Creating & Managing Positions

The Company Structure page is your central hub for managing all positions in your organization. This guide covers how to create, edit, delete, and understand position statuses.

Accessing Company Structure

To get started, use the app launcher 𓃑 and search for Company Structure. On the company structure page, you will see a list on the left of the screen. This list contains all active positions in your company.

In this left pane, you can use Quick Search to find a specific position. You can also click the funnel icon to open filters. Positions with a Start Date in the future will only be visible if you open the filters and check the Show Future Positions box. If you create a position with a Start Date in the future, it will not be displayed here until that date.

Clicking the down arrow ⌄ next to a position will show all active positions managed by that role. The icon color indicates the status of the position:

• Blue = Staffed
• Orange = Recruiting or Scheduled
• Red = Upcoming Vacancy
• Gray = Vacant or Disabled

Understanding Position Details

In the middle of the screen, you will see further details related to the selected position.

1. Position Title: This is the name of the selected Position.
2. Description: A text describing the Position and its responsibilities.
3. Status: Indicates the status of the Position, e.g. Staffed or Vacant.
4. Employee: The employee who currently holds this Position.
5. Parent Position: The Position above the selected Position in the company hierarchy.
6. Manager: The employee who holds the Parent Position.
7. Start Date: The date when this Position was first occupied within the company.
8. End Date: The date at which this Position becomes inactive. Leave blank if not known.
9. Assign: Click to assign an employee to the selected Position.
10. Edit/Delete: Click the down arrow to edit, delete, or unassign the Position or to associate it with a job.
11. Vacant From: If the active employment term has an End Date, this box shows when the position will become vacant.
12. Active Employment Term: Details of the employee who is currently assigned to this Position. The Start Date and End Date shown here relate to the period of time that the currently assigned employee has held this position.

Further down the position detail view, you can also see Inactive Employment Terms and Associated Jobs.

1. Inactive Employment Terms: This table shows all employees who have previously held this Position or will hold it in the future.
2. Associated Jobs: If you are hiring for a position, you can link it to jobs you have created in flair Recruiting.

Creating Positions

To create a new position:

1. Navigate to the Company Structure page
2. Click New or use the appropriate action button
3. Fill in the position details:
   • Position Title - The name of the position
   • Description - Optional description of responsibilities
   • Parent Position - The position this reports to (for hierarchy)
   • Start Date - When the position becomes active
   • End Date - Optional end date if the position is temporary
4. Click Save

Future Positions

You can create positions with future start dates. These won't appear in the main list until their start date arrives, unless you enable "Show Future Positions" in the filters.

Editing Positions

To edit an existing position:

1. Navigate to the Company Structure page
2. Select the position you want to edit
3. Click the down arrow in the top right corner
4. Select Edit
5. Make your changes
6. Click Save

Common edits include:

• Updating the position description
• Changing the parent position (reporting structure)
• Modifying start or end dates
• Updating position details

Deleting Positions

To delete a position:

1. Navigate to the Company Structure page
2. Select the position you want to delete
3. Click the down arrow in the top right corner
4. Select Delete

A Position cannot be deleted if there is an Employment Term associated with the Position. If you want to hide a previously occupied Position from your Company Structure, select an End Date for the Position. After this date, it will become inactive.

Position Status

The color of the icon next to the position indicates the position status and is updated in real time. When you click on a position, the Status field shows you the exact status of that position.

Status Types

• Staffed: The position is filled and not set to become vacant within the next three months.
• Recruiting: The position is vacant and there is an associated open job in flair Recruiting.
• Scheduled: The position is vacant but is scheduled to be filled.
• Upcoming Vacancy: The position will become vacant within three months and no new employment is scheduled.
• Vacant: The position is vacant and not associated with an open job in flair Recruiting.
• Disabled: The position has been disabled and is no longer active.

Understanding Status Colors

The visual indicators help you quickly understand position status:

• 🔵 Blue = Staffed (position is filled)
• 🟠 Orange = Recruiting or Scheduled (actively being filled)
• 🔴 Red = Upcoming Vacancy (will be vacant soon)
• ⚪ Gray = Vacant or Disabled (not currently active)

Adjusting Position Search Layout

If you can't see all columns when searching for positions, you can adjust the search layout in Salesforce:

1. Click on Setup in Salesforce
2. Click on Object Manager
3. Type "position" in the search
4. Click on Position
5. Click on Details
6. Click on Edit
7. Check Allow Search
8. Click on Save
9. Click on Search Layouts
10. Click on Edit next to the search layout
11. Select the available fields and add them to the selected fields

We recommend selecting the following fields:

• Position Name
• Description (if applicable)
• Current Employee
• Current Employment Term
• Parent Position
• Start Date
• End Date

12. Click on Save

Next Steps

Now that you know how to create and manage positions, learn how to:

• Assign employees to positions
• Associate jobs with positions for recruiting
• Update employment terms