How to add and manage vacant positions

Visualizing your future hires as vacant positions and adding important data such as compensation is a vital part of the workforce planning process.

add and manage vacant positions

 

Contents:

  1. Add and remove vacant positions
  2. Manage your vacant positions
  3. Collaborate with your team on vacant positions

 


 

1. Add and remove vacant positions

 

In this section:

 

 

Add vacancies

To get a visual understanding of where a new position is going to fit in your organization you can add vacancies using the org chart or if you need to easily add important data such as compensation, effort, start, or end date, in one place, you can use the people & positions table. 

 

 

Add vacancies using the org chart

To add a vacancy to the org chart click anywhere you see a plus icon and a vacant position will be added. If you want to move the position to another location on the org chart you can simply drag and drop it to where you would like it placed.

If you have selected a functional library then you can also drag and drop a role from the left-hand menu and it will instantly create a vacant position with that role as well as any responsibilities allocated to it.

 

Add vacancies using the org chart

 

Add vacancies using the people & positions table

To add a vacancy using the people & positions table scroll to the bottom of the table and click "+ add position". This will create a vacant position at the bottom of the list where you can easily add a position title and assign a manager using the field in their row.

 

Add vacancies using the people & positions table

 

 

Add position titles

As mentioned above you can add or edit a position title on the people & positions table using the fields in line with any vacancy. You can also edit any position title on the org chart by clicking on the job title field on that position.

 

Remove vacancies...

 

Remove using the org chart

To remove a vacancy from the org chart click the ellipsis on the top right corner of the position and select "remove position" or drag and drop the position to the bottom left where "drop to remove" will appear in red.

 

Remove using the org chart

 

Remove using the people and positions table

On the people and positions table, you can remove a position by clicking the ellipsis on the left-hand side of the table and selecting "remove position".

 

Remove using the people and positions table

 

 

When you remove a position it is permanently removed including; its title, compensation, and any other data that you have added to the position.

 

 


 

 

2. Manage your vacant positions

When managing your vacant positions through the hiring process it's important that data is kept up to date and other stakeholders understand what stage in the cycle each position is at. Below we have detailed some of the key components that will help make it a more cohesive process.

 

In this section:

 

Compensation

Adding and adjusting compensation will allow for more efficient budget forecasting and can be done in a number of different ways...

 

Adding compensation using the org chart

To quickly add compensation to a position on the org chart click "properties" in the top right and toggle on "compensation". You can then click the compensation field on any position on your org chart to add it directly.

OR

Click the arrows on the top left of the position to open its position modal then "add compensation data".

 

Adding compensation using the org chart

 

 

Adding compensation using the people & positions table

To add compensation using the people & positions table click on the "total compensation" field for any position and enter the amount. If you can't see the "total compensation" field you may just need to enable it using the properties tab near the top of your browser.

 

Adding compensation using the people & positions table

 

 

Compensation can be added annually or hourly, and combined with "Effort (FTE)" or hours, will provide the total cost for each position. 

 

 

Effort (FTE)

Effort (FTE) can be added in bulk when importing your people with a CSV and if you don't specify a value initially, each position will receive a value of one by default, or equivalent to a full-time position. Effort can be changed for any position even after it has been initially set.

 

Change effort on the org chart

To amend the effort for a position click the outward pointing arrows on any position to open its modal then click on "add compensation data" if none has been added. If compensation has been added, once the position modal is open you can click on the compensation in blue and add effort.

 

Change effort on the org chart

 

Change effort on the people & positions table

Effort can be amended using the people & positions table by clicking on the Effort field or clicking the outward pointing arrows that appear on any compensation field when you hover over it.

 

Change effort on the people & positions table

 

 

Effort or FTE (Full-Time Equivalent) is how much a person is expected to work with 1 being someone who is full-time, 0.8 being someone working four days a week, 0.2 one day etc.

 

 

Start & end date

Setting a hiring window for each position can be vital for accurate budget forecasting, and in situations where you may be hiring for many positions it can provide a clearer picture of the road ahead.

To set a start or end date ensure you're viewing the people & positions table using the view dropdown near the top left, then add the dates in the fields for the vacancy.

 

Start & end date

 

 

 

Vacancy status

Vacancy statuses are indicators that help track which stage in the hiring process each position is at.

 

 

The different statuses are:

Draft

The position is still being worked on by key stakeholders but has not yet been approved. It may be that cost, start date or title is still being decided upon.

 

Proposed

Key information for the position has been decided upon and it has been shared with key stakeholders for approval. 

 

Approved

Key information for the position such as; cost, projected start date, full-time equivalent, and title, have received all the necessary ticks of approval from stakeholders in the process.

 

Open

Having been approved, the position is open for recruitment and your organization is actively seeking and interviewing candidates.

 

Filled

Recruitment has closed and a candidate has been chosen, and accepted the position.

 

They can be updated anywhere on the org chart by clicking on the person icon for a vacancy then using the "vacancy status" dropdown and saving.

 

Vacancy status

 

They can also be accessed in the left-hand menu and on the people & positions table by clicking the ellipsis next to any vacancy and selecting "edit vacancy", then amended using the "vacancy status dropdown" and saving.

 

edit Vacancy details

 

OR using the dropdown that appears next to a vacancy when the "person" details are expanded.

 

Workforce planning scenario

 

 

Custom text properties

If there is information about a vacant position that you would like to communicate that isn't available as a property in Functionly, you can add your own custom text properties.

To do this click the "properties" tab in the top right and "+ Add a property" or click the plus symbol on the top right of the "people & positions" table. Once created, the property can then be toggled on to appear across your org chart.

 

Custom text properties

 

 

Roles & Responsibilities

If you have a smaller number of positions that you're recruiting for, or you really want to go into detail on each role, you can add responsibilities to a position using roles. You can learn more about adding, editing, and creating roles and responsibilities here.

 

Filter your view

Once you have added all relevant data you can filter the people & positions table to group and order your vacant positions as you want to see that information. For instance, you can filter "only vacancies" to exclude all occupied positions, group by "vacancy status" to see which are at the most advanced stage in the process, and order by start date to get an idea of a timeline.

 

Filter your view

 

 

Any order or grouping you filter your people and positions table by can be exported directly to CSV in that order to share with relevant stakeholders such as your finance team.

 

 


 

3. Collaborate with your team on vacant positions

How your team accesses the workforce planning that's being done in the product will vary depending on their part in the process. For example, hiring managers will likely need to be added as compensation editors (the highest level of access) whereas your finance team may only need a CSV export without accessing Functionly itself.

 

In this section:

 

Collaborating in Functionly

For collaborators that will need access to Functionly for your hiring process, we have different access levels to suit all your needs. You can read more about the different levels of access and how to add collaborators.

 

Sharing for feedback

If you want feedback from someone in your team but don't want them to sign up to Funcitonly, make changes, or be a billable collaborator then you can share via our links where viewers will see nearly everything you see. Read all about how to use links here.

 

Sharing outside Functionly

If there are people in your organization who are time-poor (CEOs and founders) and need to easily and quickly see your work to provide approval, you can share exports in a variety of formats. Click here to explore the different ways to export your scenario.