This article covers the Job Admin, user-specific, and Sourcing Automation permissions associated with Greenhouse CRM. Click here for an overview of Greenhouse CRM.
Note: Some organizations in Greenhouse Recruiting may be using a legacy CRM licensing structure. For more information on the legacy CRM licensing structure, click here.
In this article:
Job Admin CRM permissions
Job Admin levels are defined sets of permissions that are granted to users on a per-job basis.
A user who is assigned to a job as a Job Admin has the following default visibility:
- 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
In addition to the default visibility, Site Admins can enable the following permissions that allow Job Admins to perform specific functions within CRM:
| Permission | With permission | Without permission |
| Can advance candidates / prospects | When granted, this permission allows Job Admins to convert prospects to candidates | The convert to candidate button is not available |
| Can reject candidates / prospects | When granted, this permission allows Job Admins to reject candidates using the Stop considering as prospect button from the prospect's profile | The stop considering as prospect button is not available |
| Can email candidates / prospects | When granted, this permission allows Job Admins to email prospects from the prospect's profile | The email prospect button is not available |
| Can create and view private prospects |
Marking a prospect as private restricts access to the prospect's profile for everyone except the prospect owner and users with access to view private prospects Note: If a Job Admin has standard access but is the prospect owner of a private profile, they will have access to the profile |
Job Admins can see private prospects from the All Candidates page, but cannot view or manage their profiles |
| Can merge candidates and prospects | When granted, this permission allows Job Admins to merge duplicate profiles | Job Admins can see the prospect has a duplicate profile and are advised to reach out to a Site Admin to merge the profiles |
| Can view and create private notes | When granted, this permission allows Job Admins to view and create private notes | Job Admins aren't able to view or create private notes |
CRM user-specific permissions
Users who are assigned the Job Admin permission level or higher can be assigned the following optional CRM user-specific permissions:
| Permission | With permission | Without permission |
| View CRM and assign prospects to pools | When granted, this permission allows Job Admins to see the CRM, manage prospects they have access to by adding touchpoints, assign pools/stages reminders, and view Talent Finder | Job Admins don't have access to the CRM tab from your Greenhouse Recruiting dashboard |
| Manage CRM | When granted, Job Admins can create pools and stages, and set prospect owners | Job Admins won't be able to create prospect pools and stages, or set prospect owners |
| Can create and manage recruiting events |
When granted, this permission allows Job Admins to purchase, create, and edit events where you're an admin |
Job Admins can't purchase, create, or edit events |
| Can manage unattached prospects |
When granted, this permission allows Job Admins to add prospects to jobs, convert prospects to candidates, and see the private tab for prospects in any jobs departments or offices that they have access to |
CRM users without unattached prospect access can edit basic information, add tags and convert or reject unattached prospects in any jobs, departments or offices they have access to |
Assign CRM user-specific permissions
Note: In order to assign user-specific permissions, you must be a Site Admin with the user-specific permission Can edit another user's advanced permissions.
To assign user-specific CRM permissions to a Greenhouse Recruiting user, click the Configure icon on your navigation bar, then select Users on the left.
Click the name of the user for whom you wish to assign CRM user-specific permissions.
From the Edit User page, scroll to the User-Specific Permissions section.
Find Other Actions and click the checkbox next to the CRM user-specific permission to be added to the user.
Click Save when finished.
Sourcing Automation permissions
Note: When they're assigned a seat, Sourcing Automation users are automatically given CRM management access.
Sourcing automation is an add-on product within Greenhouse CRM that makes sourcing your superpower by helping you find, reach, and engage top talent quickly and effectively.
Once an organization purchases Sourcing Automation, users must have a seat in order to access its features.
Click here to learn how to enable Admin or Standard access seats for users in your organization.