Background

Positions are the backbone of setting assignments in Workhub. While you can create assignments by a worker's location, position based assignments remain the primary way to track compliance.

Every worker will need a position to be added to Workhub. Positions are thought of as Job Roles in many companies and based on these job roles, you setup assignments for your workers. Assignments can be either Not Applicable, Optional, or Required.

If you're setting up Workhub for the first time, it could be wise to consolidate some positions. Every single position you add to Workhub is one more position that needs to be maintained long-term, and if you have 100 workers with 100 different positions, you will certainly want to merge some of them. For example, some companies simply name their positions as field, labour, driver, etc. Keeping it simple ensures you can update assignments easily. Having Jr. Accounts Payable Clerk, Sr. Accounts Payable Clerk and Director of Accounts Payable is probably a little too specific and you could rename all of them to simply Accounts Payable or even Office Staff if other Office Staff are going to have similar assignments in Workhub. Basically, if the positions have very similar requirements, you'll want to evaluate if any of them can be merged under a theme.

Back to assignments, Not Applicable assignments are basically hidden from the worker completely, they won't know those assignments exist. Required Assignments will affect a worker's compliance and workers will be lacking compliance until they are completed. Optional Assignments are... well... optional. They do not affect compliance but can be completed by the worker if they want to go above and beyond. If you have two positions with one or two different assignments, you could merge them and set the different assignments as Optional just to keep it simple.

Position assignments can be updated at any time, but every time you add a new requirement it will cause existing workers in that position to fall out of compliance. No worries though, they will receive their bi-weekly compliance reminder(if setup) notifying them if they fall below 100% compliance.

Besides assignments, positions also determine a worker's permission level in Workhub. All workers in a position will have the same permissions. By default new positions only have access to the My Portal section and if you want them to have admin access you will need to enable the individual permissions for each menu item.

Be careful of creating a new position and moving yourself to it before you give that position admin permissions otherwise you will be locked out. Just give us a call if this happens.

Creating Positions

From your Admin portal, click on Positions.

Click Add Position in the top right and you'll be able to set a few options about the position before diving into the assignments. First give it a name based on the criteria we described above. Setting a Reports To will put that position indented under another position on the position list, this is just for visual organizational purposes. Limit Access makes it so that any workers in this position may only be able to see items that belong to their location or their division. If they had limit by location enabled when they landed on the worker list the filters for location would be restricted for their own location and they would be unable to change it. Most companies shouldn't need to use this feature though.

Permissions are a big part of this and you can easily set their position to the Worker Default or Admin Default permission, but if this particular position is going to need limited admin rights you can set them up with the Custom option.

Once that's decided, below you can set the assignments:

Click on each tab and choose whether assignments are N/A, Optional or Required. Save your changes and you are done setting up your first position!

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