This feature allows administrators to create, edit and delete Positions that can be added to an employee's profile and appear on the Organisation Chart.
How do I add a position?
1. Navigate to Administration → General → Positions.
2. Click on the Add Position button.
A new page appears, allowing you to specify the position details, including:
- Parent: Enables you to search through the list of existing positions and designate one as a parent position.
- Position Title: This is the name of the position.
- Position ID: The unique identifier for the position.
- Position Description: A brief description of the position.
- Skills and Experience: A description of the skills and experience required for the role.
📝 AI: The AI tool allows you to quickly populate Position Descriptions and Skills and Experience for all your positions. This feature allows you to edit the responses provided by the AI tool to further customise the Position Description and Skills and Experience to suit your organisation's context.
The Position Description and Skills and Experience captured here can be used to generate job ads in the recruitment module.
Once this section has been filled in, click on the Save button. The position has now been created.
How do I copy a position?
1. Navigate to Administration → General → Positions.
2. Expand the Actions menu by clicking the dropdown arrow. From the displayed list, select Copy.
A new page appears, allowing you to modify the details of the position. Once you have modified the details click on the Save button. The position has now been copied, and a new one created.
How do I disable a position?
1. Navigate to Administration → General → Positions.
2. Expand the Actions menu by clicking the dropdown arrow. From the displayed list, select Disable.
A pop-up window appears confirming that you want to disable the position. Click on the OK button to disable the position.
The position has now been disabled.
⚠️ A position cannot be disabled if it is assigned to a user.
How do I enable a position?
1. Navigate to Administration → General → Positions.
2. Expand the Visibility menu by clicking the dropdown arrow. From the displayed list, select Show Disabled Only.
3. Expand the Actions menu by clicking the dropdown arrow. From the displayed list, select Enable.
A pop-up window appears confirming that you want to enable the position. Click on the OK button to enable the position.
The position has now been enabled.
How do I edit a position?
1. Navigate to Administration → General → Positions.
2. Expand the Actions menu by clicking the dropdown arrow. From the displayed list, select Edit.
A new page appears, allowing you to modify the details of the position. Once you have modified the details, click on the Save button. The position has now been updated.
How do I import a position?
1. Navigate to Administration → General → Positions.
2. Click on the Export to CSV. This downloads a copy of the position template. This file will include all of your currently enabled positions.
3. Once you have completed the CSV template, click on the Import button.
4. Click on the Choose file button and select the file from your computer.
5. A summary appears, displaying any invalid rows and a summary of the information that is being uploaded.
If the information is correct, click on the Confirm button to complete the import process.
The page will update and provide you with a summary of your import.
⚠️ Consider making a copy of this exported file and keeping this on record as a backup.
6. Make the necessary changes to the data in the exported CSV by either leaving the cell blank for the selection to be removed or populating the cell with the new selection that replaces it.
❗ Note that leaving a field blank will overwrite any data on the user's profile in that field, so only do this for the unwanted selections.
7. Save the file.
8. Populate this file with at least one line from your full exported file.
9. Test import this file and confirm updates happen as you expect. To import, navigate to Admin → General → Users → Import users.
10. Click Choose File.
11. Select the file where it is saved on your computer.
12. Review your file in the invalid rows summary and review all row sections provided.
13. Confirm the import.
14. If you are satisfied with the updates on using the test file, perform the same steps with the full file.
❗1. Note that user imports are not reversible, so please confirm your data carefully.
2. Please also be aware that Excel by default will drop the leading zeros from numbers (phone or employee numbers). Please take steps to open the file with Excel in a way that will preserve these.
Position Description Display
Configuration Toggle: Navigate to General Administration → Configuration allows Company Administrators users to enable/disable position description visibility system-wide
Flexible Access Control: When enabled, administrators will be able to view position descriptions on each user profile and can configure access permissions with two options:
Employee (users can view their own position description)
Direct Manager (managers can view their subordinates' position descriptions)
Profile Display: A "View more" hyperlink appears beside position titles in the Summary section for authorised users, opening a modal popup with the complete position description
Uploading Position Descriptions via PDF
Manually transcribing position descriptions from existing documents into the system is often time-consuming. To increase efficiency, the system allows HR administrators to upload a PDF file directly into the Position details page.
Once uploaded, the system uses AI to analyse the document and perform the following actions automatically:
Extracts the relevant position description content.
Intelligently separates information into two distinct categories: Position Description and Skills & Experience.
Populates the respective text fields in real-time, maintaining readable formatting.
| 📝 | This functionality requires the "Allow AI Features" setting to be enabled in your general Configuration. If you do not see the upload option, please enable this by going to Administration > General > General Setup > Configuration > Allow AI features |
File Requirements and Validation
To ensure the successful extraction of data, the document you upload must meet specific criteria. The system automatically validates files upon upload.
File Type: The file must be a PDF.
File Size: The file size must not exceed 2MB.
Quantity: Only one file can be uploaded at a time.
How to Upload a Position Description via PDF
You can access the upload interface when creating a new position or editing an existing one (including past or future-dated position forms).
Navigate to Administration > General > Positions details page.
Locate the Upload position details section.
Drag and drop your PDF file into the designated area, or click to browse your computer for the file.
Wait for the AI to process the document. The Position Description and Skills & Experience fields will populate automatically.
Review the extracted text to ensure accuracy.
Click Save.
| ⚠️ | Uploading a PDF replaces any existing content in the Position Description and Skills & Experience fields. If you have manually entered text in these fields, it will be overwritten by the data extracted from the new PDF. |
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