Advanced: Position Management

For users who already know the basics — this guide covers how positions integrate with scheduling rules, the relationship between positions and teams, managing position changes for employees, and using positions for workforce analysis.

Positions and Scheduling Rules

Positions are most powerful when combined with shift planning. On the scheduling grid, every assigned employee's shift card displays their position as a coloured label. This gives managers an instant visual map of role coverage across all shifts.

When building a shift roster, experienced schedulers use positions to verify balance. For example, a restaurant might require at least one "Supervisor" on every shift. By scanning the colour-coded labels, the manager can spot a gap immediately — if a shift shows only green ("Server") labels and no blue ("Supervisor") label, something needs to change before publishing. While the system does not enforce minimum position counts per shift automatically, the visual cues make manual verification fast and reliable.

Positions also help when filling open shifts. If a "Security Guard" calls in sick, filtering available employees by position shows only qualified replacements. This avoids scrolling through the entire staff list to find someone with the right role.

Positions vs. Teams

Positions and teams serve different purposes, and understanding the distinction prevents confusion.

Teams are about grouping — who works together. A team might be "Kitchen Staff" with 8 members who are scheduled as a unit. Teams form rows on the scheduling grid and can have leaders who manage the group.

Positions are about roles — what someone does. Within the "Kitchen Staff" team, you might have positions like "Head Chef", "Sous Chef", and "Line Cook". The position tells you the person's function; the team tells you their organisational home.

An employee has one position and can belong to multiple teams. This means you can have a "Head Chef" on both the "Morning Kitchen" and "Evening Kitchen" teams. The position stays consistent across teams; only the team assignment changes.

Managing Position Changes

When an employee's role changes (e.g., a "Junior Developer" is promoted to "Senior Developer"), update their position on their employee profile. The change takes effect immediately — future schedules show the new position label, while historical shift records retain the position that was active at the time.

If you need to rename a position entirely (e.g., changing "Waiter" to "Server"), edit the position on the Positions page. This updates the label everywhere, including on the profiles of all employees currently holding that position. Use this for terminology changes, not for role changes — if "Waiter" and "Server" are genuinely different roles, create a new position and reassign employees individually.

Deleting a position is only possible if no employees are currently assigned to it. If you're phasing out a role, reassign all affected employees to their new position first, then delete the old one.

Positions in Workforce Analysis

Position data flows into reporting, giving you a role-based view of your workforce. You can answer questions like "How many hours did Supervisors work last quarter?" or "What's the average shift length for Security Guards?"

Combined with team and location filters, position-based reports give you a three-dimensional view: who (position), where (location), and with whom (team). This is particularly useful for budgeting — if you know your "Senior Technician" hours are growing 20% quarter over quarter, you can plan hiring or overtime budgets accordingly.

Related Guides

• Modules-Positionen — basic setup and daily workflow
• Tips-Positionen — quick wins for position management