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The Job Position register

You can use the Job Position register to build a list of positions in your company. Each record in the Job Position register should represent a separate position in your company, including positions that are currently held by employees, and new positions that you are looking to fill.

To open the Job Position register, first ensure you are in the Human Resources Management module. Then, if you are using Windows or Mac OS X, click the [Registers] button in the Navigation Centre and then double-click 'Job Positions' in the resulting list. If you are using iOS or Android, tap the [Registers] button in the Navigation Centre and then tap 'Job Positions' in the 'Registers' list. The ‘Job Positions: Browse’ window will be opened, listing Job Positions that you have already entered.

If you are using Windows or Mac OS X, you can change the sort order by clicking on the headings. To reverse any sort, simply click once again on the column heading. The current sort order is marked by the column heading being coloured blue. If you are using iOS or Android, tap on the column heading and choose the sort order you need. Repeat the procedure to reverse the sort.

To enter a new Job Position, select 'New' from the Create menu (Windows/Mac OS X) or the + menu (iOS/Android). You can also use the Ctrl-N (Windows) or ⌘-N (Mac OS X) keyboard shortcut. Alternatively, highlight or open a Job Position similar to the one you want to enter, and select 'Duplicate' from the same menu. If you don't want to open the 'Job Positions: Browse' window before creating a new record, you can also use the + menu in the Navigation Centre (all platforms).

The 'Job Position: New' window will be opened, empty if you selected 'New' or containing a duplicate of the highlighted Job Position. Complete the Job Position record as appropriate and as described below the picture, then save it using the [Save] button (Windows/Mac OS X) or by tapping √ (iOS/Android). You can then close it using the close box (Windows/Mac OS X) or by tapping < (iOS/Android). Then, close the browse window using the close box or < again.

Since the amount of information stored about each Job Position will not fit on a single screen, the 'Job Position: New' window has been divided into two cards. At the top of each is the header. This contains the Job Position Number, the Job Title and various other fields. There are two named buttons ('tabs') in the header.

By clicking the tabs you can navigate between cards. The header is always visible, as a reminder of the Job Position you are working with.

If you are using iOS or Android, the cards will be arranged vertically on screen. You can scroll down to see each one, or you can jump to any card by tapping on any tab and selecting the tab you want to go to.

Header

No.

The unique identifying number for the Job Position record. There are no number series, so numbering will start with 1 for the first record and count upwards. You can enter any number yourself, and numbering will continue from there.

Start Date, End Date

Paste Special    Choose date

If the Job Position is a fixed term position, use these fields to specify the start and end dates.

Managerial Position

Paste Special    Job Position register, Human Resources Management module

This field allows you to build up a hierarchical structure of Job Positions. If the Job Position you are currently entering will report to or will be managed by another Job Position, specify that Job Position here.

Department

Paste Special    Departments setting, Human Resources Management module/Assets module/System module

If the Job Position is part of a Department in your company, specify that Department here.

Status

Paste Special    Choices of possible entries

Choose an option to specify whether the Job Position is "Opening", "Free", "Filled" or "Cancelled".

Job Title

Paste Special    Job Titles setting, CRM module/Human Resources Management module

Enter a Job Title for the Job Position. Use the Comment field on the 'Comment' card to enter a full description of the Job Position.

Candidates Card

The 'Candidates' card in the Job Position window contains a matrix that you can use to list the candidates who are applying for a Job Position. Each candidate should have their own record in the Employee/Contact register in which the Employee check box is ticked.

If the Job Position is already filled, you can leave the matrix empty.

If you are using Windows or Mac OS X, you can add rows to the 'Candidates' card in a Job Position record by clicking in any field in the first blank row and entering appropriate text. To remove a row, click on the row number on the left of the row and press the Backspace key. To insert a row, click on the row number where the insertion is to be made and press Return.

If you are using iOS or Android, you can add rows by tapping the + button below the matrix. To remove a row, long tap on the row number on the left of the row and select 'Delete Row' from the resulting menu. To insert a row, long tap on the row number where the insertion is to be made and select 'Insert Row' from the resulting menu.

Employee

Paste Special    Employees in Employee/Contact register

Use 'Paste Special' to choose the candidate from the Employee/Contact register.

Name

The Employee's Name will be brought in automatically when you enter the Employee Number.

Source

Paste Special    Candidacy Sources setting, Human Resources Management module

This field allows you to make a note of how the candidate heard about the Job Position.

Comment Card

The 'Comment' card contains a description field and a text field where you can enter a full description of the Job Position.

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