Streamline your rostering or position management process with position groups
Position Groups is a great feature that allows you to group various positions from your Awards and list them under a custom label. Once created, these groups can be utilised across different areas of your platform.
The 2 primary uses for Position Groups are:
- To add multiple positions to employee profiles
- To streamline and improve your rostering process, which can be enabled per Operation.
Keep in mind that while you can use Position Groups in 2 different ways, you can only implement one at a time. So, if you choose to set them up to enhance your rostering, it’s not advisable to use them for assigning positions in bulk. Please consider which is the best approach for your business needs.
In this article, we will cover:
- Key information before you start
- Using Position Groups when adding positions to employee profiles
- Using Position Groups as a rostering tool
- Creating new Position Groups
- Updating Position Groups
- FAQs
Permission Reminder: To create and update Position Groups in your platform, you will need the 'Edit Awards and Agreements' permission.
Understanding position groups
Position Groups are an optional feature that can help streamline specific tasks, making things easier for your admins. This feature might not be the right fit for every business.
Take a look below at the main uses for Position Groups to see if these could work within your business's process.
Uses for Position Groups
You can use Position Groups in 2 different methods in your platform, but keep in mind that you can only choose one option at a time. So, take a moment to explore both options outlined below:
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Adding multiple positions to an employee's profile
- Labour Hire businesses generally prefer this method as a way to streamline the recruitment & set up process.
- Instead of adding each position one by one to an employee's profile, you can add them by Position Group. This way, all positions in the group get added to the employee's profile at once, saving you a lot of time!
- When assigning positions using this method, all positions added will have the same locations and start date.
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Using Position Groups with rostering
- Direct Employment businesses generally prefer this method, as it allows for a more streamlined rostering view, making the process simpler for your roster managers.
- You can more effectively drag, copy, and offer shifts to employees, which greatly reduces the number of shift errors.
- You can use it as an additional layer of communication with your employees by informing them of what role they will be performing for a shift.
- For example, Bartender, Service, Cashier, Cook, or Kitchenhand.
- Additionally, this method can be used to conceal an employee's pay level by displaying a different title.
- For example, when rostering, instead of showing F&B Attendant Levels 1, 2, or 3, it could say Barista. This is Position Group is demonstrated in the example below.
Please note: Position Groups are only used for these 2 ways. So, any Position Groups you create won’t be used when you send contracts or other documents through the Document Library feature or in payslips.
What are Position Groups
Simply put, Position Groups are just a list of chosen positions that have been grouped together and given a label.
For example, in the image below, we see the list of positions for F&B Attendant Levels 1-3 from the Registered and Licensed Clubs Award. These positions have been grouped together in a Position Group, labelled Barista.
Unlike other features, which are customisable per Award, Position Groups are pretty flexible, allowing you to customise them as needed by:
- Adding positions from multiple different Awards into the same Position Group
- Adding the same positions into different Position Groups
How you set up your Position Groups will depend on how you plan to use them on your platform. In the sections below, we’ll take a closer look at each method for setting up and using Position Groups.
Contact us: Before you get started, it's a good idea to chat with our support team to see if Position Groups are a good fit for your business.
Position Groups is a fantastic feature for making the recruitment process easier. Using them can help you simplify assigning positions by allowing you to:
- Add multiple positions in one go
- Filter your list of available positions, making searches easier.
Below, we will guide you through the following:
- Things to consider before you begin
- Using Position Groups to assign employee positions
- Ways to set up Position Groups
Before you begin
Before you start with Position Groups, we'd like you to consider a few items beforehand. Please take the time to read the following, as it could significantly impact how you plan and set up your groups.
- When you add positions to profiles this way, all the positions will have the same locations and start dates.
- When you create Position Groups, you should use a standard naming convention. This helps avoid confusion when assigning positions to profiles.
- If you use Position Groups to assign a position to employees' profiles, we advise that you do not also use them for rostering. With this in mind, when setting up your Operations, please ensure the 'Enable Position Groups?' setting toggle is off.
Using Position Groups to assign employee positions
When you add positions to an employee's profile, or additional positions to a permanent employee, there will be 2 fields available for you to select from; these are:
- Position Group (optional) - This option can either be used to filter positions or to apply multiple positions at once.
- Position - This option will list all positions. However, you are unable to select and apply multiple positions from this field.
Please note: Both fields will be available in the workflows by default, even if your platform does not use the Position Groups feature. In such cases, the field will be blank. To continue, you can go to the Position field to select a position.
Please go through each of the tabs below to see which option best suits your business needs when using position groups to assign positions to employee profiles.
Using Position Groups to add positions to employee profiles is common among our Labour Hire customers because it allows for the quick addition of all relevant positions to an employee's profile.
This can significantly expedite the recruitment process and prepare them for rostering. This method applies only to casual positions or to additional positions for your permanent employees.
Please note: Primary positions are available only to permanent employees, with each person holding one at a time. Primary positions cannot be added through this method, but Position Groups can filter them when adding primary positions.
To add positions in bulk using position groups:
- Navigate to the employee's profile > Employee Card > Employment Type. Then choose from the following:
- For Casual Employees, select Add new position > Casual.
- For Permanent Employees, select Add additional position.
- Add any relevant Locations.
- In the Position Group (Optional) field, select the relevant group.
- To apply all positions in the group, select the 'Add every position in selected groups' checkbox. This will remove all other fields.
- Add the Position Start Date, then select 'Add & Review Positions' and continue the workflow.
- If you need to add another Position Group or positions with different locations or start dates:
- Navigate back to the top of the modal and complete the details for the second group.
- For each group you add, select 'Add & Review Position'.
- Once all are added, select Next to continue the workflow.
- If you need to add another Position Group or positions with different locations or start dates:
If your platform has a large number of Awards and positions, finding the right one to apply to an employee's profile can be a bit tricky.
To make your search easier, consider using a Position Group to narrow down your options!
To filter positions using Position Groups:
- Navigate to the employee's profile > Employee Card > Employment Type. Then choose from the following:
- For new positions, select Add new position > Choose the Employment Type.
- For additional positions for permanent employees, select Add additional position.
- Add any details that apply, including:
- Operations
- Locations
- Additional Locations
- In the Position Group (Optional) field, select the relevant group.
- Navigate to the Positions field, and select the dropdown; you will see a filtered list of positions. Choose one from the list.
- Complete the remaining details and continue the workflow.
Setting up Position Groups for Assigning Positions
The way you set up your Position Groups will depend on how you use positions in your platform.
For example, your employees are required to hold positions for Level 1-5. The employee will then be rostered in the appropriate position depending on the work they perform.
To assist in your recruitment process, instead of completing the position workflow 5 times, you could apply 1 Position Group that holds all 5 positions. This way, they can all be added at once.
Position Groups is an effective tool for simplifying the rostering process. It minimises shift errors by allowing you to copy, drag shifts, and send offers easily.
There are various ways to configure Position Groups to meet your specific needs. This can include hiding position names or assigning a role for a particular shift, among other options.
Below, we will guide you through the following:
- Things to consider before you begin
- Ways to set up and use Position Groups for rostering
- Enabling Position Groups in an Operation
Before you begin
Before you start with Position Groups, we'd like you to consider a few items beforehand. Please take the time to read the following, as it could significantly impact how you plan and set up your groups.
- If your employees hold multiple positions on their profiles, you'll want to think about how to organise your Position Groups. This matters because, during rostering, only one rate set on the employee's profile will be used.
- For casual employees, the position with the highest base rate will be applied.
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In the example below, when both Kitchen Attendant - Level 2 & 3 positions are in the same Position Group, the Level 3 rate will be applied when rostering as it has the highest base rate.
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- For permanent employees, their primary position will be applied.
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In the example below, when both Kitchen Attendant - Level 2 & 3 positions are in the same Position Group, the Level 2 rate will be applied as it is this employee's primary position, even if it does not have the highest base rate.
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- For casual employees, the position with the highest base rate will be applied.
- When rostering with Position Groups, any positions that are not included in a Position Group cannot be rostered. This is a key step when adding a new position to your Awards; you will need to check that it has been added to the relevant groups.
- You can turn on Position Groups for each Operation. This means some Operations can use this feature while others don’t have to. Once you enable Position Groups for an Operation, all rosters under that Operation will use them.
- When creating your Position Groups, especially if you have multiple Operations and rosters that use the same Awards, you should come up with a standard naming system. This is because you won’t be able to assign specific Position Groups to specific rosters.
- For example, if your business refers to your Level 4 employees as either Shift Manager or Duty Manager, it's a good idea to choose one of those terms and stick with it. If you set up 2 separate Position Groups using both terms, both will show up when you’re rostering. This can lead to confusion if you're switching between them.
Rostering
When your rostering managers build a roster, they have 2 options for displaying shifts, these are by:
- Positions - When rostering, these will display the position name as shown in the Award. This is usually by Award Classification, ie, Level 1, Level 2, etc.
- Position Groups - When rostering, the Position Group title is displayed.
Each roster will use only 1 of these options, depending on whether the Operation has Position Groups enabled or not. Once Position Groups are enabled, all rosters associated with the Operation will follow the same display option.
Please go through each of the tabs below to see which option suits your business needs when using Position Groups with rostering.
Use Cases
By default, when you add a new Operation to your platform, Position Groups are disabled. This ensures that if you don't have any groups set up, you can still roster your employees. Some businesses may opt not to utilise Position Groups for rostering, as it suits their needs more effectively.
Benefits of rostering without Position Groups include:
- Visually seeing an employee's position title - If set by Award Classification, which can provide greater control when dealing with employees who have multiple positions.
- You can be 100% sure of the rate your rostering - When you’re using Position Groups to add positions to an employee's profile, it's best not to use them for rostering at the same time. This is because all the positions added to the profile will be in the same group. Instead, consider rostering without Position Groups so you can choose which of the positions to roster.
As shown in the image below, when you use the position to roster your shifts, the name of the position set in the Award is displayed. In this example, it is F&B Attendant 17 yrs- Level 1 and F&B Attendant - Level 3.
Considerations
Choosing to roster without using Position Groups is a great way to roster, as it allows for greater control, particularly when managing employees with multiple positions. However, there are a few things to consider if you roster this way:
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Shift Errors
- When you drag or copy shifts to an employee who does not hold the designated position for that shift, it will result in an error (E.g., copying a Level 3 shift to an employee who only holds a Level 2 position).
- To resolve the error, the shift will require an edit.
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Pay Rate Privacy
- The most common way to label positions is by Award Classification name, which will display when rostering.
- Even without permissions to view the employee's rate using Roster Analytics, rostering managers will still see the position title, which can indicate the minimum wage for the employee.
Setting up Position Groups
If you don't use Position Groups as a rostering tool, you don't need to set them up unless you're using them to assign positions in bulk to an employee.
Use Cases
The most typical method for naming positions in an Award is through Classification (e.g., Level 1, Level 2, etc.). When Position Groups are not used for rostering, the position name will be displayed, even if managers do not have permissions to view the employee's rate or Roster Analytics.
This may be of concern for some businesses, as this information can be perceived as confidential, as it could reveal an employee's minimum wage by consulting a Fair Work pay guide.
Position Groups can be beneficial in this use case, as they display the group's name on the roster instead of the position name defined in the Award.
Depending on your platform's setup, this can be done with just 1 or 2 groups.
As shown in the image below, we can see that the Team Member Position Group has been used to hide all the position titles on the roster.
Considerations
Whenever you decide to use Position Groups, it's always best to have a plan for setting them up. If you use Position Groups for this use case, there are a few considerations:
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Employees with multiple positions
- If you have employees with multiple positions on their profile, and all positions are in the same Position Group. (e.g if an employee has Level 2 and Level 3 on their profile and both positions are in the same group).
- If this is the case, only one rate will be automatically applied when rostering. For ease of rostering, it is best practice to have the Level 2 and 3 positions in different Position Groups.
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Advanced Rostering or invoicing needs
- If your business has advanced rostering needs, please thoroughly map out your rostering process and how you would set up your groups.
- Discuss with your colleagues if using Position Groups best suits your needs. For further assistance, please contact our support team.
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When using Position Groups to assign positions
- When using Position Groups in this way, it is not recommended to roster with them, as all positions assigned to the employee will belong to the same Position Group. This is key because when you roster only 1 position is applied automatically, and you will not be able to choose which position.
Setting up Position Groups
When setting up your Position Groups, consider whether any of your employees hold multiple positions. This will help you figure out the minimum number of groups you need.
Using 1 Position Group
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All Employees
- If your employees do not use multiple positions, you can add them all to the same Position Group.
- Just remember to come up with a generic name for your group, as employees will see this title when viewing their shifts in the Employee App.
Using 2 Position Groups
Employees typically have multiple positions on their profile when they take on higher duties, allowing them to be paid at the appropriate rate for the type of work they perform.
With this in mind, when setting up your groups, it's best to have separate groups based on which positions can be considered lower or higher duties:
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Lower Duties
- This group can include all your typical employee positions, such as juniors, Intro to Level 3, and so on. Just check your Award for the specific details.
- Examples of group names include Employee, Team Member, or Store Worker.
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Higher Duties
- This group would include all of your higher-level or management positions, such as Level 4 and above, as well as Salaried or Flat Rate Positions.
- Examples of group names include Management, Team Leader, and Supervisor.
Use Cases
Position Groups are a fantastic feature for adding an additional layer of communication by informing the employee of what role they are to perform for each of their shifts. This way of using the roster is particularly beneficial for businesses in the Hospitality Industry, as it allows you to effectively communicate with your employees.
When a roster is published, your employees are always notified of the roster they are working on. However, using this method, they will also be informed of the role they will be performing on that roster.
For example, for a Front of House roster, you have different groups for Service, Cashier, Runner, Waiter or Bartender. This means that when an employee reviews their shift in the Employee App, they will not only see that they are working on the Front of House roster, but additionally, they will be working as a Barista for this shift, as shown in the image below.
Other benefits of using Position Groups in this way include:
- Allows you to communicate an employee's role without creating multiple separate positions in the Award or separate rosters.
- You can more easily drag and replace shifts on the roster in addition to sending out Shift Offers in bulk.
- You can quickly visualise any coverage needed for a specific task or role, particularly when using Day view.
Considerations
Whenever you decide to use Position Groups, it's always best to have a plan for setting them up. If you use Position Groups for this use case, there are a few considerations:
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Employees with multiple positions
- If you have employees with multiple positions on their profile, and all positions are in the same Position Group. (e.g if an employee has Level 2 and Level 3 on their profile and both positions are in the same group).
- If this is the case, only one rate will be automatically applied when rostering. For ease of rostering, it is best practice to have the Level 2 and 3 positions in different Position Groups.
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Multiple Operations using Position Groups
- If you have multiple Operations and rosters that use the same Awards, you should establish a standard naming system. This is because you won’t be able to assign specific Position Groups to particular rosters.
- For example, if your business refers to your Level 4 employees as either Shift Manager or Duty Manager, it's a good idea to choose one of those terms and stick with it. If you set up 2 separate Position Groups using both terms, both will show up when you’re rostering. This can lead to confusion if you're switching between them.
- Discuss with your colleagues if using Position Groups best suits your needs. For further assistance, please contact our support team.
- If you have multiple Operations and rosters that use the same Awards, you should establish a standard naming system. This is because you won’t be able to assign specific Position Groups to particular rosters.
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When using Position Groups to assign positions
- When using Position Groups in this way, it is not recommended to roster with them, as all positions assigned to the employee will belong to the same Position Group. This is key because when you roster only 1 position is applied automatically, and you will not be able to choose which position.
Please note: Using Position Groups in this way does not affect how shifts are costed. If you'd like to break down your shift costs further, please refer to our article on Cost Codes.
As shown in the image below, we can see that on the Front of House roster, Position Groups for Barista and Food & Beverage Attendant have been used to communicate the roles employees will perform for each shift.
Additionally, you can sort your roster by Position (or Position Groups when enabled in the Operation). This way, instead of building your roster by employees, you can build it by Position Groups.
The image below is the same roster as shown above. However, instead of rostering by Employee, the manager is rostering by Position Group and Day view. This way, they can quickly visualise and see if any coverage is required.
Setting up Position Groups
The main consideration when creating your map is whether any of your employees hold multiple positions. Employees typically have multiple positions on their profile when they take on higher duties, allowing them to be paid at the appropriate rate for the type of work they perform.
This gives you a starting point when setting up your groups, as you can first create your groups based on whether they are for lower or higher duties and then tailor them accordingly.
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Lower Duties
- These types of groups can include all your typical employee positions, such as juniors, Intro to Level 2, and so on. Just check your Award for the specific details.
- Examples of group names include Waiter, Service, Bartender, Cook, Kitchenhand, Apprentice, etc.
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Higher Duties
- This group would include all of your higher-level or management positions, such as Level 3 and above, as well as Salaried or Flat Rate Positions.
- Examples of group names include Duty Manager, F&B Supervisor, Cook, Sous Chef, Supervisor, Head Chef, etc.
Use Case
This method of using Position Groups is specific and is applicable when you meet all 3 of the following criteria:
- You pay your salaried employees a consistent wage
- You need to roster salaried employees without displaying their pay rate on the roster
- Your roster managers have permissions to view wage costs on the roster
Employee position setup
By combining the use of an additional Position on a profile with careful selection of the positions included in your Position Groups, you can ensure that a salaried employee receives a fixed wage while being rostered without revealing any wage costs on the roster.
To do this, your Salaried employee will need 2 positions:
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Primary Positon
- This position is used to pay your employee and will contain all information for their pay rate and work pattern.
- Ensure that the Salaried toggle has been turned on. This will allow the employee's payslip to be created automatically each week, regardless of their roster.
- This position will not be added to any Position Groups to prevent rostering.
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Additional Position
- This position is to be used as a rostering tool and should be added to all relevant position groups.
- To show a $0 wage, the best practice is to set up a No-pay Award.
In the image below, we can see that Samuel has a Primary Salaried Position of Restaurant Manager; this is the position from which his payslip will be created and for which he will be paid.
He also has an additional $0 position called Salaried Roster; this position will be added to any relevant Position Groups and used for rostering.
Considerations
Whenever you decide to use Position Groups, it's always best to have a plan for setting them up. If you use Position Groups for this use case, there are a few considerations:
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This method only applies to salaried employees (Salaried basis enabled)
- The key to using this method is that your salaried employees are paid from the information set in their Primary Position.
- Additional Positions are then used for rostering purposes.
- As your Permanent and casual employees are paid by shifts approved this method will not apply for them.
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Ensure that your Salaried employees' positions are unique
- It is best practice to ensure that neither permanent nor casual employees use your salaried employees' positions. As they are to be excluded from any Position Groups, any non-salaried employees will be unable to be rostered.
In the image below, we can see the salaried employee, Samuel, has been rostered using his additional position. This shows a total wage cost of $0.
Setting up Position Groups
This method of using Position Groups is typically used in combination with one of the methods from the 'Hiding Award Rates' or 'Employee's role for a shift' tabs, as you still need to set up Position Groups for both casual and permanent employees. Otherwise, they will be unable to be rostered.
The primary consideration when creating Position Groups for this method is which positions you need to exclude when mapping out your groups.
Best practice is to audit the positions used by your Salaried employees to make sure that other employment types are not using them. This can be done by exporting from the Approved People menu.
Enabling Position Groups per Operation
Once you’ve set up your Position Groups in Awards & Agreements, the next step is to turn on Position Groups for any Operations that will be using them for rostering.
Just keep in mind that enabling Position Groups in an Operation means all rosters linked to it will use them for rostering.
How to enable Position Groups for an Operation:
- Navigate to Operations > Approved Operation and select your Operation.
- From the Operation's overview page, navigate to the Quick Settings tab and open the menu.
- To enable Position Groups, locate the 'Enable Position Groups?' setting and turn the toggle on.
Hot tip: Once enabled, a green light will display in the Operation overrides section for Position Groups. Additionally, if you regularly add new Operations to your platform, you may want to include this setting in an Operation Checklist. - Repeat this process for any additional Operations that use Position Groups.
- When updating this setting, if the Operation has any active rosters, please ensure you update the following to prevent any position errors:
- Current or upcoming shifts on your rosters (either draft or published)
- Roster Templates, and
- Unpaid shifts in Approve Shifts
Managing position groups
If you are a new platform, your Implementation Manager will help you figure out the best setup option for using Position Groups.
For our existing customers, here are a few reasons why you might want to create Position Groups:
- When setting up a new Award, Operation, or platform, any new positions created as part of this process need to be added to a group, particularly if you roster using Position Groups
- After a platform review with one of our Customer Success Managers
- If you relate to one of the methods detailed in the sections above
Below, we will guide you through the following:
- Things to consider before you begin
- Creating new Position Groups
Before you begin
Before you start setting up new Position Groups, it's a good idea to take a moment and check the following:
- Ensure all the positions needed for your Position Group are included in your Awards. If you need to add more positions to your Award, please refer to our article here.
- Have a solid plan in place and map out how your groups are to be structured before you begin creating Position Groups; this is to prevent any rostering issues. Refer to the sections above for further information on setting up your groups.
- Once a Position Group has been added to your platform, you can edit it by adding or removing positions, but you won't be able to delete the group.
Contact us: Removing positions from your Position Groups can cause a flow-on effect to your employees and rosters that use Position Groups. Please contact our support team if you require assistance.
Setting up a new Position Group
Once you've got a plan for how your Position Groups are set up and have double-checked your Awards to ensure all necessary positions are included, you can start setting up your Position Groups.
To add a new Position Group:
- From the main menu, navigate to Awards & Agreements and select the New Position Group tab.
- In the Title field, provide a name for your Position Group. This can be edited later if necessary.
- Next, in the Positions field, select all positions required for the Position Group.
Hot tip: To simplify your search, just start typing the position name in the grey field. Alternatively, you can quickly browse through the list of positions by using the down arrow key and selecting Enter to select a position. - To save your Position Group, select Save.
From time to time, you may need to edit and update your existing Position Groups to ensure they are as up-to-date as possible.
There are a few reasons why you might want to edit a Position Group:
- When adding a new position to an existing Award
- Correcting the title of a group
- After a platform review with one of our Customer Success Managers
Below, we will guide you through the following:
- Things to consider before you begin
- Editing a Position Group
Before you begin
Before you start setting up new Position Groups, it's a good idea to take a moment and check the following:
- Ensure all the positions needed for your Position Group are included in your Awards. If you need to add more positions to your Award, please refer to our article here.
- Depending on how you use Position Groups, it may be best practice to be selective about which positions are added to them.
- Please discuss with your colleagues how your Position Groups have been set up and how they are used in your platform to avoid causing any issues with other areas of your platform that they use.
- Once a Position Group has been added to your platform, you can edit it by adding or removing positions, but you won't be able to delete the group.
Contact us: Removing positions from your Position Groups can cause a flow-on effect to your employees and rosters that use Position Groups. Please contact our support team if you require assistance.
Editing a Position Group
Once you've talked with your colleagues and checked out how your Position Groups are set up, you can start making edits.
To edit a Position Group:
- From the main menu, navigate to Awards & Agreements and select the New Groups tab.
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Locate the Position Group that requires updating, then select the edit (pencil) icon. You can search for your group either by:
- Scrolling down your list of Position Groups (displayed alphabetically on this page).
- Typing the name of your Position Group in the search field.
- Make required edits for the group. These edits include:
- Updating the title - In the title field, update the title of your Position Group.
- Adding a position - Select the grey Positions field to access a dropdown menu. To add positions, select them from the list.
- Removing a position - Select the x icon for any position you want to remove from your group.
- To save your changes, select Save.
I've added a new position to my Award. Why can't I see it on the roster?
When you're using Position Groups as a rostering tool for an Operation, each roster linked to that Operation can only use Position Groups for rostering.
So, if you've created a new position in your Award but haven't added it to any group, you won't be able to roster it. To use it for rostering, you will need to add it to any relevant groups, see the 'Editing Position Groups' above for more details.
Why did the wrong rate show on my employee's payslip?
This often happens when using Position Groups for rostering. When you're setting up your groups, keep in mind employees who have multiple positions on their profiles.
If an employee has multiple positions on their profile that are in the same Position Group, the platform will automatically apply one of those rates.
- For casual employees the position with the highest base rate will be applied.
- For permanent employees their primary position will be applied.
To address this, we recommend discussing the structure of your groups with a colleague and thoughtfully choosing which positions to include in your Position Groups (i.e., ensuring that both positions on the employee's profile are in 2 seperate groups).
I no longer need a Position Group. How can it be deleted?
Once created, a Position Group cannot be deleted; however, it can be edited.
If you no longer need a group, you can edit it to remove the existing positions and update the title if needed. Please refer to the 'Editing Position Groups' section above for further details.
Contact us: Just be aware that removing positions from your Position Groups can cause a flow-on effect to your employees and rosters that use Position Groups. Please contact our support team if you require assistance.
I've recently deactivated/enabled Position Groups for an Operation. Why are shifts now erroring?
Changing an Operations setting to use Position Groups or not won't automatically update any current or upcoming rosters, roster templates, or shift approvals.
This means that when you perform tasks like editing a shift, using a template, or approving shifts, you will encounter a position error.
To manage this effectively, we recommend that after updating your Operations settings, you return to your rosters to approve shifts and update and publish all relevant shifts.
I am updating an employee's profile by adding positions. However, I notice that there are no items listed in the Position Groups field. Can you explain why?
When you add positions an employee's profile there will 2 fields availalbe for you to select positons these are: Position Group (optional) and Position.
Both fields will be available in the workflows by default, even if your platform does not use Position Groups feature. In such cases, when you select the Position Group (optional) dropdown, no items will appear. To select your positions simply proceed to the Position field.
Why do so many positions appear in the drop-down list when adding a shift to a roster?
A position assigned to an employee can be part of several Position Groups, all of which will display when adding a shift on a roster.
For example, if Gaston holds a Level 3 position, this position can belong to multiple Position Groups such as Barista, Waiter, Cashier, Chef, or Cook.
So, when you’re rostering Gaston, all of these Position Groups options will be displayed and can be selected for his shift.
Contact us: Should you wish to limit the available options and are unsure how to best manage this change, please contact our support team for further assistance.
I have created a Barista shift, but I'm wondering why so many of my employees are available to be assigned to it, including those who may not be suitable for this shift?
It’s pretty common for platforms to only operate with a few positions. Since these positions can be assigned to multiple Position Groups, if you’re using only a handful, they'll likely be part of many groups.
For example, if most of your employees are assigned a Level 2 position on their profile, it is mostly likely included in a bunch of Position Groups like Barista, Waiter, Cashier, Chef, or Cook.
This means when you’re building a Waiter shift on the roster, as Level 2 is the most common position for your employees, you’re looking at a large pool of employees to choose from.
To make it easier to find the right person, you can:
- Start typing the employee’s name in the employee field.
- Use tags to narrow down the list.
- Use any compliance requirements (like qualifications or licenses) to filter employees.
Will the Position Group show on an employee's payslip?
No, a Position Group is a feature that is used for rostering and assigning employee positions only.
This means the only time an employee will see a Position Group name, is when they are checking their shifts or Submitting Shifts from their Employee App.
If you are looking to show a custom name, for Payslips, Contracts or Invoices this can be set per position on the employee's profile from the Custom Position Title (Optional) field.