With the introduction of the new permission "Mark as private," TeamOhana users now have the ability to add confidential headcount to their hiring plan. This new feature also ensures that only users added explicitly to the headcount (as collaborators, recruiters, or reporting managers) have access to view its details and its impact on the hiring budget.
How to request a private headcount
To create a private headcount, the user must have the "Mark as private" permission. This can be enabled by admins on the User roles Settings page.
Just before a user with this permission submits their request for approval, they will see the option to mark their request as private:
This toggle can be enabled on both new hire and backfill requests.
Approving private headcount
Private headcount have their own approval workflow that must be set up by an admin before any private requests can be submitted. Just like with public approval workflows, the approvers for private headcount can be configured on a per-department or per-division basis. This workflow will apply both to new private headcount requests as well as to change requests on approved private headcount.
Viewing private headcounts across the platform
The user creating the request for private headcount has the ability to invite others to access the role. Based on their access control attributes (departments and job levels), the following users will be able to see private headcounts:
The headcount creator (original requestor)
Any collaborators added to the headcount
The reporting manager of the headcount
Recruiters linked to the headcount after the request is approved
Any users who are @mentioned in the comments of the headcount
If a user is @mentioned and they have not already been explicitly added as a collaborator or viewer of the headcount, then the commenter will see a pop up notification reminding the commenter to add the user as a collaborator to the headcount first
If the commenter does not add the @mentioned user as a collaborator, the comment will not be added
Private headcounts will be marked as such for those with access to view them in a number of ways across the platform:
Once the request is submitted, and after it's approved, it will have a purple "private headcount" banner beneath the details at the top of the drawer:
In the Requests and Approvals widgets, private headcount will have a padlock icon to the right of the headcount ID:
The padlock icon will be next to the headcount ID on the hiring plan, recruiting workboard, and budgets & forecast tab as well:
In the Forecast tile, the Hiring active tile, and the Hiring not started tile, all users with access to private headcount will see a "Private" subfilter:
They will also have the ability to see Private headcount when claiming Unclaimed employees:
Users with the "mark as private" permission will also be able to mark an approved headcount as private, after it's been added to the hiring plan:
They can also change a headcount from public to private while it's pending approval, however this will reset the approval process and send the request through the private headcount approval flow.
In the org chart, private headcount are marked with the purple padlock icon
If the private headcount has direct reports, they will fall under the headcount as normal and this reporting line will be visible to all with access to the private headcount
For those who cannot view the private headcount, they will see the direct reports in the “Reporting manager unassigned” reporting tree
In Scenarios > Modify plan, private headcount that are already part of the hiring plan and are brought into the scenario template will not be visible to the creator or collaborator of the scenario unless they have access to the private headcount outside of the scenario (ie they are a collaborator or an actor of the headcount)
If the creator or collaborator of the scenario has the "Mark as private" permission, they will see a new column in their scenario called "Is private." From here they will be able to mark draft headcount as private or public
Private headcount will be included in the budgets & forecast information for users who have access to the headcount. They will not be included for users who do not have access.
If a private headcount is created as a backfill for a terminated employee, the headcount's ID will only be displayed in and linked from the Terminations tile for users who have access to the private headcount
Once an employee is hired to fill a private headcount, the headcount will remain private until after the employee's start date
In general, users who do not have access to private headcount will not see them in the platform at all. This means, for example, that if there are 100 total headcount on the hiring plan and 2 of those headcount are private, a user without access to those roles will see the hiring plan as containing 98 roles, while a user who does have access to the private headcount will see all 100.
Linking private headcount to confidential jobs and openings in your ATS
If a private headcount is added to the hiring plan in TeamOhana, and a confidential job and/or opening are added to the ATS to recruit for that private headcount, any user with access to the private headcount in TeamOhana will be able to view and link the confidential role from the ATS.
Let’s walk through an example:
Jack, the recruiting leader, has been added as a collaborator on a private headcount in TeamOhana to hire a new CEO
Jack creates a confidential job and opening in his ATS for the CEO
When he returns to link the private headcount in TeamOhana with the confidential role in his ATS, he sees both private and public jobs available to link:
Jack has a recruiter on his team named Jill. Jill does not have access to the private CEO headcount in TeamOhana, nor does she have access to any other private headcount on the hiring plan
Jill is assigned to work on a Software Engineer headcount. When she links the headcount in TeamOhana with her ATS, she sees only the non-private jobs. In other words, she does not see the confidential CEO position:
However, if Jack assigned Jill as the recruiter for the CEO headcount, she would have the same view as Jack and would then be able to view and link the private jobs from their ATS
Private headcount in TeamOhana can be linked to both public and private ATS jobs, but private ATS jobs will only be displayed to be linked to private headcount in TeamOhana.
Note that at this time, TeamOhana does not support creating private jobs in the ATS using the “create job in ATS” workflow from TeamOhana.