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Use the workforce planning tool

Declan Manning
Updated

Available for the following plan: Employment Unlimited
Available for the following HR classic plan: Platinum 
Available for the following user access level: Admin   

Start tracking your organization's vacant positions with the workforce planning chart view. The tool gives Admins a mirror image of the Organization tool, with the added functionality of adding vacant positions. This visual format enhances tracking by offering clear insights into how vacant positions are structured, helping you make informed workforce planning decisions. Alongside the Vacant Positions page, admins can also create and manage positions directly from the chart view for a streamlined experience.

Learn how to create, manage and fill your vacant positions via the Vacant Positions page in this article.

Getting started

View the workforce planning chart
  1. Click the Organization Chart button at the top of the dashboard, located next to the search bar.
  2. Click the Workforce Planning tab.
  3. The chart will appear within the tab.
Create vacant position
  1. Click the Organization Chart button at the top of the dashboard.
  2. Click the Workforce Planning tab.
  3. Navigate to an employee. You can scroll up and down along the organization chart. You can also open up an employee's reports using the arrows next to their profile.
  4. Once you have found the correct employee, click the Add vacant position button (plus sign).
  5. You can populate the position details in the side panel that opens up by selecting an employee or position as a template.
  6. Enter or adjust the following details as required:
    • Position/Job Title.
    • Position Code (Optional).
    • Location (Optional).
    • Employment type.
    • Employing entity.
    • Group(s) (Optional)
    • Primary Manager.
    • Secondary manager (Optional).
    • Position start date
    • Budget details (Pay rate, Pay rate (100%), Ordinary work day)
  7. Click Save.
  8. If you now navigate to the new position's manager's profile, you will see the vacant position under them.

Manage vacant positions

Edit a vacant position
  1. Click the Organization Chart button at the top of the dashboard.
  2. Click the Workforce Planning tab.
  3. Navigate to the vacant position you want to fill. You can scroll up and down along the organization chart. You can also open up an employee's reports using the arrows next to their profile.
  4. Once you have found the correct position, click the ... icon (ellipsis).
  5. Click Edit.
  6. Make the required changes to the available fields.
  7. Click Save.
Delete a vacant position
  1. Click the Organization Chart button at the top of the dashboard.
  2. Click the Workforce Planning tab.
  3. Navigate to the vacant position you want to fill. You can scroll up and down along the organization chart. You can also open up an employee's reports using the arrows next to their profile.
  4. Once you have found the correct position, click the ... icon (ellipsis).
  5. Click Delete.
  6. In the confirmation popup, click the Delete button.
Fill with existing employee
  1. Click the Organization Chart button at the top of the dashboard.
  2. Click the Workforce Planning tab.
  3. Navigate to the vacant position you want to fill. You can scroll up and down along the organization chart. You can also open up an employee's reports using the arrows next to their profile.
  4. Once you have found the correct position, click the ... icon (ellipsis) 
  5. Click Fill with existing employee.
  6. Choose which employee has filled the position.
  7. Click the Save button.
Fill a vacant position with a new employee
  1. Click the Organization Chart button at the top of the dashboard.
  2. Click the Workforce Planning tab.
  3. Navigate to the vacant position you want to fill. You can scroll up and down along the organization chart. You can also open up an employee's reports using the arrows next to their profile.
  4. Once you have found the correct position, click the ... icon (ellipsis) 
  5. Click Fill with new employee.
  6. This will take you to an onboarding flow to start onboarding a new employee.
  7. For more information about onboarding, see this article.
  8. Click the Save button.
Start recruiting for a vacant role
  1. Click the Organization Chart button at the top of the dashboard.
  2. Click the Workforce Planning tab.
  3. Navigate to the vacant position you want to fill. You can scroll up and down along the organization chart. You can also open up an employee's reports using the arrows next to their profile.
  4. Once you have found the correct position, click the ... icon (ellipsis) 
  5. Click Start recruiting.
  6. This will take you to a job creation flow. See this article for more details.

Further information

How can I see which position an employee has filled?

Currently, only vacant positions are visible from the Vacant Positions and Workforce planning pages. These act as a placeholder for your business while there is no employee available.

Why do I not see the option to fill a vacant position when onboarding?

The option to fill a vacant position when onboarding a new employee will only appear if you have an existing vacancy within your business. Try creating a vacant position first and then onboarding your new employee.

Explore related content

  • Run a workforce planning report This feature lets you view, track, and report on the number of vacant positions you have within your business over time.
  • Workforce snapshot report This feature lets you see three key statistics about your organization: gender, employment status, and employee age breakdowns.
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