- Original 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 an Interim Occupant to a Position.

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 associated with 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.

Note: The procedure below applies if your organization uses the original user interface for the position panel. To confirm which interface you’re using, see “Position Panel User Interface” in Positions.

To add an occupant:

  1. Go to Organization Designer > Positions and select a position.
  2. In the position panel, click the Occupants tab.
  3. If you want to add an interim occupant, click the Assign Interim Occupant switch. The switch is shown only if interim occupancy is enabled for the position. The heading below the switch shows whether you're adding an interim or primary occupant.
  4. In the Employee Name drop-down list, select the employee who you want to assign to 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. The exception is if this is an interim occupancy and the employee has a previous primary position assignment that they will return to after the interim occupancy.
  6. (Optional) Select the Is this the Primary Position? checkbox to make this position the occupant's primary position and work assignment. Employees must have a primary position before they can be assigned secondary positions.
  7. In the Create Reason drop-down list, select the reason for the occupancy.
  8. Click Select Work Assignment. The Assignment tab opens and shows the list of work assignments that will be created when you click Save & Complete.
  9. If the position has more than one work assignment, select the Primary checkbox for the one that will be the primary work assignment for the occupant.
  10. (Optional) If this is a virtual position, select the Virtual checkbox.
  11. Click Save & Complete.

The employee is added as an occupant for the position, and all of the work assignments that were displayed 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 date in the hierarchy's As Of Date field.