Fields help you collect information from new hires during onboarding and organize details related to your employees. You can also configure permissions to give specific users or roles access to view and manage different employee fields.
Owners can add new fields, edit existing fields, set validation rules, and delete fields at any time.
Add a field
Note: New fields cannot be added to the Basic Information field group.
From your Greenhouse Onboarding homepage, navigate to Settings > Company Info > Fields.
You can add fields to any field group other than the Basic Information field group.
Navigate to the field group, then select Add Field from the dropdown.
On the Add New Field page, you'll create your new field, determine the type of information collected by this field, and set rules for which new hires will fill out this field.
Set up the following elements for your new field:
| Field element | Description |
| Display name | The name that Greenhouse Onboarding users will see when filling out your new field. |
| Field type |
Determines the type of information collected in this field. The field type can't be changed after a field is created. Select one of the following:
|
| Help text | (Optional) Provide descriptive text to help users fill out your field. |
| Validation type | For short textbox fields, set a format rule to control how new hires enter data into this field. See Add field validation for details on available validation types. |
| Selection options | If your new field uses the single select or multi select field type, add options for your new hires to select from when they fill out this field. For example, if your field asks for a new hire's favorite color, include each color as a selection option. |
| Field group | The field group where this field will be placed on the Fields page in Settings. |
| Greenhouse Recruiting field | If you've integrated your Greenhouse Onboarding account with Greenhouse Recruiting, you can map your new field to a corresponding field in Greenhouse Recruiting. This allows you to pull relevant candidate information into Greenhouse Onboarding when the candidate is hired. |
| Required for new hires and/or managers | Mark this checkbox to require new hires or their managers to fill out this field during the onboarding process. |
| Rules |
Set rules to determine which new hires will be able to see and fill out this field during their welcome experience. You can apply rules based on the following criteria:
|
When you're finished, click Save.
Edit a field
Click on any existing field from the Fields page to edit it.
On the Edit Field page, update any of the following elements:
- Display name
- Help text
- Validation type (short textbox fields only)
- Selection options (if the field type is single select or multi select)
- Field group
- Greenhouse Recruiting field
- Required for new hires and/or managers
- Rules (any field outside of Basic Information)
Note: The field type can't be changed during editing.
Add field validation
Field validation lets you control the format of information that new hires enter into a short textbox field. When a validation rule is set, new hires receive real-time feedback if they enter data in the wrong format — for example, entering letters in a field that requires numbers only.
To set a validation rule, open any short textbox field from the Fields page. In the Validation Type dropdown, select one of the following options:
| Validation type | Description |
| None | No validation is applied. New hires can enter any value into this field. |
| Custom regex | Enter a custom regular expression to define your own format requirements — for example, for employee IDs, cost center codes, or other organization-specific formats. |
| Email address | Requires the entry to match a valid email address format. |
| Letters only | Restricts input to letters only. |
| Numbers only | Restricts input to digits only. |
| National tax identity |
Requires the entry to match a country-specific tax ID format. Select from the following supported countries:
|
When you're finished, click Save.
Move a field
You can move a field into another field group at any time.
Click and hold the field you'd like to move, then drag and drop it into your preferred field group.
Note: Fields can't be moved into or outside of the Basic Information field group.
Delete a field
Owners can delete existing custom fields at any time. Deleted custom fields will no longer appear in new hire welcome experiences and will be removed from existing employees' profiles.
Note: The following fields can't be deleted from Greenhouse Onboarding or Greenhouse Welcome:
- Basic Information fields
- Personal Email
- Manager
- Work Country
- Employment Status
- Personal Pronouns
- Phone Number
- Onboarding Coordinator
- Birthday
- Date of Termination
- About
To delete a field, navigate to Settings > Company Info > Fields.
Click the field name for the field you'd like to delete.
On the Edit Field page, click Delete.
Click Delete again to confirm you want to delete this field.