Open a position to see its approved FTE, department, job classification, schedule, reporting line, and the people assigned to it. The position can continue when an employee leaves. An assignment is the dated connection between a person and that position.

Before you begin

You need the View positions permission for the departments you review. Employee names require the View employees permission for each employee’s department; staffing totals remain visible when names are hidden. Changes require the Manage positions permission, and submitting a proposal also requires the Submit position requests permission.

Find a position

  1. Open Position control, then Positions.
  2. Confirm the effective date and search by position number, external ID, or name.
  3. Use Position stage to distinguish Draft, Scheduled, and Approved. Turn on Show eliminated positions for positions no longer active.
  4. Open the position to review its details.

If a position is missing, confirm the organization, clear filters, check its active dates, and include eliminated positions. Your access must cover its department on the selected date.

Browse summaries and changes

Positions, Departments, and Job classifications start with a compact set of columns. Choose Columns beside the filters to open the side drawer. Select the columns you want, use Select all to choose every available column, or Use defaults to choose the compact set.

The table stays as it is while you edit. Choose Save columns to apply your choices and remember them in your account, separately for each table, across visits and devices. Cancel or closing the drawer discards your unsaved choices.

If saving fails, your choices stay in the drawer so you can try again. The record identifier stays visible when you scroll sideways, and the column headings follow you as you scroll down. Use the arrow buttons or scrollbar at the bottom of the visible table to reach columns without going to the last row.

Page What you can review
Overview A current summary, the oldest vacancies, and recent approved changes
Positions Individual positions for a selected date
Departments or Job classifications Position and FTE totals grouped for a selected date
Changes Approved position changes and their effective dates
Dashboards Saved views, trends, vacancy aging, and reporting spans

Overview always uses the organization’s current date and has no date selector. Use the other views for historical or future dates. Dashboard guidance explains fixed and rolling reviews.

Recent position changes shows up to five distinct positions with approved changes to their details in the last three months, most recent effective date first. Each position appears once, with a summary of the changes on its latest effective date. Select View all changes to browse the paginated Changes list.

Review position details

Summary shows approved structure and staffing for the selected date: position FTE, assigned FTE, vacant or overassigned FTE, and current assignment count. Use Assignments for assignment dates and changes when you have employee management access, Requests for proposed work, and Conversations for background information.

Compare approved FTE with active assignments. Two half-time assignments fully staff a full-time position: 0.5 + 0.5 = 1 FTE. If one ends next month, select that later date to see the remaining 0.5 FTE vacancy.

Use Activity history from the clock icon to see who recorded or decided a change. The effective date tells you when a value applies; activity history tells you when the action was recorded.

On Details, each dated field value keeps its effective date. Open a row’s Field actions menu and choose View org chart on this date to see the reporting structure on that day, focused on this position. Approved rows open the approved chart; draft rows include draft changes. The chart date stays fixed. See Org chart and reporting lines for more ways to explore the structure.

Keep protected employee pay out of position conversations. Financial information belongs in Labor budget or Compensation, with its separate permissions.

Distinguish approved and proposed information

A proposal does not replace approved information before its changes have been approved and saved. An ordinary request applies its complete position changes after final approval, for the specified effective dates.

A request approved in May changes a half-time position (0.5 FTE) to full-time (1 FTE) on July 1. On June 30, it still shows 0.5 FTE. Approval gives permission for the change; the effective date tells you when the new amount begins.

What happens when position information is missing

FTE Tree blocks a change when the current form, request, or import requires a value that was not supplied. The incomplete change does not replace approved information.

If approved history has no position FTE for the selected date, Position Report Readiness identifies the missing value as action required. Position control reports leave approved and vacant FTE blank, and labor budget and actual compensation amounts for that position are withheld as Needs Position setup. Do not treat a missing value as confirmation that zero FTE was intended. Correct the dated position information, wait for results to update, and run the report again.

Missing or unavailable choices, such as a department or job classification, appear as separate items needing attention. A position without a department can appear in an organization-wide financial review with blank amounts, but it cannot appear when you select a department. Enter the missing position information on the position itself. Deliberately entering zero FTE is different from leaving FTE missing.

An intentionally unfilled position can still have complete position information. The vacancy itself does not mean a required value is missing.

An assignment counts toward staffing only while the employee is available and has a status that counts as active. If either value is missing or invalid, the affected labor budget and actual compensation amounts show Needs employee setup instead of zero, and Issues identifies the assignment. Check employee setup when assigned FTE changes or financial amounts are unavailable.

A position with missing or invalid position status information remains visible with a warning, but its financial amounts show Needs Position setup. Check the position’s Active, Suspended, or Eliminated status on the selected date. Then check whether the employee was active on that date.

Choose the right change guide

You need to Guide
Create a distinct staffing place or discard an unused draft Create a position
Change or correct department, job classification, FTE, schedule, or reporting line Change position information
Suspend, reactivate, or permanently eliminate a position Suspend, reactivate, or eliminate a position
Add, change, or end an assignment Manage assignments
Resolve unexpected staffing or record an intentional vacancy Fix a staffing or assignment issue
Correct or close submitted work Change or close a request
Change budget or employee pay Budget rates or Employee pay

For a mismatch with a report, compare the same date, departments, filters, and completed result before changing records.

Optional practice: find the position used in the walkthrough

For exercises that change records, use a separate practice organization and complete the preparation below.

Practice steps and checks
  1. Open Workforce > Position control and search for Patient Services Coordinator or its position number.
  2. Open it and choose January 1, 2027.
  3. Check the Outpatient Services department, the matching job classification, the Weekdays schedule, and 1 approved FTE.
  4. After adding Avery, open the assignment and check 1 FTE from January 1.

The position is fully staffed: one approved full-time job, filled by one full-time employee.

Open the New position request to see its approval, or Activity history to see who recorded it. If the position is missing, check your date and filters first. Next, create the position if you have not already done so.