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The Positions tab in the Planning area

This article gives you an overview of the Positions tab in the Planning area (Position Management feature). 

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.

 

What is the Positions tab (Position Management)?

The Positions tab, also known as the Position Management feature, enables you to oversee all open and filled positions from a single tab in the Planning area. 

Open positions listed in the Positions tab include target data like target job, start date, location etc.

With this tab, you can also assign an employee to an open position, so that the employee's data populates the open position. For example, the Hire date attribute will include the employee’s precise hire date.

This feature helps you to:

  • Centralize your open and filled positions to have a clearer understanding of your workforce.
  • Compare target position data with actual employee data to fill any gaps.
  • Turn fragmented, inconsistent, and unreliable data into accurate, consistent, transparent, and scalable infrastructure.

Features linked to the Positions tab

The Workforce Planning Journey

The Positions tab is part of the Workforce Planning journey in Personio.

This journey consists of three closely interconnected features:

  • The Job architecture settings
  • The Positions tab
  • The Planning Cycles tab

To be able to use the Positions tab, you must set up the Job architecture settings.

Follow the steps in this article to configure the Job Architecture settings.

 

The Org Chart

The Positions tab also serves as the basis for displaying open positions in the Org Chart.

If you add a Target supervisor to an open position via the Positions tab, and you activate the Open positions customization card, the position appears in the Org Chart.

 

Available functionalities

Plan info
Requires a subscription to either Personio Core Pro, or Personio Core + Workforce Planning app.

Role Step Description Help Center article
Administrators /
HR Managers		 1. Give employees access to the Positions tab Grant access to other employees who need to be involved in position management.

Set up and manage positions in the Positions tab

2. Set up open positions via the Positions tab

 Access the Positions tab and set up your positions. Link the position to a job from the catalog, and if the position is already filled, assign an employee to it.

3. Manage the positions via the Positions tab

 Access the Positions tab and update the position when required.

Glossary

Term Definition
Position (in Planning)

A specific placement of a job within the organization. A position can be open, filled or archived. An open position includes target information like target job or hire date. Once a person accepts a job offer, they fill a particular position and complement it with their actual employee data like actual job, hire date, etc. Positions guide performance management, development, training, compensation and rewards.
Job (in Recruiting App)  Title of job the Recruiting team is hiring for (example: Senior Marketing Manager).
Position (attribute in Employee profile)   Preset Personio attribute in the employee profile. It can be used to store a custom Job name that deviates from the Job name defined via the job architecture. 

FAQ

What is the connection between positions and employee data?

The connection among positions, jobs, and employee data is outlined as follows: 

  • A position and its related data represent the ideal or future state of an organization. It consists of target information.
  • An employee can be assigned to a position. The employee’s job details then represent the actual information on this position.

Example: You have an open position for a Senior Account Executive for your office in Berlin, which you want to fill by 01.05. (= target information for this position). However, you end up hiring an Associate Account Executive in your office in Hamburg starting on 01.06. (= actual information for this position connected to the employee occupying the position). 

This allows you to gain insights regarding any differences between your company’s actual and target state.

Apart from Open and Filled, can I add another status for a position?  

Currently, no, but we are working on implementing two further statuses:

  • If employee contract end date is upcoming = leaving soon
  • If employee contract start date is upcoming = starting soon
Can I adapt individual attributes connected to a position (for example, the department)? 
No, you cannot change the attributes that are connected to the respective position, as they represent the ideal target state of that position. However, by assigning an employee to the position, the actual information (like department, team, cost center, etc.) will be available, surfacing any difference between the target and actual state for the position.
How do I proceed if an employee changes their job? 
  1. Assign a new job to the employee. 
  2. Assign the employee to the respective position. 
    1. Create a new position if needed or
    2. Assign the employee to an existing, open position.  
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