This article explains how to set up your company's job architecture through the Personio settings, and how to assign a job to the employee via their Employee profile.

The Job architecture settings are one of the three main features in Personio's Workforce Planning journey, and it requires the subscription to Personio Core (available to everyone).

Set up granular access rights

As a Personio Administrator, you can grant access to the Job architecture settings (Settings > Organization > Job architecture and catalog) for other employees to configure the job architecture.

Employees with:

• Edit rights act as Administrators, and can view and edit the job catalog through the Personio settings.
  
  
• View rights can view and assign jobs to other employees via their Employee profile, provided they have access to the section containing the Job name in the Personal Info tab.

You can also provide more specific access rights to certain employees:

Note
View access to Job architecture and catalog is a prerequisite to see the dropdown menu of all jobs. Therefore, it is also a prerequisite to propose or assign a job to an employee.

Understand job architecture 

The job architecture consists of mandatory and optional attributes:

Mandatory

Optional

Example of a job architecture
Job architecture for the fictional company “WorkWonders Ltd.":

Job levels:
▶︎ Entry-level positions requiring minimal experience and responsibilities
▶︎ Junior positions with some experience and moderate responsibilities
▶︎ Mid-level roles with significant experience and responsibilities
▶︎ Senior-level positions involving strategic decision-making and leadership
▶︎ Executive-level roles with top-tier leadership and organizational impact

Job tracks:
▶︎ Professional track
▶︎ Manager track

Job families:
▶︎ Sales and Marketing
▶︎ Finance and Accounting
▶︎ Human Resources
▶︎ Customer Service and Support
▶︎ Research and Development
▶︎ Engineering and Technology

Jobs:
▶︎ Senior Marketing Specialist, Job track Professional, Job level P5 Expert, Grade 5, Salary band mid-point €35.000
▶︎ Marketing Supervisor, Job track Manager, Job level M1, Grade 2, Salary band mid-point €55.000
▶︎ Marketing Senior Manager, Job track Manager, Job level M4, Grade 5, Salary band mid-point €65.000
▶︎ Senior Director Sales & Marketing, Job track Manager, Job level M6 Sr. Director, Grade 7, Salary band mid-point €120.000

In Personio, they set up their job tracks and levels as shown in the table below.

Set up the job architecture

Tip
We recommend completing this Academy course before setting up your company's job architecture in Personio.

Set up the job architecture via the settings

To set up the job architecture via the Personio settings, follow these steps: 

1. Navigate to Settings > Organization > Job architecture and catalog.
2. Click Job tracks > Manage to set up both the tracks and levels. Both tracks and levels need to have unique names. You can customize the grades, tracks, and levels to reflect your company's structure.
   

   Note
   The global grades cannot be changed, but unnecessary grades can be deleted. For example, if you only need 8 grades in total, you can delete grades 9 and 10. 

3. Click Job Families > Manage to add the job families present in your company. 
4. Click Create new job to add the Job name, and select the related Job family and Job track and Job level.  
5. Click Bands (annual salary) > Set band to set up salary bands. You can choose between Set a global band and Set per office. 
   1. When setting a global band, define the minimum, maximum and mid-value (optional) for the job. 
   2. When setting a band per office, define the minimum, maximum and mid-value for the job per office to account for location-specific differences. 

Set up the job architecture via the Import area

To set up the job architecture via the Import functionality, follow these steps: 

1. Navigate to Settings > Organization > Job architecture and catalog.
2. Click Job Tracks > Manage to set up both the Job Tracks and Job Levels. Both tracks and levels need to have unique names. You can customize the Job Grades, Job Tracks, and Job Levels to reflect your company's structure.
   

   Note
   The global Grades cannot be changed, but unnecessary grades can be deleted. For example, if you only need 8 Grades in total, you can delete Grade 9 and 10. 

3. In the main navigation bar, click Imports.
4. In Choose import type, select either Job catalogue or Employees, as you can use both import files for job architecture import.
5. In Download template, download the relevant template.
6. Follow the template guidelines to import the data. 

Update the job architecture

To update the existing job architecture and the different job attributes, go to Settings > Organization > Job architecture and catalogue. It's currenlty not possible to do so via the Import functionality.

Assign a Job Name to the employee via their employee profile

1. Navigate to the relevant employee's profile and click Personal Info  > Edit > Job name. 
2. Select the relevant Job name in combination with the respective Job level from the dropdown menu. You can now review further details of the job selected (for example, Job track and level, if specified). The dropdown groups the jobs per Job Family. Within each family, it shows the Job Names the following way: Job name, Track, Level. The order is alphabetical. 
3. To retroactively assign a position to an employee, click Review and set effective date and enter a past date.
4. Click Submit to save. 

Note
Assigning a Job Name to the employee will not impact the value of the Position attribute. For example, the currently used Position name is not updated in the employee’s profile header.

Tip
You can also assign a Job Name to the employee via the People list. To do so, navigate to People list, click Edit list columns and add the Job attribute. The new column will display the values for all the job attributes (Job name, Job track, Job level, Job family).