To give new staff access to Public House, you'll need to assign the correct Salesforce permissions and grant access to your cloud storage applications folder.
Before You Start
Setting up a new staff member involves two areas — Salesforce and your cloud storage — each requiring admin-level access. You may need to involve different people:
- Salesforce access: Requires a System Administrator or a user with "Manage Users" permission.
- Cloud storage access: Requires an admin for your organization's Google Drive, Dropbox, Box, or AWS account.
If you don't have one of these roles, pass the relevant section to the right person before the new staff member's start date.
Tip: Remember to remove access when staff leave. See Revoking Staff Access for steps.
Salesforce Access
Step 1: Create the User
Follow Salesforce's guide to add a new user. When filling in the user details, keep the following in mind:
- License: Select Salesforce (full license). Public House is not currently compatible with the Platform license.
- Profile: Any standard profile works — the permission sets assigned in the next step provide all the access Public House needs, so there's no reason to assign a high-privilege profile.
- Marketing User: This is a checkbox on the user record, not a profile. Check this box — Public House users work with Campaigns for waitlists and lotteries.
Step 2: Assign Permission Sets
Once the user is created, assign the required permission sets. See Permission Sets Reference for the complete list.
Go to: Salesforce Setup → Permission Sets → [Select Set] → Manage Assignments
Cloud Storage Access
Staff need access to your cloud storage applications folder to view uploaded applicant files in Public House.
Finding Your Applications Folder Name
In Salesforce, go to: Public House App → PH Setup → Cloud Storage
The folder name is listed there. You'll need it in the steps below.
Google Drive, Dropbox, or Box
- Log into your cloud storage platform.
- Navigate to your applications folder.
- Right-click and choose Share or Manage Access.
- Enter the staff member's email address and send the invite.
Once they accept the invite, they'll be able to view uploaded files through the Public House application.
AWS (S3)
Note: These steps require AWS administrator access. If you don't manage your organization's AWS account, pass this section to your AWS admin.
1. Create an IAM User
Go to AWS IAM and create a new user for the staff member. See Amazon's guide to creating IAM users for steps. Make a note of the credentials — you'll share these with the staff member so they can access the storage.
2. Create an IAM Policy
This policy limits the user's access to only your applications folder.
- In the AWS Management Console, go to IAM → Policies and click Create policy
- Switch to the JSON editor and paste the following, replacing the placeholders with your actual values:
Replace your-bucket-name and your-folder-name with your actual S3 bucket and applications folder names.
3. Attach the Policy to the IAM User
- Go to IAM → Users, select the user, then go to the Permissions tab
- Click Add permissions → Attach existing policies directly
- Search for the policy you just created and attach it
The user will now have access to list, read, upload, and delete files only in your designated applications folder.