Positions are configurable employee templates that can be used to quickly onboard and change the “Pay conditions” of staff. Common employee setups can be created as positions and assigned to employees, ensuring that each employee under a common position will have the same setup.
What's covered in this guide?
Position Template vs Position Title
A Position Template holds the set of preconfigured items including required qualifications, documents, contracts and the templated pay configuration. It is the position template that is assigned to the end user.
A Position Title is a field that allows variations of the same position to be commonly referred to. For example: Bartender - Part Time and Bartender - Casual are both a variation of a Bartender Position. The differences between the two relate to how the employee is engaged and not the type of work they will be doing.
Create a position template
📝 Positions are only accessible by users with the Admin Role assigned.
Navigate to my.workforce.com/positions. This page will help you keep track of and manage your positions. When you have multiple positions you can search them via the search bar and see basic summary information in the table.
To create a new position, just select + Add New Position Template.
Set the name, this will need to be unique within the account. From here select which fields you wish to add to the positions then populate the fields as the position requires.
Click Save - your new position template will appear in the list and is ready to be assigned to staff.
Scope a position to teams
You can now restrict which positions can apply to staff based on the team they're in. This helps ensure the correct positions are being assigned to the correct employees.
When one or more teams are applied to a position:
A manager applying the Position to an employee must manage one of the teams assigned to the position.
The employee must work in at least one of the teams assigned to the position.
If a position is not scoped to the team it can be applied to any employee.
How do position fields apply?
When you set a position field that value will be enforced for all users under that position.
If a field is not set then changes can be made. In the example above no rate is specified, while this would use the award rate for all staff (like the rest of Tanda) you could manually change the rate on a per-employee basis.
Contracts:
Contract Templates can be assigned to the position. This will scope the list of contracts available in onboarding to only those attached to the position. If the position does not have a contract assigned then all contracts will remain available.
Documents:
Documents and Document bundles can be added to positions. These will automatically be selected to be sent to staff when a position is selected during onboarding.
Qualifications:
Qualifications assigned to a position will show to the employee via their mobile app as required. This will include:
A notice on the home page of their mobile app
A notice on the qualifications tab in Employee Self-Service
Placeholders and callouts on the qualifications page with a prompt to upload/update their position-required qualifications
In addition to the callouts to employees, managers will be able to see missing position-required qualifications on the staff list and the employee qualifications tab on their profile.
Assign Positions
Staff Profile
Once a position has been created, you can assign a position to an employee.
To assign a position to an employee:
Navigate to Workforce > Staff > staff profile
On the left hand side menu, click Pay Conditions
Go to Pay Conditions tab
Select Edit Current Pay Conditions button
Select from when you want these changes to take effect by selecting an option from ‘How do you want to edit these pay conditions?’
Once an option is selected, the pay conditions modal will appear below
Select Position
Confirm position details autofill within the staff profile
(optional) Under Contracts & Documents, tick the box to notify employee of the change and select contract/s & documents to send
Select Confirm Changes > Confirm and Apply
Onboarding
For new employees, the position can be selected in the Hire & Onboard onboarding form:
After completing the information on 1 Employee Details of the onboarding form, select Continue to 2 Finalise Contracts. The position selected will fill any fields set within the position:
Note: Currently there is no method to bulk assign positions to staff.
Manage Positions
Any number of Positions can be created to meet your business's needs, if you create a position that you do not need it can be Deleted or Archived.
Navigate to Position Templates > 3 dot icon:
Deleting is possible where the position has not been assigned to a user
Archiving is possible for positions that have already been used and will prevent them from being assigned in future
Using Positions will Block changes to users' (who have positions assigned) pay fields via the API to prevent invalid changes from being made. Consider this before first using the feature.
Edit a position
Edit position template
Updating a position will apply the changes to any staff who have the position assigned in their Pay Conditions.
To edit a position, navigate to Workforce > Positions > Position Templates and select View/Edit:
You will be presented the number of users who will have their user fields updated:
Edit position template and select Save.
Once saved, you will be sent an email with a button to 'View affected employees'. This will take you to your Workforce account and a staff list of all affected employees:
Important: New contracts will not be issued / current contracts will not be updated when users' pay conditions are updated. If you want a user contract to be updated with the position's new updates, you will need to update each user contract.
Update contracts
To update all users' contracts who are assigned a position that you've updated, you can find all employees affected in 2 ways:
Via email: this will be sent to you with all employees affected
Via staff list: go to Workforce > Staff > filter the staff list by the edited position
To update a user's contract, you will need to:
Navigate to Workforce > Staff > staff profile
On the left hand side menu, click Pay Conditions
Go to Pay Conditions tab
Select Edit Current Pay Conditions button
Select from when you want these changes to take effect by selecting an option from ‘How do you want to edit these pay conditions?’
Once an option is selected, the pay conditions modal will appear below
Under Contracts & Documents, tick the box to notify employee of the change and select contract/s & documents to send
Select Review Contracts:
Confirm automatically populated information is correct
Enter details for any dynamic fields that weren't automatically populated
Click the Save button once all fields have been entered, and Finish once all contracts have been finalised
Click the Save Changes button on the Contract Changes menu to send the contract to employees
Select Confirm Changes > Confirm and Apply
