Default Job Admin levels

Job Admin levels are defined sets of permissions that are granted to Job Admin users on a per-job basis. Greenhouse Recruiting provides all organizations with two default Job Admin levels:

• Job Admin: Standard
• Job Admin: Private

With these default Job Admin levels, you can assign a Job Admin user a specific permission set based on the level of access and visibility the user needs on that particular job.

Job Admin levels overview

Greenhouse Recruiting includes three base user permission levels: Basic, Job Admin, and Site Admin.

Users belonging to the same permission level generally will be able to complete the same actions, although some variances might occur based on the user-specific permissions assigned to an individual. 

Users assigned to the Job Admin user permission level can only access jobs to which they are explicitly assigned.

When you assign a Job Admin user to a job, you also must choose which Job Admin level (Job Admin: Standard or Job Admin: Private) the user should have on that particular job, as the level permissions define what actions the user can take on the job based on their level of involvement in the job's hiring process. 

To learn more about the Job Admin user type and use cases for assigning this user type, click here.

Job Admin: Private versus Job Admin: Standard

Managing user access to private candidate information is tricky — you need to ensure your users have all the information they need to make an informed decision without over-sharing, which can be a tough line to walk. Moreover, blanket user permission levels can be problematic if Job Admins require access to private data for only certain jobs (e.g. a recruiter is involved with salary negotiations for one job, but you would not want them to see this information for a candidate on their own level or higher).

The Job Admin: Private level allows your organization to designate the jobs where a user can access private candidate data, without giving them that visibility on all jobs to which they are assigned.

On jobs where they are assigned the Job Admin: Private level, a user has the following permissions for all candidates on the job by default:

• Can view and edit candidates and prospects
• Can edit job info
• Can delete jobs
• Can create, edit, and delete job posts
• Can change job posts status
• Can edit forms
• Can configure scorecard attributes
• Can view candidate scorecards submitted by other users (always)
• Can edit interview plans
• Can edit hiring teams
• Can advance candidates / prospects
• Can email candidates / prospects
• Can add and remove users to their assigned jobs
• Can create, edit, and delete Stage Transition rules (Advanced and Expert subscriptions only)
• Can view and edit private candidate and application fields
• Can view and create private notes
• Can view and edit private job fields and approve/request approval on jobs*
• Can view and edit offers and approve/request approval on offers*

On jobs where they are assigned to the Job Admin: Standard level, a user has the following permissions by default:

• Can view and edit candidates and prospects
• Can edit job info
• Can delete jobs
• Can create, edit, and delete job posts
• Can change job posts status
• Can edit forms
• Can configure scorecard attributes
• Can view candidate scorecards submitted by other users (always)
• Can edit interview plans
• Can edit hiring teams
• Can advance candidates / prospects
• Can reject candidates / prospects
• Can email candidates / prospects
• Can add and remove users to their assigned jobs
• Can create, edit, and delete Stage Transition rules (Advanced and Expert subscriptions only)

All Job Admin users always have the following default permissions on each job where they're assigned any level of Job Admin permissions:

• Can see the job's Dashboard, pipeline, and reports
• Can see all candidates on the job
• Can add and edit candidates and referrals
• Can be assigned Hiring Team roles

Moving candidates between jobs

A Job Admin will be able to move a candidate only to another job where they have permissions that are the same level or lower, but not higher (i.e. a Job Admin: Standard cannot move a candidate to a job where they are a Job Admin: Private).

For example, if a Job Admin: Standard was allowed to move a candidate to a job where they are a Job Admin: Private, the user would gain access to all the private information on the moved profile.

Regardless of whether the intent is malicious or accidental, allowing this action could show an employee a new hire in their role is making more money than they do themselves, or that they are at the bottom end of the salary band for the job. They could find out sensitive details about a new hire's health or family situation that were meant to be kept between the Hiring Team and the candidate, or even read a negative comment that an interviewer mentioned on their scorecard.

Because these incidents represent some of the worst-case scenarios for your users and Hiring Team, Greenhouse Recruiting imposes some restrictions on Job Admins moving candidates between jobs. 

Audit users with specified Job Admin level

Go to the Users page. (Configure icon  > Users)

On the Users page, click Export to Excel. 

An .xlsx file containing all your users will be downloaded to your computer. Find the Job Admin: Private column to determine on how many jobs each user has been assigned to the Job Admin: Private level. 

Additional resources

For more information about Job Admin levels, please see the following articles: 

• Job Admin levels and permission stripes
• Create custom Job Admin level
• Assign job-based permission