The onboarding software’s role and permission concept enables the granular assignment of access rights, aligned with actual organizational structures.
Administrators can define custom roles based on over 60 different permissions. This ensures users have access only to the data, functions, and workflows they actually require.
Supported features include:
Clear responsibilities within the onboarding process
Differentiated access to data and sensitive information
Separation of operational and administrative tasks
Multi-tenant structures
Targeted management of configuration rights
Role Management
Roles for the onboarding software are managed centrally within the softgarden dashboard—not directly inside the onboarding software itself. This ensures that roles and access rights remain consistent across all softgarden products.
Once the onboarding software has been enabled for your company, additional roles specific to the onboarding software will automatically become available in the role management section.
You can find the role management section in the softgarden dashboard under:
👉 Manage roles (Role management)
In the list of roles, you can see:
existing roles for the applicant management software (with the prefix "Just Hire")
additional roles for the onboarding software (with the prefix "Onboarding")
Default roles in the onboarding software
There are three fixed default roles:
Onboarding Admin
Onboarding HR
Onboarding Basic User
These roles are hard-coded and cannot be deleted.
Creating Custom Roles
You have two options for creating additional custom roles:
you can copy one of the three default roles and adjust the permissions
you can create a new role and define the permissions entirely yourself
Assigning roles to a user
Roles are also assigned via the softgarden dashboard:
Open "Manage users"
Select the desired user
Open the three-dot menu
Click "Assign roles"
Assign one or more roles
Role management within the onboarding software
When you create a new corporate user (with a business email address) directly in the onboarding software, you can select the available onboarding roles during the creation process.
For existing users, roles cannot be changed directly within the onboarding software.
In the onboarding software's team overview, you will find the "Assign roles" option in the three-dot menu.
This opens the role editing dialog directly within the softgarden role management.
This way, you always stay within the correct context without bypassing the central role logic.
Permissions List
Main permission: Access to onboarding software
A fundamental requirement for using the onboarding software at all. Access is not possible without this permission.
Access to dashboard
Controls access to the onboarding software's central overview page.
Manage flows
Controls the visibility, launching, maintenance, and data access regarding onboarding flows.
Access to the Flows page
Access to flows of the current company
Remove this permission if the user should only see flows to which they are assigned as a flow manager or buddy, or to which they have been explicitly granted access via the "Access settings" function.
Access to flows of subsidiaries
Remove this permission if the user should not see flows belonging to subsidiaries. The user will still see flows of subsidiaries if they are assigned as a flow manager or buddy, or if they have been explicitly granted access via the "Access settings" function.
Launch flows
Edit access settings
Remove this permission if the user should not be allowed to use the "Access settings" function to restrict access to a flow to specific users.
Access to general flow information in collected data
Edit general flow information in collected data
Access to own task responses in collected data
Allows the user to view their own task responses as well as responses from tasks to which they have been explicitly added via the custom access and notification settings in the task template.
Access to others' task responses in collected data
Allows the user to view the task responses of other users within the same flow. Export collected flow data
Add and remove tasks when starting a flow
Add and remove tasks in flows that have already started
Delete flows
Archive and restore flows
Manage tasks
Controls access to tasks and their responses within flows.
View all tasks
Edit task responses
Reset task responses
Manage task templates
Controls the maintenance of reusable tasks.
Access the task templates page
Create task templates
Edit task templates
Delete task templates
Duplicate task templates
Manage flow templates
Controls the creation and maintenance of flow templates.
Access the flow templates page
Create flow templates
Edit flow templates
Delete flow templates
Duplicate flow templates
Manage form templates
Controls forms used in tasks and flows.
Access the form templates page
Create form templates
Edit form templates
Delete form templates
Manage team
Controls the management of users and deputies within the onboarding software.
Access the team page
Create team members
Edit team members
Delete team members
Resend invitation for softgarden registration
Manage deputies
Access team members' private email addresses
Remove this permission if the user should not see other team members' private email addresses in the collected data for data protection reasons.
Manage groups
Controls groups used to structure access and responsibilities.
Access the groups page
Create groups
Edit groups
Delete groups
Access welcome page
Controls the configuration and resetting of the welcome page.
Access welcome page configurator
Reset welcome page
Manage global variables
Controls system-wide variables used for content and automation.
Access global variables page
Create global variables
Edit global variables
Delete global variables
Manage company settings
Controls basic onboarding software settings at the company level.
Access company settings page
Edit company settings
Reset company settings
Manage email templates
Controls system-wide onboarding email communication.
Access email templates page
Edit email templates
Reset email templates
Manage tags
Controls the maintenance and use of tags for structuring data.
Access tags page
Edit tags
Delete tags
Manage data exports
Controls the configuration and management of data exports.
Access data export page
Edit data export settings
Reset data export settings