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How To Add and How to Edit Positions
How To Add and How to Edit Positions

Need to add a new staff position to your account profile or make changes? Read on to learn some tips and tricks for position management

Josh avatar
Written by Josh
Updated over a week ago

To add a new Position to your account profile, simply navigate to your Settings page in the DigiQuatics app and click on the Positions section. 

Once this is open, you can view your existing list of positions and just below that list is the option to Add a new position. Click "Add" and this will open up a 'New Position' page where you can input the new position(s).  

You will need to create one position per job title (ex: Lifeguard, Head Guard would be two different positions). You can also enter an abbreviation for the position which shortens position names on your schedule.

You will want to set a default hourly rate for each position but this can be edited at any time and can also be changed per employee in the event that their specific rate changes.  Though setting a default hourly rate is not required, it is recommended, and certainly necessary if you are planning to utilize the DigiQuatics Time Clock Module.

Another option field which can also be updated at a later time is the "Priority" field. You can set a priority for each position which simply determines the order in which it is listed on your schedule (lower number shows up higher on schedule). Finally, you can set a color code for each position which can be useful for displaying different positions visually on your schedule.

Click Save once you have programmed your positions and you'll be good to go!

How do I know which positions I should assign to my staff in DigiQuatics?

Glad you asked. The answer to this question (as is the case concerning many aspects of custom-tailoring your DigiQuatics) varies from organization to organization. It all depends on your operations and policies.

Though it is fine to do so, it is not advisable to give your staff access to only ONE position. This is has to do with one thing in particular: if you want your staff to have the freedom to pick-up open shifts and sub-requests, they will need to have access to other positions in order to do so. Otherwise, staff will not see an open shift for a position that is not added to their profile, even if they have access to the location of the open shift (or sub-request).

How to access an employee profile to edit their positions in DigiQuatics

The above screenshot shows how to access an employee profile (as an Admin) to add/edit positions.

This above screenshot show's our buddy Michael's positions. We can drag and drop to reorder them (this affects the order of their appearance on the schedule) or click "add" in the upper right to give him access to other positions.

When an employee has a position assigned to them, this appears in the Scheduling Module as a "Qualified" Position. This simply informs whichever Admin/Scheduler is scheduling that the position is typical for that employee to work.

Even if an employee is not assigned a position, an Admin/Scheduler can still create a shift for them to work a position that is not listed on their schedule. This would likely not be a regular occurrence, however.

What if I need to add a new position or edit positions later on?

For those of you who have been using DigiQuatics for awhile, it is important to understand how best to go about adding new positions or, as your employees grow into other positions (as is common), how to add new positions to their profile.

In some cases, you may be a smaller organization with just 10-30 employees. This means that you can make changes, in most cases, directly within the DigiQuatics system without doing an employee export. However, if you have more than 30-50 employees, you will likely want to update them all at once (in an exported .xlsx spreadsheet) and import these changes back into your account. This is typically the most convenient way to make such changes.

In every case, we recommend that Admin users add ALL positions to their profile. Why is this? This is simply because when you do an export, you will know that your row will always include ALL possible positions. Knowing this, you can easily copy and paste those positions (as they appear exactly in your DigiQuatics account) into other employee rows in the positions column. This is important because in order to avoid any import/update errors, the spelling and character spacing should be uniform in every case.

A DigiQuatics "Active Employee" Export; Header row frozen to preserve it when sorting Position column A-Z; First two columns frozen for easy view of employees

The above screen shot is an example of how to easily modify/add or delete positions from your employees' profiles.

  1. Simply freeze the name columns and the header row.

  2. Then, we recommend sorting the sheet (usually right click when selecting entire column K) by positions. This groups positions for an easy view.

  3. Finally, use your Admin row containing all positions to copy one or more positions to paste into the appropriate employee position cell.

Note: It is not necessary to return the spreadsheet to it's original format (unfreezing rows/columns) prior to importing. However, the header rows need to remain as such.

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