What's covered in this guide?
Positions Overview
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.
Position Template vs Position Title
A Position Title is the named entry you manage from the Positions list, e.g. Managers, Bartender, Food Runner. It captures its name (shown on the payslip when no template overrides it), an optional Reports to relationship for the Organisation Chart, and whether it works across all locations or within specific locations.
A Position Template is what actually gets assigned to an employee — pay conditions plus whichever other employment conditions you choose to manage, and which teams can use it. A template can sit under a Position Title or stand alone. A title can have multiple templates under it (e.g. Bartender - Part Time vs. Casual), which is why each row on the list shows a template count and employee count. Templates not linked to a title sit under Unassigned Position Templates.
Position Titles
Important: Positions are only accessible by users with the Admin Role assigned.
Navigate to Workforce > Positions.
Within Positions, use the left-hand menu to choose Position Titles, Organisation Chart, or Import Positions. Position Titles is the main page for keeping track of and managing your positions.
Use the Search for a Position Title box to find an existing title, and the Active / Include archived toggle to control whether archived titles are shown.
Select EXPAND ALL to open every row at once and see the templates nested under each title, or expand a single row using its chevron.
Position Template - the template's name, clickable through to view/edit it
Conditions - a summary of what the template manages (e.g. "Salary, Additional Tags, 3 Documents, 1 Contract")
Employees Assigned - how many staff currently have this template
Actions - a VIEW/EDIT button, plus a 3-dot menu for further actions
Create a Position Title
To create a position title:
Navigate to Workforce > Positions
Select + ADD NEW POSITION TITLE
Enter a name for the Position Title.
(Optional) Under Reports to, select the Position Title this one reports to, for use in your Organisation Chart.
Choose whether it works across all locations or works within specific locations - location-specific titles can be given a desired headcount.
Select CREATE POSITION TITLE.
Create a Position Template
Important: Positions are only accessible by users with the Admin Role assigned.
To create a position template:
Select the dropdown arrow next to + ADD NEW POSITION TITLE → + Add New Template.
Position Template Name - if no title is attached, this name appears on the payslip.
Select a Position Title for this Template - No Position Title / Use an existing Position Title / Create a new Position Title.
Select which teams can use this Position Template - leave empty for all teams.
Select which employment conditions are managed by this Position Template - checkboxes: Pay Template, Employment Type, Classification/Level, Allowances/Penalties, Additional Tags, Overriding Hourly Rate, Salary, Contracted Weekly Hours, Documents (Qualifications), Documents & Document Bundles, Contracts, HR Forms, Training, Surveys.
Complete the employment conditions for this Position Template - fill in values for whatever you ticked in step 5.
SAVE.
Import positions
To create or update lots of Position Templates at once, import them from a spreadsheet.
Go to Workforce > Positions and select Import Positions from the left-hand menu.
Click Download Template.
Fill in a row for each Position Template. You can include:
the template name and Position Title
pay details: pay template, employment type, classification, allowances, hourly rate, salary and contracted weekly hours
Pay group: the pay group the employee’s timesheets belong to. Use the name of one of your existing pay groups.
Allow additional tags: enter true to let extra tags be added to an employee’s pay conditions when they’re given this position, or false if not.
additional tags, locations and teams
qualifications, documents, document bundles and contracts
training, surveys and HR forms
Upload the file and follow the steps to import it.
📝 Note: Wage Compare and Required Skills can’t be imported. Set these up on each Position Template instead.
Scope a position to teams
Team scoping is set when creating or editing a Position Template, under "Select which teams can use this Position Template." If one or more teams are selected, only staff in those teams can be assigned this template. If no teams are selected, the template is available to all teams.
How do position fields apply?
Whichever employment conditions you tick under "Select which employment conditions are managed by this Position Template" get enforced for every user assigned that template.
If a condition isn't ticked, per-employee changes can still be made. For example, if Overriding Hourly Rate isn't selected, the award rate is used for all staff by default (as elsewhere in Workforce), but the rate can be manually changed on a per-employee basis.
Contracts: Ticking Contracts lets you assign Contract Templates to the position. This scopes the list of contracts available in onboarding to only those attached to the position. If Contracts isn't a managed condition, all contracts remain available.
Documents: Ticking Documents & Document Bundles lets you attach documents and document bundles to the position. These are automatically selected to be sent to staff when the position is selected during onboarding.
Qualifications: Ticking Documents (Qualifications) makes those qualifications show to the employee via their mobile app as required, including:
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 prompting them to upload/update their position-required qualifications
Managers can also see missing position-required qualifications on the staff list and on the employee qualifications tab on their profile.
Choose when HR forms, training and surveys are assigned
When HR Forms, Training or Surveys is ticked, you can choose when each template is assigned to employees in this position:
Both onboarding and employment change: assigned when a new employee is onboarded into the position, and when an existing employee moves into it. This is selected by default.
Onboarding only: assigned only when a new employee is onboarded into the position.
Employment change only: assigned only when an existing employee moves into the position.
Select the templates under the option you’d like. You can also change this from the form, training or survey template itself, in its When to send tab.
Edit or delete a Position Title
Select EDIT on a title's row to open Edit Position Title. Alongside the name, Reports to, and location-scope fields from creation, you can:
Tick which Position Templates should be linked to this title, under "Add Position Templates to this Position Title"
Select DELETE to remove the title entirely
Select SAVE POSITION TITLE to save your changes
Assign Positions
Staff Profile
Once a Position Template has been created, you can assign it to an employee:
Navigate to Workforce > Staff > staff profile
On the left-hand menu, click Pay Conditions
Go to the Pay Conditions tab
Select Edit Current Pay Conditions
Choose when the changes should take effect from the 'How do you want to edit these pay conditions?' options
Once an option is selected, the pay conditions modal appears below
Select Position
Confirm the position details autofill within the staff profile
(Optional) Under Contracts & Documents, tick the box to notify the 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 1 Employee Details, select Continue to 2 Finalise Contracts. The position selected will fill any fields set within it.
Note: there is currently no method to bulk assign positions to staff.
Manage Positions
Any number of Position Titles and Position Templates can be created to meet your business's needs.
From a title's Edit Position Title screen, select DELETE to remove it, only possible where it hasn't been assigned to a user.
Use the Active / Include archived toggle on the Position Titles list to view archived titles.
Using Positions blocks 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 Template
Updating a Position Template applies the changes to any staff who have that template assigned in their Pay Conditions. You're shown the number of affected users before saving. Once saved, you'll receive an email with a "View affected employees" button, taking you to a filtered staff list in your Workforce account.
Important: New contracts are not issued and current contracts are not updated automatically when users' pay conditions change this way. To update a user's contract to reflect the position's new setup, you'll need to update each user contract individually.
Edit position template
To edit a position template:
Navigate to Workforce > Positions > Position Titles.
Find the template you want to update:
If it's linked to a title, expand that title's row (the EXPAND ALL icon) to reveal its templates table.
Select VIEW/EDIT on the template's row.
Make your changes and select SAVE.
If it's not linked to any title, look under Unassigned Position Templates.
Update contracts
To update the contracts of all users assigned a position you've edited, find the affected employees in one of two ways:
Via email - sent to you listing all affected employees
Via staff list - go to Workforce > Staff and filter by the edited position
To update a user's contract:
Navigate to Workforce > Staff > staff profile
On the left-hand menu, click Pay Conditions
Go to the Pay Conditions tab
Select Edit Current Pay Conditions
Choose when the changes should take effect from the 'How do you want to edit these pay conditions?' options
Once an option is selected, the pay conditions modal appears below
Under Contracts & Documents, tick the box to notify the 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 not automatically populated
Click Save once all fields are entered, and Finish once all contracts are finalised
Click Save Changes on the Contract Changes menu to send the contract to employees
Select Confirm Changes > Confirm and Apply