Greenhouse Onboarding: Create a Custom Role

The below article details how to create a Custom Role. Go here to learn about Best Practices or here to learn how to change your existing permission set over to using Custom Roles.

Custom Roles are used to control access to Custom Fields. If you want to learn how to lock down Feature access, review our article on Built-in Roles

 

Create Custom Roles

  1. To create a new role, as a Super Admin go to Admin > Settings > Permissions > Add Role
  2. Name your Role
  3. Select what Fields the Role should have access to. 
  4. Select whether the Role should be able to View or View & Edit each field.
  5. Select Add User and select the user you want to assign the Role to.
  6. Under Applies to these Groups select All Employees - this will allow the User to view the selected custom fields for all employees. 

Make Role Location or Department specific

If you want to make it so that certain users with the Role you created, only have that role for employees in certain departments or locations you can set that up within the role. You do NOT need to create a new role for every Location and Department. 

  1. Under Applies to these groups, select the Location(s) or Department(s) the user has this role for. This means the user will only be able to see the specific fields on employees that are a part of the specified Department(s) or Location(s). 
  2. For our IT Specialist in SF, we'll select San Francisco.

Control which employees the User can manage info for

  1. Once you have added a User you will be able to see a list of the employees they will have their role for. To control which employees they have the role for:
    1. Open the list of employees. Employees will appear in alphabetical order by their last name. 
    2. Select Remove next to the name of the employee, the user should not have the Role for
    3. Select Add Employee to add an employee the user should have the Role for
      1. You may want to do this for Remote employees. For example, for our IT Specialist use case we have assigned him the SF office. However there may be a lone remote employee in Northern California that the IT Specialist should also be able to manage. 

 

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