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Create positions

This guide shows you how to create positions in your organization. Positions define job functions and can be assigned roles that determine access to documents and tasks.

Navigate to the People page in the left sidebar and select the Positions tab. Click Add position.

Step 1: Enter position details

  1. Enter the Job Title (required).
  2. Enter a Position Overview describing the role’s responsibilities (optional, up to 300 characters).

Step 2: Assign an employee (optional)

A position can be open (no employee assigned) or filled (assigned to an employee).

  1. Search for an employee in the Assigned To field.
  2. Select whether this becomes their Primary position or Secondary position.
  3. Click Next to confirm the assignment.

If the employee doesn’t exist, click Add employee in new tab to create them first. You can also click Skip and leave position open to create the position without an employee.

Step 3: Add roles (optional)

Roles define responsibilities that can be shared across multiple positions. See Understanding roles below.

  1. Click Edit next to Roles.
  2. Start typing to search existing roles or create a new one.
  3. Select an existing role from the dropdown, or press Enter to create a new role.
  4. Add multiple roles as needed.
  5. To remove a role, hover over it and click the × icon.

Step 4: Set organizational structure (optional)

Click Edit next to each field to configure:

  • Department — Assign the position to a department.
  • Reports to — Select the position this role reports to (e.g., CEO, Manager).
  • Direct reports — View or manage positions that report to this one.

Step 5: Configure employment details (optional)

Click Edit next to each field to configure:

  • Employment type — Select Permanent or Contract, and Full-Time or Part-Time.
  • Location — Choose Onsite, Remote, or Hybrid, then select the region and office location.
  • Teams — Assign the position to one or more teams.

Step 6: Create the position

  1. Click Add position.

The position is created and notifications are sent to relevant administrators.

Understanding roles

Roles represent reusable sets of responsibilities that determine access to documents and tasks.

Key concepts

  • Shared across positions — A role can be assigned to multiple positions, so employees in different positions can have the same responsibilities.
  • Multiple roles per position — A position can have several roles assigned.
  • Access control — Roles determine which documents the position holder can access and which tasks they can perform.
  • Create on the fly — Type a new role name and press Enter to create it instantly.

What happens when a role is removed

When you remove a role from a position, the position is immediately unassigned from:

  • All documents where access was granted via that role
  • All tasks where the role was assigned as a performer

This ensures access control and task assignments stay consistent with current role assignments.

Next steps