Permissions: Owners, Coordinators, Managers who can manage tasks assigned to current employees, and users with custom access to configure onboarding tasks for future employees

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

Once you've integrated a third-party task system with your organization's Greenhouse Onboarding account, users with access to create and manage onboarding tasks can assign tasks to your third-party task system.

This article covers how to assign onboarding tasks to a third-party task system.

Assign a task to your 3rd-party task system

From your Greenhouse Onboarding homepage, navigate to Settings Onboarding Plan Tasks.

Greenhouse Onboarding Settings page with Tasks tab highlighted in left panel

Note: Users with Manager access or custom access to manage employee tasks won't be able to view or create tasks in Settings.

Managers can create new tasks or edit existing tasks in a direct report's employee profile.

Users with custom access to manage employee tasks can view and edit assigned tasks in the task report for employees that match their custom role's match criteria. Custom access users can't create new tasks for these employees.

On the Tasks page, click Add Task.

Tasks page in Settings with Add Task button highlighted

Create your new onboarding task using the Add task dialog box. You're required to give your task a Name and a Task Category, but you can configure any of the following for your new task:

  • Name
  • Details / Notes
  • Task Category 
  • Due Date
  • Assignee (Who is responsible for this task?)
  • Assign Date
  • Attachments
  • Onboarding Plan Criteria

Use the Who is responsible for this task? field to assign this task to your third-party task system.

In the dropdown, scroll to 3rd-Party Task System, then select the task system you want to assign.

Add task dialog box with 3rd party task system selected as task assignee and highlighted

When you're done, click Save and Close.

Your new task will be assigned to the third-party task system you selected. When this task is generated for a new hire, Greenhouse Onboarding will send an email to your third-party task system.

Personally identifiable information (PII) in third-party task systems

You can include tokens in the Details / Notes section of an onboarding task, which may allow personally identifiable information to be sent to a third-party task system.

To limit the exposure of personally identifiable information, Owners can define viewable fields when setting up your third-party task system integration in Settings. This helps you control which specific fields will be accessible by your third-party task system when it receives an onboarding task.

If a task with a non-viewable token is assigned to your third-party task system, Greenhouse Onboarding will block it from accessing this information.

Viewable fields selected for adding new Asana task system

Additional resources