User to add an additional user account to the list.

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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.

Note: If an employee needs to be exempted from having their employee fields viewed, edited, and/or managed by the custom role despite matching the rules criteria, add those users to the Except for these employees field.

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Note: You can apply different rules and exceptions every time you add user(s) to the Custom Role. This way multiple users can have the same permission level while only being able to access different sets of employees that match different rules criteria. 

 

Edit Name of the Custom Role

If you ever need to edit the name of a Custom Role, click the Settings tab from the Custom Role permissions page and click the Edit icon edit.pngnext to the name of the role.

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

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Manage Custom Role's Administrative Permissions

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

  • Can manage employee documents and signature requests
  • Can configure the onboarding tasks for future employees

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Manage Custom Role's Employee Field Permissions 

Note: The Custom Role's view and edit access to other employee fields will be set to the Default Access (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 permission page and navigate to the Field Permissions panel.

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Configure the Custom Role 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 

To give the Custom Role the ability to view a specific employee field on another employee account, place a check under the Can View for Employees column. With this option, 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.

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View and Edit

To give the Custom Role the ability to edit a specific employee field on another employee account, place a check under the Can Edit for Employees column. With this configuration, users who are assigned to the Custom Role can change the value input into the field for other employees.

Note: By giving the Custom Role permissions to edit an employee field on another employee's account, users assigned to the Custom Role will automatically be given permission to view the employee field.

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Hidden

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

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