Create a position

What this achieves

A position is a post in your organization — a department, a grade, a reporting line, and a headcount. It is what you establish and staff against, separately from whoever currently holds it.

Required role: Administrator.

Before you start

Create the grades, job profiles, departments, and locations the position will reference. Decide your code scheme first, because a position’s code cannot be changed after creation.

Steps

Go to Organization → Positions.
Select Add Position.
Enter the Title and Code.
Choose the Department, Grade, Job Profile, and Location.
Set Reports To.
Set the Headcount.
Set the Status.
Set Critical Position if it should be tracked for succession.
Select Save.

A position holds a headcount, not a person

The list shows headcount alongside filled and vacant counts. One position can hold several people.

Creating one position per employee defeats the purpose — you would have an employee list with extra steps, and you would lose the ability to see what you have established versus what is staffed.

Example: HC Corp UK Ltd holds a warehouse operative position with a headcount covering several people, showing how many are filled and how many vacant, rather than one position per person.

Status

Option	Description
Active	In use and available to staff.
Frozen	Retained but not to be filled.
Eliminated	Withdrawn from the structure.

Frozen is the setting for a hiring freeze: the post still exists and is still visible, but it is not to be filled. That is different from eliminating it, which removes it from the establishment.

Use frozen rather than deleting during a pause. Deleting loses the post; freezing keeps it and the intent behind it.

Reports To builds a separate hierarchy

The Reports To on a position feeds the position hierarchy, which is a structural view of posts reporting to posts.

That is not the same as the org chart, which is drawn from each employee’s reporting manager. The two can legitimately disagree — someone can report to a person who does not hold the position their post reports to.

Example: an HC Corp UK Ltd position may report to a senior engineering post while the employee filling it reports day to day to a team lead. Both views are correct and they answer different questions.

The code is permanent

A position’s code cannot be changed after creation. Choose a scheme before creating the first one, because the only correction afterwards is to create a replacement position.

Succession

Marking a position Critical Position flags it for succession planning. On a critical position you can nominate successors, record a vacancy risk, and mark when it was last reviewed.

Example: marking Olivia Bennett’s post critical at HC Corp UK Ltd and nominating successors turns an unspoken continuity risk into something visible and reviewable.

Deletion requires reassignment first

A position with employees assigned cannot be deleted — the interface tells you to reassign assigned employees first. Once empty, deletion warns that it cannot be undone.

This guard is specific to positions and locations. The department hierarchy does not have it.

What happens next

Positions become assignable on employee records, and the filled and vacant counts become your establishment view. Vacant positions are what recruiting fills, and critical positions feed succession planning. The position hierarchy shows the structure your reports-to settings form.