Positions, Roles & Custom Fields

1. Editing Positions & Role Definitions

To update an existing position definition (e.g. CEO, Coordinator, Enterprise Admin), navigate to the Positions tab and click the pencil Edit button in the Actions column. This opens the ‘Edit Position’ slide-over drawer.

Open Positions Tab

Click Positions tab on the Organization page to view defined job roles.

Click Edit Pencil Icon

Click the pencil icon (✏️) next to the position row (e.g. CEO).

Modify Position Parameters

Update Position Title, Position Code, Org Unit, Org Level, Employment Type, Recruitment Priority, or Reports To in the opened drawer.

Save Position Updates

Click the blue Update Position button at the bottom of the drawer.

Edit Position slide-over drawer with the Position Title field and the Update Position button highlighted

Opened ‘Edit Position’ slide-over drawer highlighting (1) Position Title input and (2) Update Position action button (Light Mode).

Opened ‘Edit Position’ Drawer Option	Field Type	Description, End Result & System Scope
Edit Position Button (✏️)	Action Button	Click Result: Opens the ‘Edit Position’ slide-over form drawer.
Position Title*	Text Input	Required position title (highlighted in box 1).
Position Name	Text Input	Secondary position title or functional alias.
Position Code*	Text Input	Unique position identification code (e.g. CEO, POS-005, POS-001).
Status*	Dropdown	Selects active vs inactive position status.
Description	Multi-line Text	Detailed role purpose, scope, and key deliverables.
Org Unit*	Dropdown	Click Result: Binds position to an organizational unit (e.g. Executive (EXEC)).
Org Level	Number Input	Hierarchical grade level (e.g. Level 1 for executive roles).
Employment Type	Dropdown	Selects employment model (Full Time, Part Time, Contract, Intern).
Recruitment Priority	Dropdown	Selects hiring urgency priority (Low, Medium, High, Urgent).
Reports To	Dropdown	Selects superior reporting manager position in org chain.
Functional Manager (optional)	Dropdown	Selects matrix or dotted-line functional manager position.
Lower-level reports checkbox	Checkbox	Click Result: Flags position as having direct supervisory reports.
Update Position Button	Primary Blue Button	Click Result: Saves modifications across the system (highlighted in box 2).

2. Adding New Enterprise Positions

Clicking the + Add Position button on the Positions tab opens the dedicated ‘Create Position’ slide-over drawer for registering new enterprise job roles.

Click + Add Position

Click the blue + Add Position button on the top right of the Positions section.

Specify Title & Code

Input Position Title and Position Code in the opened drawer.

Assign Org Unit & Level

Select target Org Unit and set Org Level classification.

Set Type & Reporting Line

Select Employment Type, Recruitment Priority, and Reports To manager position.

Create Position

Click the blue Create Position button to publish the new role.

Opened ‘Create Position’ slide-over drawer highlighting (1) Position Title input and (2) Create Position action button (Light Mode).

Opened ‘Create Position’ Field	Field Type	Description, Click Result & System Scope
+ Add Position Button	Action Button	Click Result: Opens the ‘Create Position’ slide-over drawer.
Position Title*	Text Input	Required title for the new role (highlighted in box 1).
Position Name	Text Input	Functional alias (placeholder: e.g., Manager - Production).
Position Code*	Text Input	Required position short code (placeholder: e.g., PLS-001).
Org Unit*	Dropdown	Click Result: Selects target organizational unit for the position.
Org Level	Number Input	Hierarchical grade level classification.
Employment Type	Dropdown	Selects Full Time, Part Time, Contract, or Temporary.
Recruitment Priority	Dropdown	Selects hiring SLA priority (Low, Medium, High, Urgent).
Reports To	Dropdown	Selects line manager position for approval hierarchy.
Create Position Button	Primary Blue Button	Click Result: Saves and registers new position (highlighted in box 2).

3. Position Custom Fields

Custom Fields allow administrators to capture specialized metadata on position records (e.g., Security Clearance, Cost Center GL, Shift Pattern). Clicking ‘Custom fields’ opens the custom fields panel, and clicking ’+ Add Custom Field’ opens the field creation modal.

Click Custom Fields Button

Click the Custom fields button on the top right of the Positions section.

Review Custom Field Panel

Inspect existing custom attributes defined for position records.

Click + Add Custom Field

Click the blue + Add Custom Field button to define a new custom attribute.

Configure & Save Field

Specify field label, data type (Text, Number, Dropdown, Date), required flag, and click Save.

Position Custom Fields panel with the Custom fields management button highlighted

Position Custom Fields view highlighting (1) Custom fields management button (Light Mode).

Custom Fields Option / Control	Field Type	Purpose, End Result & System Scope
Custom fields Button	Action Button	Click Result: Opens the Position Custom Fields panel (highlighted in box 1).
+ Add Custom Field Button	Action Button	Click Result: Launches the ‘Add Custom Field’ modal window on screen.
Field Label / Name*	Text Input	Required title for the custom attribute (e.g., Security Clearance Level).
Field Type*	Dropdown	Selects data type (Text, Number, Single Dropdown, Multi-select, Date, Checkbox).
Required Flag	Checkbox	Click Result: Enforces mandatory population of custom field when editing positions.
Save Custom Field Button	Primary Button	Click Result: Saves attribute and appends it to all position form drawers.

4. Assigning Employees to Positions

The Assignments tab manages employee occupants assigned to defined positions. Clicking the blue ’+ Assign’ or ‘Assign’ button opens the ‘Assign Person to Position’ modal window for linking active user accounts to vacant positions.

Open Assignments Tab

Click Assignments tab on the Organization page.

Locate Target Position

Find an unassigned position or click the blue + Assign button.

Select Employee User

Choose the active employee account from the user selector dropdown in the opened modal.

Set Assignment Type & Dates

Specify assignment classification (Permanent vs Temporary, Primary flag) and effective start date.

Save Assignment

Click Assign Person button to finalize position occupancy.

Assign Person to Position modal window with the Assignments tab selector and the History audit button highlighted

Opened ‘Assign Person to Position’ modal window highlighting (1) Assignments tab selector and (2) History audit button (Light Mode).

Opened ‘Assign Person’ Modal Option	Field Type	Description, Click Result & System Scope
+ Assign / Assign Button	Primary Blue Button	Click Result: Opens the ‘Assign Person to Position’ modal window on screen.
Position Title	Read-only / Dropdown	Displays target position role being filled.
Employee / User*	Dropdown	Click Result: Selects active registered user account (e.g. Meera Reddy).
Assignment Type	Dropdown	Selects occupancy model (Permanent, Temporary, Acting, Secondment).
Primary Assignment Flag	Checkbox / Toggle	Click Result: Flags position as employee’s primary official role.
Effective Start Date	Date Picker	Sets official start date for position tenure.
History Audit Button (⏱️)	Action Button	Click Result: Opens side log displaying historic occupants (highlighted in box 2).
Assign Person Button	Primary Blue Button	Click Result: Binds employee to position and updates Org Chart.

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Positions, Roles & Custom Fields

1. Editing Positions & Role Definitions

2. Adding New Enterprise Positions

3. Position Custom Fields

4. Assigning Employees to Positions

​1. Editing Positions & Role Definitions

​2. Adding New Enterprise Positions

​3. Position Custom Fields

​4. Assigning Employees to Positions

​Related Guides

1. Editing Positions & Role Definitions

2. Adding New Enterprise Positions

3. Position Custom Fields

4. Assigning Employees to Positions

Related Guides