Positions

What is it and what is it for?

A Position represents a job within your organization, independent of the person who holds it. It's the piece of data that connects an employee to their role: every Employee is linked to a Position, every Job Opening is published for a Position, and in Manufacturing a production route can indicate which Position is responsible for an operation.

In its simplest form, a Position is just a name and free-text notes. If your company has the Enterprise Human Resources (HHRR) module, the Position becomes a full job record instead, with tabs for its description, its benefits, its onboarding process, its offboarding process, and the skills it requires, each with its own evaluation criteria and expected level.

On top of the free text of those two processes, the Position documents three lists: the Onboarding Steps and the Offboarding Steps, each step with its description, its order and the position responsible for carrying it out; and the Assigned Resources — everything handed over or granted to whoever holds the job (software, licenses, access, equipment, tools, uniforms...) — taken from an independent catalog and with its own note per assignment.

Each Position can also state the Reports to position. That single field builds your company's hierarchy of jobs, which you can see drawn on the Positions Org Chart (the button is on the Positions list). It's the chart of the structure: because it's built out of jobs and not people, it doesn't change when someone joins, leaves or moves. It is different from — and complementary to — the employee org chart, which is built from each person's supervisor.

The Positions list shows that dependency on its first column, and comes sorted by it and then by the job name, so the positions under the same boss show up together. Top level ones, which report to nobody, head the list.

When a job no longer exists in your company but was already used on employees, transactions or job openings — and therefore cannot be deleted — mark it as Inactive. The Positions list has two links at the top: Active, which is the one that opens by default, and Inactive, to review the jobs that are no longer in use. Inactive Positions are also left out of the Positions Org Chart, so the diagram always reflects the current structure.

From a Position's details screen, if it has skills recorded, you can view a radar chart of its top 10 skills and their levels — handy for comparing the profile you're looking for at a glance. With the Human Resources module active, you can also create a Job Opening directly for that Position from its details screen.

When AI suggestions are enabled for your company, you can ask the AI to draft the job description, the onboarding process, or even a list of 10 recommended skills (5 technical and 5 soft skills) with their evaluation criteria, based only on the Position's name.

How to use it

1. Create the Position. Open Positions, click New and enter the job's Name.
2. Set the Reports to position. In Reports to position, pick the job this one depends on within the org chart (for example "Cashier" reports to "Cashier Supervisor"). Leave it empty on top level jobs, such as the General Management. It's optional, but it's what builds the Positions Org Chart. The field is a search box: type part of the name and pick from the list. It only offers the active positions; if you need to pick an inactive one, check the Show Inactive box right below the field.
3. Fill in the available tabs (only if your company has the Human Resources module active): Job Description for the job's description, Benefits for the perks it offers, and Induction/Qualification Process and Disengagement Process to document how someone is onboarded to and offboarded from that job. All of these are optional.
4. Use AI if it's available. On the job description and induction process tabs you'll see a button with a robot icon; type the job's name, click generate, and review the suggested text before accepting or discarding it. On both you can also type an Additional context with any information you want the AI to take into account (for example: main duties and experience level required for the description; duration or mandatory training for the induction).
5. Onboarding Steps and Offboarding Steps tabs: enter, one per line, each step's description and the Responsible Position that carries it out (for example "Create the email account" → IT Support). The row order is the step order: drag a row to move it. These lists are independent from the free text of the previous tabs; you can use both.
6. Assigned Resources tab: state what must be handed over or granted to whoever holds the job — software, licenses, access to systems or areas, equipment, tools, uniforms… — picking it from the Assigned Resources catalog, and write on each line the detail of that assignment (license tier, role, equipment model, remark) and the Responsible Position in charge of handing it over or granting it. If the resource doesn't exist yet, create it on the spot with New Resource.
7. Skills tab: add, one by one, the skills the job requires with New Skill, entering the evaluation criteria and the expected level; or click Suggest Skills with AI to have the AI propose 10 skills (technical and soft) and pick which ones to add.
8. Notes: use the Notes tab for any additional comment about the job; this tab is always available, even without the Human Resources module.
9. Save using the Save button.

From a Position's details screen you can view all of its information in read-only mode, edit it, delete it, create a new Position, or — with Human Resources active — publish a Job Opening for that same job with the Create Job Opening button.

Key fields

Validations when saving

• Name is required and must be unique: it can't match another existing Position's name.
• Skills must have a valid level: a negative level is not accepted.
• The same skill can't be entered twice within the same Position.
• The same resource can't be entered twice within the same Position.
• A step with no description is discarded, and if it has a responsible position but no description the save is rejected.
• A Position cannot report to itself, nor close a cycle on the org chart: if "Cashier Supervisor" already reports to "Store Manager", the Store Manager cannot then be set to report to the Cashier Supervisor.

Positions Org Chart

From the Positions list, the Positions Org Chart button opens the diagram of your company's structure of jobs. Each card shows the job's name, how many active employees hold it today, how many openings it has to fill in open vacancies (the Vacancies in Open or In Progress status for that Position) and a link to the Position's record.

The color of each card shows the job's situation, as the legend above the diagram explains:

• Regular color: the job has employees and no open vacancies.
• Green: the job has open vacancies, whether or not it has employees.
• Yellow: the job has neither employees nor open vacancies; check whether you need to open a Vacancy or deactivate the Position.

With the Show selector you can see all positions, only positions with employees, only positions without employees or only positions with open vacancies. To keep the chain of command, the jobs above the filtered positions are shown too, but faded. The counter on the bar only counts the positions that match the filter.

The top bar lets you search for a job by name, expand or collapse every branch, zoom in and out, fit the diagram to the screen, switch the orientation (top-down or left-to-right) and print it.

Availability and permissions

• This feature requires your company to have the Payroll module.
• The Job Description, Benefits, Induction/Qualification Process, Disengagement Process and Skills tabs, as well as the skills radar chart and the button to create a Job Opening from the Position, require the Enterprise Human Resources (HHRR) module active on your company. Without this module, a Position only has a Name and Notes.
• AI suggestions (job description, induction process and skills) depend on a feature that must be enabled for your company; if you don't see the robot-icon buttons, contact AdmCloud support.
• Access is controlled by the "Positions" permission on your user group, with separate levels for browsing, adding, editing and deleting.

Tips and common pitfalls