View and manage an employee profile

Permissions: Employees and above

Product tier: Available for Greenhouse Welcome and Greenhouse Onboarding subscription tiers

This article outlines how to view and/or manage an employee profile as an employee, manager, admin, or user with custom access. Click here to learn how to edit your personal employee profile. 

Note: Your view of the employee's profile may look different depending on the permissions granted by your Admin Owner.

For example, users who are coordinators and assigned as a manager to other employees will have more access to the employee profile than users with just manager access. Click here to learn more about user permissions in Greenhouse Onboarding. 

Employee access

To help foster engagement and connection in your organization, you are able to view basic information about other employees.

To access a coworker's profile, search by their name using the Search box located at the top of your Greenhouse Onboarding. Then, select the appropriate employee from the dropdown. 

Screenshot of the Greenhouse Onboarding Search Bar.

The header of their employee profile includes their name, profile picture, pronouns and pronunciations, job title, department, start date, and work email. 

This page also displays additional personal information, their manager details, and a list of the employee's direct reports if they are assigned as a manager to other employees. 

Note: View access of employee information varies depending on what your Admin Owner makes viewable to the company. 

Screenshot of the employee profile.

Manager access

Users assigned as the manager to other employees have access to view and manage their profiles. 

To access your employee's profile, click on their name from your Greenhouse Onboarding homepage

Screenshot of the my new hires panel.

The header of their employee profile is comprised of their name, profile picture, pronouns and pronunciations, job title, department, start date, and work email. 

Screenshot of the profile page header.

The employee's profile includes the following tabs:

Info tab

On the Info tab, you'll find additional personal information for your employee, manager details, and a list of your employee's direct reports if they are assigned as a manager to other users.

Note: Managers have access to view and/or edit employee information based on permissions granted by the Admin Owner. For example, managers may be able to view an employee's ethnicity but cannot edit it. 

Any field that has a private icon next to it indicates that this information is not viewable to other employees in your organization unless they have specified permissions granted by your Admin Owner. 

Screenshot of the private eye icon.

Click Edit to add or make changes to the employee's information. Once finished, click Save at the top of the Information dialog box

Tasks tab

Note: Only managers with permission granted by the Admin Owner can view and edit the tasks assigned to current employees.

The Tasks tab shows all tasks assigned to you, your employee, and other users in your organization such as the Onboarding Coordinator. Click here to learn more about tasks. 

Screenshot of the tasks tab.

Documents tab

Note: Only managers with permission granted by the Admin Owner to manage employee documents and signature requests can view the documents tab. Additionally, e-signature documents are only available for the Greenhouse Welcome subscription tier. 

The Documents tab shows all documents uploaded by you, your employee, and/or your organization. 

Click the appropriate button to add a new document or send a signature request to the employee. 

Screenshot  of  the  documents  tab.

Documents in a Not Started status require the employee's signature. 

Click the Elipses icon and select Cancel from the dropdown if you need to cancel a signature request. 

Screenshot  of  the cancel  button.

If you would like to download or delete a document, click the ellipses icon inline with the file and select the appropriate option from the dropdown. You can also select Download All at the top of the Documents tab to download all documents. 

Screenshot of the download and delete buttons.

Additionally, when an e-signature document is assigned to an employee that requires a counter signature, you can reassign the counter signer to a different employee. Click here to learn more. 

Screenshot of-the edit counter signer button.

Admin access

Admins refer to users assigned as Owners or Coordinators in Greenhouse Onboarding. 

To access an employee profile, click on the employee's name from your Greenhouse Onboarding homepage or search by the employee's name using the Search box located in the navigation bar at the top of the page. 

Note: Accessing an employee's profile is only available for employees who are already onboarded. Click here to learn how to onboard your pending hires. 

The header of their employee profile is comprised of their name, pronouns and pronunciations, job title, department, start date, work email, and the option to manage their profile picture. 

Screenshot of the info tab

The employee's profile includes the following tabs:

Info tab

On the Info tab, you'll find additional personal information for the employee, details about their manager, and a list of their direct reports if the employee is assigned as a manager to other users.

Note: Coordinators have access to view and/or edit employee information based on permissions granted by the Admin Owner. For example, coordinators may be able to view an employee's ethnicity but cannot edit it. 

Any field with a private icon next to it indicates that the information is not viewable to other employees in your organization unless they have specified permissions granted by the Admin Owner. 

Screenshot     of     the     private     eye     icon.

Click Edit to add or make changes to the employee's information. Once finished, click Save at the top of the Information dialog box

Admin tab

The admin tab allows you to perform certain administrative actions for the employee such as:

  • Resending the "Your next steps" email and/or the "Welcome to the Team" email 
  • Deleting the employee's profile 
  • Viewing any administrative access and custom access assigned to the employee 
  • Editing the employee's employment status 
  • Editing the Other Criteria rule
Note: Only the Owner is able to delete the employee's profile and view/edit the other criteria rule. Additionally, permission must be granted by the Owner in order for Coordinators to view and edit the employee's employment status. 

If you are an Owner and need to delete an employee profile, click Delete Profile from the Additional Actions section. Then, select Yes, delete it to confirm the action. 

Screenshot     of     the     delete     profile     button.

Click Edit inline with Employment Status to update the information. Select a status from the dropdown, then click Save when finished. 

Screenshot     of     the     edit     button.

Click Edit inline with Other Criteria to update the rule. Add a rule from the dropdown or click X next to an existing rule to delete the field. 

Click Save when you are done. 

Screenshot    of    the    edit    other    criteria    button.

Tasks tab

The Tasks tab shows all tasks assigned to the employee, their manager, and other users in your organization such as the Onboarding Coordinator. Click here to learn more about tasks. 

Screenshot    of    the    tasks    tab.

Documents tab

Note: Only coordinators with permission granted by the Admin Owner to manage employee documents and signature requests can view the documents tab. Additionally, e-signature documents are only available for the Greenhouse Welcome subscription tier. 

The Documents tab shows all documents uploaded by the employee and/or your organization. 

Click the appropriate button to add a new document or send a signature request to the employee. 

Screenshot   of   the   documents   tab.

Documents in a Not Started status require the employee's signature. Click the Elipses icon and select Cancel from the dropdown if you need to cancel a signature request. 

Screenshot   of   the   cancel   button.

If you would like to download or delete a document, click the ellipses icon inline with the file and select the appropriate option from the dropdown. You can also select Download All at the top of the Documents tab to download all documents. 

Screenshot   of   the   download   and   delete   button.

Additionally, when an e-signature document is assigned to an employee that requires a counter signature, you can reassign the counter signer to a different employee. Click here to learn more. 

Screenshot of the edit counter signer button.

Feedback tab

The feedback questions sent to the employee by your organization about their role and experience with the company will appear in the Feedback tab. The ask date shows the employee when the feedback question is available to answer. Each completed question provides details on the employee's answer date, response, and additional comments they provided. 

Click here to learn more about configuring feedback questions for your organization. 

Screenshot   of   the   feedback   tab.

Custom access

Custom access is a set of specialized permissions granted to users by the Admin Owner in your organization. Your view of the employee's profile will depend on these permissions.

Example: If you are an employee mentor and have been granted access to view and edit tasks assigned to current employees, you will see the Tasks tab on the employee's profile. 

To access an employee profile, search by the employee's name using the Search box located in the navigation bar at the top of your Greenhouse Onboarding. Then, select the appropriate employee from the dropdown. 

Screenshot   of   the   Greenhouse   Onboarding   Search   Bar.

The header includes basic information about the employee such as their name, profile picture, pronouns and pronunciations, job title, department, start date, and work email. 

Screenshot  of  the  profile  page  header.

The employee's profile includes the following tabs (based on your permissions):

Info tab

On the Info tab, you'll find additional personal information for the employee, details about their manager, and a list of their direct reports if the employee is assigned as a manager to other users.

Click Edit to add or make changes to the employee's information. Once finished, click Save at the top of the Information dialog box

Note: The Edit button is only available if your organization grants you edit access to employee fields. 

Screenshot  of  the  edit  button.

Tasks tab

The Tasks tab shows all tasks assigned to the employee, their manager, and other users in the organization such as the Onboarding Coordinator. Click here to learn more about tasks. 

Note: The Tasks tab is only visible to custom users with view and edit access. Please contact your organization's Admin Owner if you need to request additional permissions. 

Screenshot  of  the  tasks  tab.

Documents tab

The Documents tab shows all documents uploaded by the employee and/or your organization. 

Note: The Documents tab is only visible to custom users who have access to manage employee documents and signature requests. Please contact your organization's Admin Owner if you need to request additional permissions. Additionally, e-signature documents are only available for the Greenhouse Welcome subscription tier. 

Click the appropriate button to add a new document or send a signature request to the employee. 

Screenshot  of  the  documents  tab.

Documents in a Not Started status require the employee's signature. Click the Elipses icon and select Cancel from the dropdown if you need to cancel a signature request. 

Screenshot  of  the  cancel  button.

If you would like to download or delete a document, click the ellipses icon inline with the file and select the appropriate option from the dropdown. You can also select Download All at the top of the Documents tab to download all documents. 

Screenshot of the download and delete button.

Additionally, when an e-signature document is assigned to an employee that requires a counter signature, you can reassign the counter signer to a different employee. Click here to learn more. 

Screenshot of the edit counter signer button.

Additional resources