Position management
A "position" is a job title — Tax Preparer, Bookkeeper, Front Desk, Manager, and so on. Positions show up in employee records, on time clock entries, and in payroll reports grouped by position.
Positions live at Admin → Positions. This is a superuser-only screen.
What positions are for
Three things:
- Categorization for payroll reports. The Payroll report has a "By Office / Position" tab that aggregates hours by position. Useful for analyzing staffing costs by role.
- Per-clock-in flexibility. Employees can change their position for a single clock-in via the dashboard's clock card — useful when one person fills multiple roles.
- Audit trail. Time clock entries record the position the employee was clocked in under, even if their default changes later.
If your firm doesn't differentiate roles for reporting purposes, a single position like "Staff" works fine.
Position list
Shows every position — active and inactive — with:
- Name
- Status (Active / Inactive)
- Employee count (employees whose default position is this one)
- Action buttons: Edit, Deactivate / Reactivate, Delete
Search by name; filter to show only active or include inactive.
No plan cap
Unlike offices, positions have no plan-tier cap. You can have as many as you want on any plan.
Adding a position
- Click Add Position.
- Enter the position name.
- Confirm.
The new position appears in the list as Active, and is available in dropdowns when assigning to employees and on the clock card.
Editing a position
Click Edit. Change the name. Save.
Renaming propagates — all employee records, time clock entries, and reports update to show the new name.
Deactivating a position
Deactivating a position:
- Removes it from new-assignment dropdowns
- Removes it from the clock card position selector
- Preserves historical assignments and time clock entries
You cannot deactivate a position if doing so would leave any employee with no active default position. Reassign first.
To deactivate: click Deactivate on the row, confirm.
Reactivating a position
Click Reactivate. The position returns to active status and reappears in dropdowns.
Deleting a position
Deletion is irreversible and fails if any employee has the position as their default or if any time clock entries reference it. Most firms should deactivate instead.
Common scenarios
Renaming "Front Desk" to "Reception". Edit, change name, save. Historical entries update to the new name.
Creating a "Trainee" position for new hires. Add the position. Assign new hires to it. When they're trained, edit them to a different default position. Historical "Trainee" entries are preserved.
Splitting one role into two (e.g., "Tax Preparer" → "Senior Tax Preparer" + "Junior Tax Preparer"). Add the two new positions. Reassign each employee individually to one of the new ones. Deactivate the old "Tax Preparer" once everyone's moved over. Historical entries continue to reference "Tax Preparer".
Deleting a position that was created in error. If no one's assigned and no time clock entries exist, you can delete. Otherwise, deactivate.