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Assigning Employees & Jobs

Once you've created positions in your company structure, you can assign employees to fill those positions and associate jobs for recruiting purposes. This guide covers both processes.

Assigning a Position to an Employee​

To assign a Position to an employee, you can select the Add icon next to an empty position in the left menu or you can select the Position and click the Assign button.

Assigning a position to an employee on the Company Structure page

Steps to Assign an Employee​

  1. Navigate to the Company Structure page
  2. Find the position you want to fill (it will show as Vacant or have no employee assigned)
  3. Click the Add icon next to the position in the left menu, OR
  4. Select the position and click the Assign button
  5. Select the employee from the list
  6. Choose whether this will be a Primary or Secondary Employment Term
  7. Set the employment term start date
  8. Optionally set an end date if this is a temporary assignment
  9. Click Save

What Happens When You Assign​

When you assign an employee to a position:

  • The position status changes to Staffed
  • An Employment Term is created linking the employee to the position
  • The position appears in the employee's Employment Terms section

For Primary Employment Terms only:

  • The employee's Position field in their Employee record is updated
  • The employee's Manager field is automatically set based on the Parent Position

Assigning Employees to Multiple Positions​

flair allows you to assign employees to multiple positions simultaneously while maintaining one primary role. This is useful for tracking employees who work across different departments or hold multiple responsibilities.

Understanding Multiple Position Assignments​

Employment Term Types​

  • Primary Employment Term: The main position that synchronizes data (manager, position name) at the employee level
  • Secondary Employment Terms: Additional position assignments used for tracking purposes only

Key Principles​

  • An employee can hold multiple positions at the same time
  • Only one employee can be assigned to any single position
  • There must always be exactly one Primary Employment Term for any given time period
  • All existing Employment Terms are automatically designated as Primary (this feature is backward compatible)

Assigning Multiple Positions​

From Company Structure Page​

  1. Navigate to Company Structure in the flair HR app
  2. Select the position you want to assign
  3. Click Assign to add an employee
  4. Choose whether this will be a Primary or Secondary Employment Term
  5. Set the start date and end date (if applicable)

From Employee Detail Page​

  1. Go to the employee's record
  2. Navigate to the Employment Terms section
  3. Click New to add an additional Employment Term
  4. Select the position and specify if it's Primary or Secondary
  5. Configure the effective dates

Managing Primary vs Secondary Positions​

Changing Primary Employment​

You can change which Employment Term is Primary from either:

  • Company Structure page: Select the Employment Term and change its status
  • Employee detail page: Modify the Employment Term designation in the Employment Terms section

Data Synchronization​

  • Only the Primary Employment Term synchronizes data to the employee level
  • The employee's manager and position name are pulled from the Primary Employment Term
  • Secondary Employment Terms are tracked separately and don't affect employee-level data

FTE (Full-Time Equivalent) Tracking​

FTE Fields​

Both Employment Terms and Positions now include FTE fields to track:

  • Part-time work arrangements
  • Multiple positions with reduced workloads
  • Total employee capacity across all roles

Automatic FTE Calculation​

FTE values are automatically populated based on assigned employee workload.

Important Notes​

  • This feature is completely optional
  • Existing single-position assignments continue to work unchanged
  • No changes are required to current workflows

Associating Jobs with Positions​

If you are hiring for a vacant position or a position that will become vacant soon, you can associate an open job with that position. This connects your recruiting efforts with your organizational structure.

Viewing Associated Jobs​

Associated Jobs can be seen in the detailed view of a position below Inactive Employment Terms. All associated jobs are listed here, alongside the job's name, status, publish date, and the user who created the job.

How to Associate a Job​

To associate a job with a position:

  1. Open the position in the Company Structure page
  2. Click the down arrow ▼ in the top right corner
  3. Select either:
    • Create a New Associated Job - Create a new job posting and associate it immediately
    • Associate Existing Job - Link an existing job from flair Recruiting

You can only view associated jobs if your permission sets and visibility scope allow it. To create a new associated job, you require the flair Position-Job Management permission set.

Creating a New Associated Job​

Clicking Create a New Associated Job allows you to add a new job to the flair Recruiting app and immediately associate it with a position in your company structure. Selecting this option will open a window where you can enter details such as:

  • Job name
  • Location
  • Department
  • Time commitment
  • Other job details

Create a new associated job

After creating the job, it will be:

  • Automatically associated with the position
  • Available in flair Recruiting for candidate applications
  • Visible in the position's Associated Jobs section

Associating an Existing Job​

If you've already created a job in flair Recruiting:

  1. Open the position
  2. Click the down arrow ▼
  3. Select Associate Existing Job
  4. Choose the job from the list
  5. Confirm the association

The job will now be linked to the position, making it easier to track which positions you're actively recruiting for.

Position Status and Job Association​

When you associate a job with a vacant position:

  • The position status may change to Recruiting
  • You can track the hiring progress directly from the position
  • Once a candidate is hired, you can easily assign them to the position

Next Steps​

Now that you know how to assign employees and associate jobs:

  • Learn how to update employment terms
  • Understand troubleshooting common issues
  • Review how position management affects employee records