Set up and fill positions in the Positions tab – Personio

This article explains how to set up a new position in the Positions tab within the Planning area, or alternatively, through the Import area. It also covers how to send the new position to the Recruiting app to begin the hiring process.

Before you start

Permissions: You need to be an Administrator role or have edit permissions to Position list to set up and manage positions in the Positions tab.
Subscription: The Positions tab is one of the three main features in Personio's Workforce Planning journey, and it requires the subscription to either Personio Core Pro, or Personio Core + Workforce Planning app.

Grant other employees access to the Positions tab

As a Personio Administrator, you can grant access to the Positions tab in the Planning area for other employees to be involved in position management.

Access must be granted in Permissions > Configurations > Planning > Position list.

Employees with:

Edit rights can view, edit and create new positions through the Positions tab, provided they have at least view rights to Job architecture & catalog.
View rights can only view the positions (including the target details for the positions) through the Positions tab.

Note:
Employees can only see other employee's attributes in the Positions tab if they have access to them in Employee profile. For example, if a manager cannot see the employee's team in their Employee profile, they also won't be able to see the employee's team in the Positions tab.

Set up a new position

To set up a new position, follow these steps:

Navigate to Planning > Positions and click New position.
Define the desired target position by filling in the following data points:

Note:
Each position will have an auto-generated unique Position ID. This is visible once you create the position. The Position Created Date is also auto-generated once the position is created.

	Field	Definition
Mandatory	Position owner	The person responsible for overseeing a specific job position often makes decisions related to that role, such as managing the costs associated with it.
Optional	Target supervisor	The employee responsible for overseeing the future employee in this position. As soon as you add a supervisor, the open position shows up in the Org Chart.
	Hiring manager	The employee responsible for the recruitment process for this position.
	Department	The company division where the relevant employee is placed.
	Team	The company group where the relevant employee is placed.
	Workplace	The workplace where the relevant employee is placed.
	Start date	The date when a position begins as specified in the headcount plan.
	Target FTE	It refers to the full-time equivalent (FTE) of that employee, calculated by comparing their weekly hours to a full-time schedule. Enter a 1.00 for a full-time employee or 0.80 for a part-time employee.
	Cost center	A field used to assign and track expenses within a specific company area for budget management.
Mandatory	Job name	The job from the job architecture and catalogue linked to the position. Select the Job name to autofill the remaining details.

Click Create to create the position. The position is automatically created in status Open.
Once the position is no longer required or available in your organization, click Archive. If an employee is still associated with the position, the employee will be unassigned.

Tip:
Alternatively, you can set up multiple positions at once using the Imports option. Go to Settings. In the Organization section, click Imports. Choose Positions as the upload type and download the template to import your data. When importing a position, if no employee is assigned, the status is Open. If an employee is assigned, the status is Filled.

Fill in an open position

To fill in an open position, follow these steps:

Go to Planning > Positions.
Select an open position.
In Position details, select an employee from the Employee dropdown menu. Alternatively, you can assign several employees at once in the Import functionality. Note that you can only assign a single employee per position.
Once an employee is assigned, the status of the position will automatically change to Filled, and you will be able to further manage it.

Send an open position to the Recruiting app

Go to Planning > Positions.
Select an open position.
Click Send to Recruiting.
Assign an employee as a recruiter and, if necessary, add a comment to provide additional context.

Note:
To ensure an employee can be selected as the assignee when sending a position from Planning to Recruiting, you must grant them the following permissions:

• View permissions to the Planning area
• Edit permissions to the Recruiting app

The assigned recruiter receives a notification in their Inbox with a request to start the hiring process for the specified position. From this Inbox request, the recruiter can either:

Create a new job opening.
Add a new job opening to an existing list of job openings (referred to as “Job” in the Recruiting app)

Info:
The term “Job” in the Recruiting app is different from “Job” in the Planning area / Job Architecture settings. Do not confuse these terms, as they refer to separate concepts within the system.

Once the recruiting process is finalized and the job opening is filled, the position appears as filled in the Positions tab. This allows you to monitor the entire recruiting process directly from this tab.

Update a position

Employees will change their jobs throughout their employee lifecycle. The table below lists the main employment changes, and how to manage them in the Positions tab:

Event	Action
Your company decided a new open position, but have not hired anyone yet	Create a new position and do not assign it to an employee. It appears as Open.
You hire an employee for an open position	Assign the relevant employee to the new position, so that the position appears as Filled. If you hired the employee using the Recruiting app, go to their Employee profile and edit their Job name attribute.
An existing employee moves to a new position	Unassign the employee from the previous position, changing its status to Open. Assign the employee to the new position, changing its status to Filled.
An employee leaves temporarily, but without replacement	No action needed
An employee leaves temporarily and there is a backfill	Unassign the departing employee and assign the replacement to the position.
Your company decides that the position is no longer relevant	Archive the position. If an employee is still assigned to the position, they will be automatically unassigned.

Next steps

Setting up and filling positions in the Positions tab is the second step in Personio's Workforce Planning journey. Once that’s done, you can launch a cycle in the Planning Cycles tab (if you have the relevant Personio subscription).

Find the answers you need