Manage a seamless Position management process in a way that's right for your company. Positions management can be accessed by Admins or Workforce planning participants with permissions to add, duplicate, edit, cancel, reopen, and view positions. Understand and track the progress of filling a position. 

Before you begin 

How to add a position 

  1. From the left menu, select Planning Position management.
  2. Click New position, and enter the position's general details: 
    • Enter the Position ID. If you manually create a new position, a unique position ID will be automatically generated. You can choose to change it but each position ID must be unique. A position ID has a min of 3 characters and a max of 12, and you can use any characters.
    • Select the Effective Date from the calendar. 
    • Select the Expected Start Date from the calendar. This is the practical date on which the forecasted position can be filled and is most likely estimated or committed by the Talent Acquisition team and is how they are measured. This date must be equal to or after the Effective Date, but not before. 
    • Select the Manager Position ID from the drop-down menu.

      Tip: It's recommended to add this information as the manager’s position ID will allow the creation of a hierarchical org structure in the future.

    • Select the Position Type from the dropdown menu (optional). To customize, click Edit list, enter the position type needed and click Save.
      You can order position types by dragging them using the three-lined icon. 
    • Enter the FTE%.
      On the position management dashboard, the final calculation will indicate the number of positions alongside the number of total FTE. In this case, the second can be smaller than the first.
    • Select the Employment Type from the dropdown menu (optional). To customize, click Edit list, click + Add to enter the employment type needed, and click Save. You can order position types by dragging them using the three-lined icon. Employment type is taken from a company’s existing list in employees’ Employment tables. 
    • Select the Department from the dropdown menu. To customize, click Edit list, click + Add to enter the department needed, and click Save. You can order departments by dragging them using the three-lined icon. Department is taken from a company’s existing list on employees’ Work tables. 
    • Select the Site from the dropdown menu. 
    • Select the Job from the dropdown menu and click Save. Jobs are taken from the previously created Jobs list. To learn more, see Set up a Job catalog
    • Select the Recruitment Status from the dropdown menu from Open, On Hold, or Closed (optional).

      Tip: It's recommended that you do complete this field as you can report on it. This report can be compared to other reports, e.g., your external ATS report. 

    • Enter the Reason (optional). Enter your reason for creating the position.

      Note: Additional position attributes can be included, depending on your process and needs. For example, this can be the name of the Recruiter that the position is assigned to, the position’s base salary, or more. Learn more with Positions attributes. 

  3. Click Save.
  4. See an up-to-date Positions management view, including how many positions, Total FTE, and the status of each position: 

How to assign a position in the Employee Profile 

Within the employee profile, under Positions, you can see the employee history, where you can edit or add a new position. 

    1. To assign an employee to their position, click Add new assignment
      • From the dropdown menu, update the Position.
      • Add the Effective date
      • Click Update
    2. To delete a row, hover over the three-dot icon and click Delete.  
Example

A Level 3 developer requires relocation to London from Israel—leaving the Level 3 developer position in Israel vacant. The Level 3 developer position will have a status of Vacant soon until the employee has left for London, Vacant while recruiters look for new candidates, Filled soon once a candidate is found and Filled once the new employee begins. 

How to track positions

  1. Click on the column picker icon and drag the three-line icon to where you’d like the column.  The column picker only includes data from positions and not from the employee tab as a position doesn't necessarily have to be linked to an employee. 
  2. Search for a specific position by employee name or Position ID
  3. Click on Filters to filter by position attribute. 

Note: Position attributes can be tracked on the Position management page. You can either filter or use the column picker to select the relevant information to visualize it in a dashboard or choose to download as a CSV file.

FAQs

How do I unassign an employee from a position, rendering the position vacant? 
Go to their profile, click Edit, and add an End Effective date