Assign Employees as Position Occupants

- New Organization Designer user interface -

After you add positions in Organization Designer > Positions, you can assign employees to them as occupants. For adding interim occupants, see Assign Interim Occupants to Positions.

Important: When you assign an employee to a position, their work assignment records are updated.

Employees can have only one primary position at a time, and a primary position can’t have an end date. If a position has an end date in the future, then you can’t assign it as an employee’s primary position. When you assign an employee to a new primary position, their previous primary position assignment ends automatically, and their previous position becomes vacant. Primary and secondary work assignments related to the previous primary position are also ended. Work assignments for secondary positions aren't affected because employees can have multiple secondary positions.

For example, Kate's current primary position is Cashier. She has three work assignments: Cashier at Location A is the primary and Cashier at Location B and C are secondary assignments. Kate is going to move into the Team Lead position, which is in Location A and B but not C.

You assign Kate as the occupant for the Team Lead position. Kate's occupancy in the Cashier position is end dated, along with her Cashier work assignments at Location A, B, and C. New work assignments are created for Team Lead at Location A and B only. You can see Kate's new work assignments in the Work > Work Assignments screen of her employee profile in People.

To add an occupant:

1. Go to Organization Designer > Positions and select a vacant position.
2. Go to the Occupants () tab.
3. Click Add Occupant.
4. In the Employee Name drop-down list, select the employee who will occupy this position.
5. Enter an effective from date and, optionally, an effective to date. The Effective To field isn't available if the Is this the Primary position? checkbox is selected because end dates aren't supported for primary assignments.
6. In the Create Reason drop-down list, select the reason for the occupancy.
7. (Optional) Toggle the Is this the Primary position? switch to make this position the occupant's primary position and work assignment. The employee must have a primary position before they can be assigned a secondary position.
8. If the position has more than one work assignment and it’s the employee’s primary position, select the Primary checkbox for the employee’s primary work assignment.
9. (Optional) If the position is virtual, toggle the Virtual switch.
10. Click Save.

The employee is added as an occupant for the position, and all of the work assignments that were shown are added for the employee. You can see the employee and their work assignments in the Occupants tab of the position panel.

Note: If you can't see the occupant in the position panel, you might need to change the as of date at the top left of the screen.