Private Openings are Openings that are hidden from users by default. You control which users can see them by granting access at the location, Opening, or stage level.
By default, all users have access to all public Openings. Private Opening access controls only apply to Openings where Limit Access has been enabled.
Make an Opening Private
To restrict visibility of an Opening, enable the Limit Access setting in the Opening's Job Details page:
Navigate to the Opening you want to make private.
Click Settings in the top right, then select Edit Job Details.
Scroll down to Advanced Settings and click to expand the section.
Check the Limit Access checkbox.
Click Save.
Manage a User's Private Opening Access
After making an Opening private, grant access to specific users from Company Settings.
Click your initials icon in the top right corner and select Company Settings.
Click Users in the left sidebar under General.
Locate the user you want to update and click Actions next to their name.
Select Manage Opening Access.
The Opening Access page opens for that user, displaying two sections:
Public openings — Lists the Location Groups that contain public Openings for reference. All users automatically have access to public Openings; this is by default.
Private openings — Where you configure the user's access to private Openings. Only Openings with Limit Access enabled appear here.
Under Private openings, choose how to grant access:
Access All — Check this box to give the user access to every private Opening in your account. The Location Group list collapses when this option is selected.
By Location Group — Check the box next to a Location Group name to grant the user access to all private Openings within that Location Group.
By Opening — Click the chevron (∨) next to a Location Group to expand it, then check the box next to individual Opening names.
By stage — Click the chevron (∨) next to an Opening to expand it, then check or uncheck individual stages to control which stages within that Opening are visible to the user.
Click Save.
A confirmation message appears indicating that opening access has been saved for the user.
User Groups to Manage Opening Access at Scale
For accounts with a large number of users who need access to the same set of private Openings, User Groups provide a more efficient alternative to configuring Opening access user by user.
A User Group is a predefined set of Location Groups or Locations that can be assigned to users. When a User Group is assigned to a user, they automatically inherit access to all private Openings within those Location Groups or Locations — no individual Opening access configuration required.
For example, if 50 users all need access to private Openings across the California Location Group, you can create a single "California" User Group and assign it to each user rather than selecting the appropriate Location Groups for each user individually on their Opening Access page.
User Group permissions supersede individual Opening Access settings. If a user is assigned to a User Group, only the Openings defined in that User Group apply — any Opening access configured directly on that user's Opening Access page will not take effect.
Location Group, Location, and Opening Owners
When a Location Group, Location, or Opening is created in Fountain Hire, an owner is assigned as part of the creation process. Ownership supersedes Opening Access settings — owners are automatically granted access to all Openings that fall under their ownership, and their access checkboxes will appear grayed out on the Opening Access page.
The ownership hierarchy works as follows:
Location Group owner — Has access to all Openings within that Location Group, regardless of Opening Access settings.
Location owner — Has access to all Openings within that location, regardless of Opening Access settings.
Opening owner — Has access to that specific Opening, regardless of Opening Access settings.
To learn how to create and assign User Groups, see the User Groups article.
▸ Watch a Video on Private Opening Access