If staffing looks wrong, choose the date you want to review and open the position’s assignments. Compare their active dates and FTE with the position’s approved amount. If an issue remains after the numbers are correct, read the exact dates and problem described in that issue.

Before you begin

You need the View positions permission to review staffing and the View employees permission to see employee names. Correcting assignments or recording staffing decisions requires the Manage employees permission for the affected position and employee departments.

Check the effective date

Confirm the date shown on the page. An assignment can start or end while the position remains active, so the same position can have different staffing results on different dates.

Review the day before and the day of each assignment start or end. An end date is the first date the assignment no longer counts.

Example: assignment handoff

One assignment ends July 1 and another begins July 1. On June 30, the first assignment counts. On July 1, only the second counts. If both count on July 1, review whether the earlier end date was entered one day too late.

Check the position and assignments

Confirm the position’s approved FTE, active dates, department, job classification, and schedule. A proposal or future approved change may differ from today’s values. Then check every assignment’s employee, dates, and FTE. The employee must be available and have a status that counts as active.

Approved FTE Active assignment FTE Result
1 0.5 0.5 vacant FTE
1 1 Fully staffed
1 2 1 overassigned FTE

Two people at 0.5 FTE each count as two people and 1 assigned FTE. Check other assignments if an employee appears overassigned. Your organization’s one-to-one assignment rule can block overlapping relationships even if the FTE total is within capacity.

Correct staffing

  1. Open Issues and choose Staffing.
  2. Open the issue number and check its affected position, dates, and staffing need.
  3. Open Details to review the position and assignments. Select Edit assignment beside someone already assigned, or open Fix issue and select Add assignment.
  4. Save the correct dates and FTE, then review the position and issue again.

The issue’s Details tab groups the position name, department, job classification, default work schedule, and approved, assigned, and open FTE. The assignments table shows who is assigned, their FTE, dates, and schedule. Current and upcoming assignments are identified relative to the displayed date. Fix issue lists existing assignments with Edit assignment links and a separate Add assignment link.

Each opens its own focused form; Cancel returns to the assignment list without saving. Saving returns to Details so you can check the result.

An assignment ending July 1 no longer counts on July 1. A replacement starting later does not cover an earlier gap. If approved capacity needs to change, use a position request; do not alter assignments to imitate that change or enter a false assignment to clear an issue.

After a correction, Awaiting verification means FTE Tree is still checking whether the staffing problem is fixed. If you filled only part of a vacancy, the unfilled part still needs attention. If the issue remains, check its date, assignments, employee and position status, and whether the check has finished.

Record an intentional arrangement

For an intentional vacancy, partial staffing, or overassignment, select Accept arrangement beside the issue heading and record the reason. Leave the unfilled FTE open; you do not need to create an assignment for it. Acceptance keeps the calculated staffing totals unchanged and moves the issue to Accepted arrangement.

To review the arrangement later, select Review later beside the heading and enter a future date. The issue returns if the date arrives and the condition still exists. A verified correction resolves it sooner. Changes to the relevant staffing information can require another review.

You do not need to accept the same unchanged arrangement each time FTE Tree updates. If the staffing problem disappears and later returns, or the staffing details change enough to need another review, the issue opens again and keeps its earlier history.

After correcting staffing, wait for budget and compensation results to update before reviewing them. Access to staffing does not include financial information. Correction links appear only when your permissions allow the action.

See Review and resolve issues for shared issues and review dates, or Manage assignments for the full assignment procedure.

Get more help

If staffing remains wrong after verification, contact support with the position, effective date, assignment dates and FTE, issue number and status, and the result you expected. Leave protected employee pay out of the message.

Optional practice: find why a full-time employee is missing

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

Practice steps and checks

In the walkthrough, Avery should fill 1.0 FTE from January 1, 2027.

  1. Open the position and check the selected date.
  2. Open Avery’s assignment and check its start, end, and FTE.
  3. Check that Avery is available and has a status that counts as active.
  4. Follow any issue’s link to the information that needs changing.
  5. Correct an entered mistake and reopen the position after the result updates.

The position should show 1.0 assigned FTE and 0.0 open FTE. A day before the assignment starts can correctly show a vacancy.

Changing salary or budget cannot create a missing assignment. First fix the person, position, dates, or assignment described by the issue.