Analytics permissions

Greenhouse Analytics uses its own permission system, separate from your Greenhouse Recruiting (GHR) configuration. Permissions in Analytics are role-based and can also be controlled at the individual resource level when managing access to data views and dashboards.

Analytics roles

Greenhouse Analytics has four roles that determine what a user can see and do within the platform.

How roles are assigned

Analytics roles are managed directly within Greenhouse Analytics – not through the Greenhouse Recruiting permissions configuration.

Here's how users arrive in Analytics based on their Greenhouse Recruiting setup:

• Greenhouse site admins arrive in Analytics with the Admin role.
• Non-site admins granted the Analytics "Viewer" role can see content opened to anyone in the organization, as well as anything opened to them directly.
• Non-site admins without an explicit Analytics role can only see content that has been opened to them or to the organization. They will not see Greenhouse-owned data views and dashboards by default.
• Users explicitly assigned the "None (No access)" role cannot see any content in Analytics, including resources opened to the organization or opened to them directly. This is distinct from having no role assigned, as users with this role are actively blocked from all Analytics content.
• Basic users in Greenhouse Recruiting do not have access to Greenhouse Analytics and will not see Analytics in their navigation menu.

Permissions by resource type

Greenhouse Analytics has two resource types: data views and dashboards. Permissions work slightly differently across each.

Data views

By default, a new data view is visible only to its owner. When you open access to it (to a specific person or to your whole organization) recipients get View only access unless you explicitly grant View and edit.

Dashboards

By default, a new dashboard is visible only to its owner. When you open access to it, recipients get View only access unless you grant View and edit.

Granting dashboard access automatically gives the recipient View only access to the data views powering its visualizations. To let them edit those data views too, grant View and edit on each data view separately, via its own manage access menu.

Managing access to a resource

Resource owners and Admins can control who has access to a dashboard or data view using the manage access menu. This is where you set the general visibility of a resource and add or remove specific users.

From Analytics home, click the ellipsis (…) menu next to the dashboard or data view, then select Manage access.

From here, choose one of the following options under General access:

• Restricted (default) – Only users you add explicitly can see this resource.
• Anyone in the organization – Anyone with analytics access can see this resource.

To give a specific user(s) access, select Restricted and use the Search and add users field to search for the user by name.

Once added, choose their access level from the dropdown next to their name:

• View only — The user can view the resource but cannot edit it.
• View and edit — The user can view and make changes to the resource.

Click Save.

Removing a user's access

From Analytics home, click the ellipsis (…) menu next to the resource, then select Manage access.

Find the user in the Users with access list, then click Remove next to their name.

If you accidentally remove someone and want to add them back, click Undo next to their name.

Click Save.

Keep in mind how removal works across resource types:

• Removing a user's access to a dashboard does not automatically remove their access to the associated data views. Those remain accessible to the user independently. To remove access to both, remove the user from each resource separately.
• Removing a user's access to a data view removes their direct access to that data view. If a dashboard the user still has access to contains a visualization built on that data view, the dashboard will remain accessible, but the affected visualization will error.

Managing user roles

From Analytics home, click the settings icon (⚙) in the top-right corner.

From here, choose Users to locate all users who have been given access to at least one resource, along with their current analytics role.

To change a user's role, click the Role dropdown next to their name and select a new role. Available roles are Admin, Creator, Viewer, and None (No access). Assign "None (No access)" to prevent a user from viewing any Analytics content, including resources opened to the organization.