What are Tiered Departments and Offices? How do I set them up?

When large recruiting teams try to represent their organizations in Greenhouse, many run into issues with the fact that they must express their large and complicated structure in a "flat" view. With only one level of Departments or Offices, it's impossible to categorize Boston and New York under a region like Northeast or Product and Engineering under R&D. This limits an organization's ability to roll up their jobs for reports, easily configure the correct permissions across their org, or effectively distinguish large sections of the recruiting organization from each other. 

The solution to this problem is Tiered Departments and Offices, a new feature available on the Configure > Organization page. When you add or edit a department or office moving forward, you will see a new dropdown that lets you nest one Department or Office under another one. This feature is limited to customers on Standard and Premium contracts, so reach out to your account manager if you have questions about your contract.

This allows you to build the exact department or office structure you need to support offices all over the world, multiple brands within one Greenhouse acount, or departments and sub-departments with as many nested layers as you need. 

Before you go wild and start reorganizing the structure of your company in Greenhouse, there are a few things you'll probably want to consider.

 

Job Boards & APIs

No matter what style of job board integration you use, updating your organization to use tiered departments or offices will adjust how things look. For organizations using the Greenhouse-hosted board or an iframe on an external career site, you will see a series of indents that distinguish departments and sub-departments with indents.

If a specific department doesn't have any children departments AND doesn't have any jobs, it will be hidden from the board. 

Lets imagine these are our departments at Just Juice.

  • Business
    • Accounting
    • Legal
    • Sales
  • Juicing Innovation
    • Blender Technology
    • Juice Maximization
  • R&D
    • Product Engineering
      • Solutions Engineering
      • Team Delta
    • Security & IT

If there were no jobs in Legal or Accounting, Business would also be removed from the board. If Product Engineering has one job while Team Delta and Solutions Engineering were both empty, the two empty sub-departments will disappear while Product Engineering will remain as-is.

For organizations using any of the API-driven job boards, you'll want to have your tech team take a look at the documentation on developers.greenhouse.io to ensure that moving a department underneath another one doesn't inadvertently remove it from your job board altogether. Our updated methods support listing out departments and sub-departments (and offices and sub-offices), so your team will also be able to recreate a nested structure directly in Greenhouse if that's something you're interested in.

 

Permissions

The new model allows still allows you to assign permissions to all future jobs in a specific department and office combination, but there may be more situations where a job might fit in two different rules at once. Imagine an org with:

Departments:

  • R&D
    • Product Engineering
      • Team Delta
      • Solutions Engineering

Offices:

  • USA
    • Northeast
      • Boston
    • Northwest
      • Seattle

A single user could be set up to be an Interviewer on all Team Delta roles in Boston AND a Job Admin: Standard on all Product Engineering jobs in the Northeast. In this case, the more department-specific of the two rules (Team Delta + Boston) will win out. But in the case of an equivalent tie, like R&D + Boston vs. R&D + Seattle, the higher of the two job permissions (Job Admin: Standard) will be granted.

Now, stay with us here, in unlikely event of an even more specific scenario where the two roles are both Job Admins with the same number of permission stripes, the older of the two permissions will be granted. Because of this possibility, we recommend that you are as specific as possible when setting up Permission rules.  

 

Approvals 

Approvals have always suffered from this problem, since you could set up an approval rule that covers all Boston jobs and another one that covers all R&D jobs. In this case, an R&D job in Boston would defer to the Department rule, since Departments are typically smaller and thus more specific than Offices. 

In the new world with many potential clashes, we follow a similar pattern as with permissions. 

Departments:

  • R&D
    • Infrastructure
      • Site Reliability Engineer

Offices:

  • USA
    • California
      • Los Angeles
    • Northwest
      • Seattle

A Site Reliability Engineer in Los Angeles will always win out over all Infrastructure roles in California. In the case of a tie, the more specific Department will win out, so Site Reliability in USA will always be assigned over R&D jobs in Los Angeles. 

When adjusting your default approvals, it may be helpful to think about who the fallback approvers should be at each of the high levels before assigning approvers to more specific combos. Assigning someone as the approver on All Future Jobs will ensure that every job opened will always have an approver, even if no department and office is selected. From there, you might set an additional fallback for all USA jobs and another for all R&D jobs to ensure that someone else will always be added as an approver should the job creator select the wrong department or office during the job setup process.

 

Reports

Most reports will continue to function exactly like they do today, but there are a couple whose logic has been adjusted as part of this feature. The Department Summary Report and the Department view of the Recent Applications, Number of Hires, and Interviewing Activity Reports will now list out the top-level departments in your tree. If we take the same tree as before:

  • Business
    • Accounting
    • Legal
    • Sales
  • R&D
    • Product Engineering
      • Team Delta
      • Solutions Engineering
    • Security & IT
  • Juicing Innovation
    • Blender Technology
    • Juice Maximization

The reports would only list Business, R&D, and Juicing Innovation, but the numbers in the reports for Business would also encompass everything within Accounting, Legal, and Sales. These roll-up numbers are a great way to see what's going on with your business units as a whole, and it may be helpful to consider your reporting needs when designing your tiers.  

 

Filters and Dropdowns

Sharp-eyed users might have noticed that various selectors changed slightly over the past month or so. These adjustments were made to support the new tiered model and will allow you to easily see your organizational structure when filtering across the app. They all generally work the same as they did before, but should offer much more flexibility across Greenhouse.

 

 

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