What are Positions? : Digi-X Master

In this Article :

What is Organisations
What are Positions
To Create Position
- Details to Fill In
To Manage Positions
- Edit Position Profile
- Fill Position with New Hire
- Move Position
- Close Position

What are Organisations ?

The Organisations sub-module is used to display and manage your company's Organisational Chart. An Organisation is an umbrella term for the different departments and teams you may have within your company's organisation chart. Different levels of Organisations are often known as Divisions, Departments, Sections, Teams in Different Locations or Stores etc. Employees within an organisation are considered to be team members.

There are 4 Components of your Organisation Chart to keep in mind, all of which can be likened to the process of building a house:

Structure - You must build the structure of your house, and decide how many floors (levels) it will have. This must be built before moving to the next step.

Organisations - Think of each organisation as a room in your house. They are meant to separate the functions of your employees. Imagine each bedroom having a theme.

Positions - Positions can be considered the beds that exist in each room. Each person must have a bed to sleep in. You will not be able to move a person in this room if they do not have a bed available.

Employees - These are the people who will be moving into your 'House'. Ensure everything has been built properly before trying to move them in.

What are Positions?

Positions are the Job Title that each employee holds in the company. Vacant Positions must be created in each organisation for an employee to fill before being able to add a New Hire into your altHR Company Account. Admins are able to change an employees position within the company when needed - such as to move them to a different department or to hold a different title.

To Create a Position

There are 2 ways of creating a position for the employee to fill when adding a new hire:

Create Position During Add New Hire Process - Read how to Add New Hire

Create a Vacant Position within an Organisation for an employee to fill later - explained in this article

1. On the left-hand panel of your admin dashboard, click on People > Organisations

2. Select the Organisation to view

3. Select Positions

4. Select Create New Position

5. Fill in Position Details

6. Select Submit to create position

Details to Fill In :

1. Functional Title - The Title of the position

2. Business Title - This may be the same as the title of position, or a title that the employee holding this position will be known by externally (Such as on a business card)

3. Job Group and Job Grade

4. Contract Type,Time Type and Shift Type for this position

5. Availability Date - This is the date that this position was created and became available to fill

6. Location - Office where this position will be located

7. Description and any attachments required

8. Click Submit to confirm

To Manage Positions

After creating positions, admins have the functionality to manage these Vacant positions, such as editing the position profile, filling the position with a new hire, or move the position or close the position

a) Edit Position Profile

1. On the left-hand panel of your admin dashboard, click on People > Organisations

2. Select the Organisation to view

3. Select Positions

4. Select Actions on the position you would like to manage

5. Select Edit Position

6. Edit the Position Details as needed

7. Select Confirm to save changes

b) Fill Position with New Hire

1. On the left-hand panel of your admin dashboard, click on People > Organisations

2. Select the Organisation to view

3. Select Positions

4. Select Actions on the position you would like to manage

5. Select New Hire

6. Select the Employee Organisation where the vacant position is

7. Select the Vacant Position for the New Hire to fill

8. Fill in Employee Information

9. Select Confirm to create New Hire

Information to Fill:

1. Legal Full Name

2. Identification Type - Choose between National ID, Passport or Driver's License

3. Identification Number

4. Username - Choose between Phone Number or Email Address. this will be the username that your employees must use when logging into their employee profiles.

5. Email Address (Or phone number if Phone Number was selected for Username Type) - This is the email or phone number employees will use for their Username

6. First Day of Work - This will determine the Length of service of this employee and will affect things such as Leaves Pro Rata settings and Eligibility for certain policies in altHR.

7. Under Advanced Settings, key in he Employee's Employee Number - This is important for identification of the employee's profile in the system

8. Admins can select when to send this employee the Invitation to activate their altHR Profiles - Choose between Do Not Send, Set Date to Send, and Send Now.

c) Move Position (to a different Organisation)

1. On the left-hand panel of your admin dashboard, click on People > Organisations

2. Select the Organisation to view

3. Select Positions

4. Select Actions on the position you would like to manage

5. Select Move Position