Set up and manage positions in the Positions tab – Personio

This article explains how to set up positions in the Positions tab in the Planning area, and also the Import area. It also explains how to manage and update positions when needed.

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.

Set up access rights

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 Access rights > 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 an open position in the Positions tab

To set up an open position in the Positions tab, follow these steps:

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

	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.
	Office	The office 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.

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.

Set up a filled position in the Positions tab

To set up an already filled position in the Positions tab, follow these steps:

Navigate to Planning > Positions and click New position.
Follow the steps from the section above to create a new open position.
Once created, click again on the relevant 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.

Note
Each position has an auto-generated unique Position ID. This is visible once the position is created. The Position Created Date is also automatically generated once the position is created.

Set up many positions in bulk in the Import area

To set up several positions at once in the Import area, follow these steps:

In the main navigation bar, click Imports.
In Choose import type, select Positions.
In Download template, download the relevant template.
Follow the template guidelines to import the data.

Note
If you import a position without an assigned employee, the position status is set to Open. If you import a position with an assigned employee, the position status is set to Filled.

Manage positions in the Positions tab

Customize the positions table

Navigate to Planning > Positions and click New position.
Click Columns and use the toggle to show/hide the different columns.
Drag and drop the columns to rearrange them.
Click Filter to filter the positions that appear in the positions table.
If needed, export the positions table as a CSV file.

Update the position details

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.

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