This feature is currently in open beta.
Information in this article may not reflect the most up-to-date changes, as the product is actively being updated.
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.
| Role | Description |
| No access |
|
| Viewer |
|
| Creator |
|
| Admin |
|
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 shared with the organization, as well as anything opened to them directly.
- Non-site admins without an explicit Analytics role arrive with access to Greenhouse-owned data views and dashboards, and anything opened to the organization.
- Basic users in Greenhouse Recruiting do not have access to Greenhouse Analytics and will not see Analytics in their navigation menu.
Notes:
- Currently, a user will only appear in the Analytics Permissions page after they have been given access to at least one dashboard or data view. Until then, they are not visible in the user list.
- Analytics role management happens inside Greenhouse Analytics. Changes to a user’s role in Greenhouse Recruiting do not automatically update their Analytics role.
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 restricted to its owner. When opening access to a specific user, they can be given view only or view and edit access.
| Role | Default access level | Can be given “View and edit” access? |
| Viewer | View only | Yes |
| Creator | View only | Yes |
| Admin | View only | Yes |
Dashboards
By default, a new dashboard is restricted to its owner. When a user is given access to a dashboard, they can be assigned view only or view and edit access.
Note: When a user is given access to a dashboard, the data views used to power its visualizations are automatically given view only access to that same user. View and edit access to those data views must be set separately via each data view’s manage access menu.
| Role | Default access granted | Can be given “View and edit” access? | Access to associated data views |
| Viewer | View only | Yes | View only |
| Creator | View only | Yes | View only |
| Admin | View only | Yes | View only |
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.
Note: Currently, users are not notified when they are given access to a resource.
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
Note: Only Analytics Admins can access the analytics user permissions page and change 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, and Viewer.