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Set up and fill positions in the Positions tab

This article explains how to set up a new position in the Positions tab of the Planning area. Alternatively, you can do this through Imports. It also covers how to send the new position to the Recruiting app to begin the hiring process.

Before you start

Grant other employees access to the Positions tab

Administrators can grant other employees access to the Positions tab if they need to involve them in position management. 

In the relevant employee role, update the permissions for the Planning > Position list section with the appropriate access:

  • View permissions: users can only view positions and their target details. 
  • Edit permissions: users can view, edit and create new positions in the Positions tab. They must also have View permissions for the Organisation > Job architecture & catalog section. 

Note: Employees can only see other employees' attributes in the Positions tab if they have View permissions for them in the Employee profile.

Set up a new position

To set up a new position, follow these steps:

  1. Go to Planning > Positions and click New position. 

  2. 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.
  1. Click Create to create the position. The position is automatically created in status Open. 
  2. 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:

  1. Go to Planning > Positions.
  2. Select an open position.
  3. 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.
  4. 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

  1. Go to Planning > Positions. 
  2. Select an open position.
  3. Click Send to Recruiting.

  4. 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 for the Planning > Workforce planning app access section. 
      • Edit permissions for the Recruiting > Recruiting app access section. 

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:

  1. Create a new job opening.

  2. 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).

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