Positions

A position describes the job an employee holds. Link it to a department when the job belongs to a particular team, and use consistent titles across your organization.

Access needed

Access depends on your assigned permissions and workflow scope.

View departments and positions: organization.read
Role and permission labels
Typical responsibility: Employee or authorized reader. Role names alone do not grant access.
Read organization settings and structure
Add, edit, activate or deactivate structure records: organization.manage
Organization positions are job titles, not account access roles.
Role and permission labels
Typical responsibility: HR or administrator. Role names alone do not grant access.
Manage departments and positions

Demo screenshots may show broader access than your account.

Open Organization → Positions. The list shows each position's title, code, department, status, and creation date. Use Search positions…, Sort, or the column menus to find and order records. Review the Department column before opening a similarly named position.

Positions list showing a Support Specialist linked to Customer Support — A position describes a job. The Department column shows the department linked to that position.

Clear the search and any active filter chips when you need to return to the full list. Use Reset when it is shown. If a list request fails, follow the displayed error guidance instead of treating it as an empty result.

Create a position

Create the department first if the position needs one. You need access to manage organization records to see and use Add position.

Open the form
Select Add position. On a small screen, the action may appear as a plus button.
Enter the job title
Fill in Title with the job's recognizable name. FinTrax generates the Code from the title and keeps it unique.
Choose a department
Select the active department that the position belongs to. Leave the field unassigned if the position should not have a department link.
Describe the job and save
Optionally enter a Description, then select Add position once. After the form closes successfully, check the new row's title, department, and status.

Add position form with Title, generated Code, Department and Description — Choose an active department when linking a new position to a department.

The title can contain up to 200 characters and the description up to 1,000. A new position starts active. Its generated code cannot be changed after creation, even if you later rename the title.

Edit a position

Open the existing position
Select its row or choose Edit from the row's actions menu. With viewing access only, you can inspect the details without saving changes.
Review the title and department
Update the title, description, or department link. The code remains read-only. An active position can be linked only to an active department; clear the department if it should be unassigned.
Save and verify the result
Select Save changes once and wait. After a successful save, check the row or reopen it. If an error appears and the form stays open, do not assume that the change was saved; follow the troubleshooting steps below.

Edit position form with its code read-only and department selection available — The position code stays fixed. Review the title, department and description before saving.

Changing the department linked to a position is not a substitute for reviewing employees' own department and position assignments. Coordinate those changes with the person responsible for employee records.

Deactivate or reactivate a position

Open the row's actions menu and select Deactivate or Activate. Confirm the result in the Status column before continuing. An inactive position linked to an inactive or deleted department cannot be reactivated until that department issue is resolved.

Position actions menu showing Edit, Deactivate and Delete — Choose the action for the correct position; deactivation and deletion serve different purposes.

Review current employee assignments before retiring a position. Changing a position's status does not transfer an employee or end their employment.

Delete a position

Review who uses the position
Check with the person managing employee records and arrange any reassignment needed. Do not rely on deletion to move employees automatically.
Read the confirmation
Choose Delete from the correct row's actions menu. Check the position name and the explanation of what will happen.
Confirm only when appropriate
Select Delete if the position should be removed from the lists, or Cancel to keep it. Do not assume the screen provides an undo or restore action.

Delete position confirmation with Cancel and Delete buttons — Check the position name and review employee assignments before confirming. Choose Cancel to keep the position.

Troubleshooting

Problem	What to do
Add position or Edit is unavailable	Ask your administrator to review your organization-management access.
The department you want is unavailable	Create it first, or confirm it is active.
A code is read-only	This is expected. Codes are generated on creation and cannot be edited later.
Activation is rejected	Check whether the linked department is inactive or has been removed.
Save reports a server error	Keep a note of the intended values. Check the position after reloading the list before retrying, because a failed message is not proof of what was stored. If the error continues, contact your administrator with the action and time of the failure.

Avoid repeatedly submitting a failing form. Keep passwords and other private information out of any support request.

Continue with Reporting structure to understand how employee managers connect people in the chart.