Try FTE Tree with sample data

Evergreen Health needs a new Patient Services Coordinator in Outpatient Services. You will load a small supporting workforce, create the coordinator position, follow its request, assign Avery Reed, and check the result. With Workforce Budgeting, you will also compare a $70,000 salary budget with Avery’s $60,000 salary and estimated benefits.

Keep this guide open beside FTE Tree. You can pause at any checkpoint and resume with the same records. The complete training guide provides more explanation and additional practice after this journey.

Before you begin

Use an empty, separate practice organization. These files add records; they do not replace an organization or prepare an already populated demonstration. All people, assignments, and business information in the files are fictional.

You need an account that can create an organization, or an empty practice organization supplied by your administrator. The creator’s starting roles provide the permissions for this walkthrough. If someone supplies your access, ask them to include organization setup and workforce import permissions, management and viewing access across all departments, and matching report export permissions. Financial steps also need budget and actual compensation permissions.

Choose your edition:

For independent approval practice, arrange a different eligible reviewer before submitting the position request. That reviewer must not prepare the selected changes. If you are learning alone, you can keep the starting No independent review configured policy: a valid request then completes without another person’s decision. Step 4 explains both paths.

Download the complete Evergreen sample pack (ZIP) and unzip it. Individual files are also linked at the step where you need them. Only CSV files are import uploads; the ZIP and supporting text files are not.

Open my-practice-references.txt and keep a local copy for your actual organization, position, request, and report references. Do not assume your newly generated numbers will match another learner’s.

1. Prepare Evergreen Health

Start in: the organization selector, or the empty practice organization your administrator supplied.

1. Choose New organization, or use Start free if this is your first organization. See Create an organization for the complete form instructions.
2. Select your edition and enough capacity for at least seven positions. Use the available trial option; this exercise does not require payment details.
3. Enter Evergreen Health as the organization name. Choose USD for Workforce currency, January 1, 2026 for History start date, and your time zone. The currency is fixed when the organization is created. Complete the form and choose Create organization and start trial.
4. Confirm Evergreen Health in the header. Open Settings > Departments and check the initial top-level department is also named Evergreen Health. For this example, keep its starting Available to assign positions choice off; the files add three assignable departments beneath it.
5. Workforce Budgeting only: open Settings > Compensation > Annual hours per FTE and record 2080, effective January 1, 2026. Position Control learners skip this financial setting. The example uses annual salaries, so you will not need to calculate hourly pay.
6. Open Settings > Position settings. Set external assignment IDs to Optional, managed by FTE Tree, and retain the label External assignment ID. Save. The assignment CSV supplies a unique ID for each background assignment.
7. Keep employee and position external IDs Not used. The files use FTE Tree employee and position numbers. Keep standard field labels and choices, including the Active employee status and the regular assignment purpose.
8. Keep the standard required fields. Do not add required custom fields or financial classifications for this exercise. The downloaded files are prepared for this starting configuration.

If using an organization someone else prepared, check each setting before uploading. If the root name, field labels, required fields, or record names differ, have the administrator align the empty practice organization with this example. Do not rename choices in a working organization to make these samples fit.

Checkpoint: the organization has its initial root and standard setup, external assignment IDs are locally managed, and no practice positions or employees have been created yet. Workforce Budgeting learners have also entered annual hours. The existing Standard day schedule can remain; the pack adds Weekdays separately.

2. Load the supporting records

Start in: Evergreen Health. Open Imports.

The numbered files depend on earlier files. Upload one at a time in the order below. The first four prepare the choices used by the workforce files.

For each file:

1. Start an import, select the information type from the table, and choose Create.
2. Download its current template and compare its headings with the supplied CSV. The supplied files contain the columns used by this exercise; the current template can also offer optional columns. If required columns or choices differ, return to the preparation checks before uploading.
3. Choose the matching numbered CSV and Upload and validate.
4. Read the proposed changes and every warning. Confirm the expected row count, names, identifiers, and January 1, 2027 effective dates. Validation alone does not change the workforce records.
5. Apply the reviewed import. If a reason is requested, enter Load fictional Evergreen practice records.
6. Wait for Completed. Open the created records and check their date before starting the next file.

Position imports create official positions directly. These six background positions are ready for exploration; they are not drafts awaiting the approval exercise. You will create a separate draft in step 4.

The department file creates Administration, Inpatient Services, and Outpatient Services under the existing root. Background positions belong to Administration and Inpatient Services. Outpatient Services remains empty so your later coordinator has a clear staffing and financial example.

Checkpoint: six positions, five employees, and five assignments have been created. On January 1, 2027, they total 5 approved FTE, 4 assigned FTE, and 1 vacant FTE. FTE means full-time equivalent. No Avery employee or coordinator position exists yet.

If a file stops after some rows apply, inspect its saved results before continuing. Follow Import will not complete and prepare only the remaining work. Do not upload a completed Create file again.

3. Find a filled position and a vacancy

Start in: Workforce > Position control, with January 1, 2027 selected.

1. Find Inpatient Nurse A, position number 900003. Open it and check Inpatient Services, 1 FTE, Weekdays, and its assignment to Sam Rivera.
2. Compare 1 approved FTE, 1 assigned FTE, and 0 vacant FTE. The position is the job; Sam is the person filling it.
3. Find Inpatient Clinical Assistant vacancy, number 900006. It has 1 approved FTE, no assignment, and 1 vacant FTE. A vacancy is approved work that nobody currently fills.
4. Find Inpatient Nurse B, number 900004. Its 0.5 FTE position is fully filled by Casey Chen’s 0.5 FTE assignment. Half-time does not mean half of this position is vacant.
5. Review reporting lines. The inpatient positions lead to Inpatient Services Manager, number 900002, then Health Services Director, number 900001.
6. On one of these positions, select December 31, 2026. The January staffing should not apply yet. Return to January 1, 2027.
7. Use the clock immediately to the right of the page actions to open Activity history. Inspect who recorded the import and when. Open the page’s Help guidance and follow its full article link.

Checkpoint: you can explain a position, its employee assignment, and a vacancy, and can distinguish the effective date from the date someone entered the information.

4. Create and approve the coordinator position

Start in: Evergreen Health, still signed in with your setup account. Choose your approval path before creating the draft.

Choose the approval arrangement

Learning alone: keep Settings > Approvals > No independent review configured. You will still prepare and submit a request, but it completes without a separate reviewer. This demonstrates the organization’s starting policy, not an independent approval decision.

Practicing with a reviewer: invite the different reviewer using Users and access. Give them viewing access to positions in Outpatient Services from January 1, 2027. In Settings > Approvals, choose Use configured review steps. Open Position approval workflow, name the first shared step Outpatient Services review, and assign that eligible reviewer for Outpatient Services. Under Request requirements > New position, select that step in Always review through. Confirm the requester and preparers are not assigned to decide their own changes. See Set up approvals if you need the detailed setup instructions.

For the first run, leave requester files optional. If you want to practice a required file, configure Position justification before submitting and use the supplied position-justification.txt. Wait for uploaded files to pass their checks before expecting a review decision to be available.

Save the draft

1. Open Workforce > Position control > Create position.
2. Enter the values below and complete any standard required choices.
3. Save the draft and record its actual position number in your references file.

The position has no employee, budget rate, or salary yet. Saving the draft does not approve it.

Submit and follow the request

1. From the draft, start a New position request. Choose an available Reason and enter Create a full-time coordinator for the fictional Outpatient Services example in Justification.
2. Choose Review request. Read the proposed details, dates, and review requirements.
3. Choose Request approval and record the request number.
4. With the solo starting policy, confirm the valid request completed and the position became approved.
5. With configured review, have the assigned reviewer sign in with their own account, open Requests > My approvals > Ready now, read the proposal, and approve the ready step. Follow any other configured steps through completion.
6. Return to the requester account. Open the coordinator for January 1, 2027 and confirm its approved 1 FTE and 1 vacant FTE.

Checkpoint: seven official positions now exist. The organization has 6 approved FTE, 4 assigned FTE, and 2 vacant FTE. The new coordinator accounts for one of those vacant FTEs.

5. Create Avery and fill the position

Start in: your requester account. Use the approved coordinator from step 4.

1. Open Workforce > People and create Avery Reed, effective January 1, 2027.
2. Choose employee status Active, owning department Outpatient Services, job code Patient Services Coordinator, and 1 FTE. Use Morgan Ellis as the reporting employee if you choose to record a manager. Save and record Avery’s actual employee number.
3. Return to the coordinator position and create an assignment for Avery Reed, starting January 1, 2027, for 1 FTE. Select the regular assignment purpose and the Weekdays schedule where requested. Leave the end date blank.
4. An external assignment ID is optional in the prepared organization. You may enter EVERGREEN-ASG-AVERY if you want a recognizable local reference; do not reuse a background assignment ID.
5. Save. Open the position and Avery’s assignment for January 1 and compare their staffing amounts.

Checkpoint: the coordinator has 1 approved FTE, 1 assigned FTE, and 0 vacant FTE. The complete organization has seven positions, six employees, and six assignments: 6 approved FTE − 5 assigned FTE = 1 vacant FTE. The remaining vacancy is Inpatient Clinical Assistant vacancy.

Position Control learners: continue to step 8, reports. You have a complete staffing example without entering salary or budget information.

6. Enter budget, pay, and benefits

Workforce Budgeting only. Start in: your setup account, with budget and actual compensation access. Use January 1, 2027 throughout this step.

These financial amounts belong only to the coordinator and Avery. The background CSVs contain no budget rates or pay. Missing background financial information is incomplete information, not zero. Filter financial summaries and reports to Outpatient Services.

Record the budget and salary separately

1. Open Labor budget > Positions, choose January 1, 2027, and open the coordinator. Choose Actions > Add position rate. Enter 70000, choose Annual, and use January 1, 2027. Save and wait for the calculation. Set a position budget explains the rate selection.
2. Open Compensation > Employee pay. Select Avery Reed and choose Add assignment pay exception.
3. Select the coordinator assignment, enter January 1, 2027, choose Annual salary (scaled by FTE), and enter 60000. Save and wait for the calculation.
4. Check the position budget is $70,000 and Avery’s annual employee cost is $60,000 before benefits.

A budget rate does not create employee pay. Recorded pay supplies the calculation; it does not confirm a payroll payment.

Create and apply the benefits estimate

1. Open Settings > Pay adjustment rules and create Course benefits estimate, effective January 1, 2027.
2. Choose Annual cost only and Percentage of starting value (non-compounding). Enter 20 in the percentage field, allow use on positions, and leave duplicate uses off. Save.
3. Open Labor budget > Applied adjustments > Apply adjustment. Select that rule and the coordinator position, starting January 1. Choose Scale with FTE and Add with other applied adjustments, and keep Overlap priority at 100. Leave the end date, schedule, and shift restrictions blank. Save.
4. Open Compensation > Applied adjustments > Apply adjustment. Select the same rule. For Applies to, choose Position (all matching assignments), then select the coordinator position, starting January 1. Choose Scale fixed amounts with assignment FTE and Add with other applicable policies. Leave the end date and restrictions blank. Save.
5. Wait for both calculations to finish. Inspect the selected rate, pay entry, and benefit contribution; the rule should appear once in each calculation.

Check $72,000 + $12,000 + $0 = $84,000. Read the comparison’s column labels before interpreting a positive or negative sign. Do not add the whole position budget to the staffed share: they describe the same budget from different perspectives.

If a result differs, review the selected date, pay, budget rate, and applied adjustments before adding another record. Add estimated benefits and Compare employee cost with the budget explain each contribution.

7. Follow a later salary change

Workforce Budgeting only. Start in: Compensation > Employee pay, on Avery’s existing pay timeline.

Imagine Avery receives a 5% salary increase beginning July 1, 2027. Enter a new salary value of $63,000. Do not also apply a 5% increase rule; that would describe another increase.

1. Choose Add assignment pay exception for Avery’s same coordinator assignment.
2. Enter July 1, 2027, Annual salary (scaled by FTE), and 63000. Save and wait for calculation.
3. Review June 30, 2027. Salary should still be $60,000, with $72,000 annual cost including benefits.
4. Review July 1, 2027. Salary should be $63,000, benefits $12,600, and annual cost $75,600.
5. Confirm the position budget remains $84,000. The remaining assigned budget is now $8,400, or 10% of $84,000.
6. Open the shared Activity history clock and distinguish when you entered the new salary from its July effective date.

These are annualized costs at the selected date, not the amount paid during the first half or second half of the year. The new dated salary leaves the earlier agreement available for comparison.

Checkpoint: June and July show different employee costs while the approved position and assignment remain 1 FTE. Check $75,600 + $8,400 = $84,000.

8. Run and check reports

Start in: your setup account. Position Control learners use January 1, 2027. Workforce Budgeting learners first use the same date, then repeat the financial reports for July 1, 2027.

1. Open Reports and choose Position Control Snapshot.
2. Set Effective date to January 1, 2027 and filter to Outpatient Services and Patient Services Coordinator where offered.
3. Choose CSV and run the report. Wait for Completed, then open the result and download its file.
4. Check the coordinator’s actual position number and 1 approved FTE, 1 assigned FTE, and no vacancy. Record the report reference in your worksheet.
5. Open the position control dashboard and inspect a staffing summary for the same date and department. If you choose the whole organization instead, expect 6 approved FTE, 5 assigned FTE, and 1 vacant FTE.

Workforce Budgeting: run Labor Budget Snapshot and Actual Compensation Snapshot for Outpatient Services using the same date. On January 1, check $84,000 budget and $72,000 employee cost. Repeat for July 1 and check $84,000 budget and $75,600 employee cost. Use Labor Budget Calculation Detail and Actual Compensation Calculation Detail to explain the rate, salary, and single benefits contribution.

Keep the financial filters on Outpatient Services. A whole-organization result can report missing budget or pay for the background workforce. A provisional subtotal does not represent a complete organization cost.

Open your earlier completed result after running the later report. It retains the information captured for that run; a later run creates a separate result. Download files before their displayed expiration date. Reports and exports are saved output, not import templates.

Finish: find the coordinator again without following the navigation above. Explain the approved job, Avery’s assignment, its starting date, and the remaining inpatient vacancy. Workforce Budgeting learners should also explain why $70,000 budget and $60,000 salary produce $84,000 budget and $72,000 cost after benefits.

Optional: practice a validation error

Do this after the main journey so it cannot interrupt your first staffing and report checks.

1. Download invalid-department-date.csv.
2. In Imports, choose Departments > Create, upload the file, and choose Upload and validate.
3. Read the error for 2027-02-30, an impossible date. Do not apply this file. Confirm no Validation practice department was created.
4. In a local copy, change the date to 2027-01-01 and validate again. Inspect the proposed single new department. Apply it only if you want to add that optional practice record.

This optional department is outside the main checkpoints. If you apply it, the original workforce counts and financial example remain the same.

Pause, resume, or recover

Use the README for upload order and the expected results for the pack’s counts and financial checkpoints.

Continue learning

The complete training guide adds position changes, suspension and reactivation, Workforce Rules, request corrections, and import updates. Use separate practice records for exercises that would change the main example. Workforce Budgeting learners can continue with different pay arrangements and combined adjustments.