Assign a position to a user
  • 14 Mar 2022
  • 1 minute to read

Assign a position to a user


Article Summary

Positions can be assigned to users in bulk using the HR import position source, or individually via a user's profile. Positions can be assigned to each job assignment the user has.

To assign a position to a user, follow these steps:

  1. Go to Quick-access menu > Users.
  2. Click the user's name to access their profile.
  3. Click Add job assignment.
  4. Click Choose position.
  5. Navigate to the position in the hierarchy or select Search to find the position.
  6. Click OK to assign the position.

If you attempt to assign a manager that results in a circular management loop then an error message will be displayed and you won't be able to add the circular reference.

For example, if User A has User B as their manager, and User B has User C as their manager, you will not be able to add User A as the manager of user C as this would create a create unexpected behaviour for manager approvals and management reporting.

Assigning position start and end dates

It is possible to assign a user's position a start and/or end date. The following are suggestions for how this can be used in different scenarios: 

  • User joins company:
    • account created, assigned a posstartdate, posenddate left blank
    • posidnumber set to new posidnumber, posstartdate = new position start date, posenddate = blank, upload
  • User is promoted, user account updated to a new position, two actions required:
    • posidnumber set to old posidnumber, posstartdate = blank, posenddate = last date in position, upload.
    • posidnumber set to new posidnumber, posstartdate = new position start date, posenddate = blank, upload
  • User leaves company:
    • posidnumber = unchanged, posstartdate = blank, posenddate = date of exit, upload (or does deleting the account mark posenddate automatically)

Next steps

C006 - Hierarchies and job assignments(1)The Totara Academy has a whole course dedicated to using Positions, organisations and job assignments in Totara. Here you can learn more on how to use hierarchies and job assignments, see best practice, and give it a go yourself.


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