Add Avery and fill the position
Create Avery’s employee record and full-time assignment, then check that the approved position has no vacancy.
Updated September 26, 2026
In this article
The position is the approved job. An employee record describes Avery. An assignment connects Avery to that job for particular dates and says how much of it Avery fills.
Before you begin
Use your approved, vacant coordinator position from the previous lesson. You need permission to manage employees in Outpatient Services and to manage assignments for the position. Your instructor should have prepared any required employee status and work schedule.
Search for Avery first. If the employee already exists, confirm with your instructor that it is the intended record rather than creating another one.
Add the employee
- Open Workforce > People. Your organization may use a different label for employees.
- Create Avery Reed with Outpatient Services as the employee’s department.
- Enter January 1, 2027 as the starting date and the prepared active employee status, if required.
- Complete any other required fields and save.
- Write down Avery’s FTE Tree employee number.
The employee’s department controls access to the employee record. Assigning Avery to a position in another department would not automatically change this employee department. Creating the employee also does not create a sign-in account.
Fill the position
- From the employee or position, choose Create assignment.
- Select Avery Reed and the main Patient Services Coordinator position by their recorded numbers.
- Enter 1 FTE and a start date of January 1, 2027. Leave the end date blank for this continuing assignment.
- Choose the prepared assignment purpose and actual work schedule when requested.
- Review and save, then reopen the position on January 1.
| Measure | Calculation | Expected result |
|---|---|---|
| Approved FTE | One full-time position | 1 |
| Assigned FTE | Avery’s full-time assignment | 1 |
| Vacant FTE | 1 approved − 1 assigned | 0 |
| Employee count | Avery is one person | 1 |
Selecting December 31 may correctly show that Avery does not yet fill the position. Assignment dates matter just as position dates do.
Practice an assignment ending separately
Keep Avery’s main assignment unchanged as your completed example. In the instructor’s separate staffing practice organization, open the designated practice assignment and record an end date of July 1, 2027.
Compare June 30 with July 1. The assignment counts on June 30 and no longer fills the job on July 1. Use Cancel for an assignment that should not start and Void for one entered in error, following the explanation on the page. These actions describe different events; they are not interchangeable ways to remove a row.
If an employee is leaving the organization entirely, open Deactivate on the designated practice employee and read the preview before confirming. Assignments already underway end, future assignments are canceled, and the records remain in history. Sign-in access is managed separately.
Check your understanding
Show the approved request, position, employee, and assignment. Explain why creating an employee does not fill a position until an assignment connects them, and why the employee record does not create a sign-in account.
Position Control: Continue with Change a position and check its history, or run the position report to finish checking your first approved and staffed position.
Workforce Planning: Continue to Give the position a salary budget for the financial example. Complete later position changes on separate practice records.