Positions (HR and Recruitment Tabs)

If your company employs staff who perform duties of varying types, you can use this screen to define position records to assist in employee reporting and other administrative purposes. Once you designate one or more positions, you can group employees into each position. For example, if you have two company positions entitled "Assembly" and "Management", you can use the Payroll Processing - Reports screen to generate various documents that report on each specific position.

View step-by-step tutorial

Recruitment Module - Note that this screen is shared between all modules that support this feature, including the HR module, the Recruitment module and the Scheduling module. Any changes made here will be reflected in the Positions screens across all modules.

Common Buttons

Visit the Button Descriptions help page to view detailed descriptions of each button that appears on your screen (whether in the Button Bar at the top of the table, or in the table itself). Note: If a button is unavailable (i.e. its text appears in Gray), either the command is not applicable to the current screen, or its function has already been applied (e.g. you clicked the New button for an item that can only be added one time).

Context-Specific Buttons (that are unique to this screen, or that require additional instruction)

Organization Chart Choose this button to open a window that displays an Org Chart based your current positional hierarchy. Each node in the chart will be ordered based on the relationship that you have defined in the Supervisor cell for each position. Nodes can be repositioned as follows:

Reposition - You can reposition a node by clicking inside its box and dragging it to a new location in the chart. As you move the node, the connector lines will reconfigure as needed.
Disconnect - You can disconnect a node from its supervisor by clicking on the circle at the top of the node that is to be disconnected, and then dragging the arrow connector away until it detaches from the node. Note: This action will update the position's assignment as found in the Supervisor cell.
Connect - You can connect a disconnected node to a new supervisor by clicking on the rectangle at the bottom of the new supervisor node, and then dragging the arrow connector on top of the circle that appears on top of the intended subordinate. Note: This action will update the position's assignment as found in the Supervisor cell.

The following section of this help page describes the various columns that can appear in the main table on this screen. If you see a column description below that does not appear on your screen, you can add the column to your view by using the Customize option under the Views button (located at the left side of the screen just above the table). Refer to the Customize View help page for more help on this feature.

# (Number)

Use this cell to enter a number that will uniquely identify the position. The number can be used to as a reference to this position when sorting items on this screen and also for reporting purposes.

Description

Use this cell to enter a detailed description of the position, such as the type of work each employee would perform if assigned. For example, "Plant Foreman" or "Assembly Line".

Employee

This cell displays the names of employees who are assigned to current position. The list is provided for reference only and cannot be modified. Employee positions may be changed via the Positions screen.

Job Description Details

Use this cell to enter details that describe the job position. This can include general tasks or functions, or the responsibilities of the position. It could also specify another position to whom the person reports, qualifications or skills needed by the person in the job, a salary range, and so on. Selecting the link opens the Job Description Details window where you can enter the details as needed. You can also paste content into the window from another program or document (e.g. word processor, spreadsheet, web page).

Job Description Documents

This cell is used to upload and manage documents that relate to the current row item. This can include PDFs, word processing documents, spreadsheets, images and so on.

Manage - Choose this button to open the Documents window that allows you to manage the documents that are associated with this item. You can use the various options in the window to add, view, and remove documents. Each time you add a document, the name of the file will appear in the window's table, along with the date and time it was added.

Files of any type may be added including PDFs, word processing documents, spreadsheets and images.
You can store up to a maximum of 5 documents, with a maximum size of 10MB per document.

The table in the center of the window display the names of each file that currently resides in the management window. To select a file for viewing or removal, simply click on its name.

Open - Choose this button to view the currently selected file. Depending on your browser settings, the resulting file file will either be stored in your Downloads folder or you may be presented with a window that will prompt you where to save the file before viewing.
Remove - Available for Administrator accounts only, choose this button to delete the document.
Close - Choose this button to close the Documents window.

Name

Use this cell to enter the name of the position. The name should be unique and descriptive as it will appear on various screens and reports throughout the program.

Pay Equity

Use this cell to specify the pay equity information for the current position. Note: This feature is currently under development.

Supervisor

Use this cell to specify the manager/supervisor for the current position, if applicable. Editing the cell displays a drop-down menu of existing positions that have been created in the HR module. To assign a supervising position for the current row, simply choose an option from the list. Once assigned, you can use the Organizational Chart button to view the hierarchy in chart form. If you do not assign a supervisor, the position will appear at the top of the organizational chart at all times.