Update positions

This guide shows you how to update existing positions in your organization.

Required permissions

Account Owners, Super Admins, and Org Admins can update positions.

Prerequisites

• You have the required permissions (see above)
• At least one position exists (Create positions)

Instructions

Do this with AI

Through Klarify’s AI Assistant or Klarify MCP server, just ask:

Add the “Budget approver” role to the Finance Analyst position

The AI previews the change for your approval before applying it. See the position tools.

Navigate to the People page in the left sidebar and select the Positions tab. Open the Edit position modal using one of these methods:

1. Click on a position to open the Position outline panel, then click Edit in the top-right corner.
2. Click the overflow menu (···) next to a position in the list and select Edit.

Update position details

1. Edit the Job Title as needed.
2. Update the Position Overview (up to 300 characters).

Change employee assignment

Assign a new employee

If the position is currently open:

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

Reassign to a different employee

If the position is currently filled:

1. Click Remove next to the current employee’s name.
2. Search for and select the new employee.
3. Choose the position type (Primary or Secondary).
4. Click Next to confirm.

Leave position open

1. Click Remove next to the current employee’s name.
2. Click Skip and leave position open.

Tip

When reassigning, the dropdown filters employees based on your selection:

• As primary position — Shows only employees without a primary position
• As secondary position — Shows only employees without a secondary position
• As any position — Shows all employees with at least one available slot

Manage roles

Roles define what documents and tasks this position can access.

Add roles

1. Click Edit next to Roles.
2. Start typing to search existing roles.
3. Select a role from the dropdown, or type a new name and press Enter to create it.

Remove roles

1. Click Edit next to Roles.
2. Hover over the role you want to remove.
3. Click the × icon.

Caution

Removing a role immediately revokes access to all documents and tasks associated with that role. The position holder will lose access to any content granted through that role.

Update organizational structure

Click Edit next to each field to modify:

Field	Description
Department	Change or remove department assignment
Reports to	Change the reporting line
Direct reports	View positions that report to this one

Update employment details

Click Edit next to each field to modify:

Field	Description
Employment type	Permanent/Contract and Full-Time/Part-Time
Location	Onsite/Remote/Hybrid, region, and office
Teams	Add or remove team assignments

Choose notifications

If your changes affect eligible members, Notify affected employees appears near the bottom of the form. Notifications are off each time the modal opens.

1. Turn on Notify affected employees to select every listed recipient.
2. Review the Recipient and Notification columns.
3. Deselect any notification you do not want to send.

Saving the position does not require a notification selection.

Save your changes

1. Click Update position.

Changes take effect immediately. Any notifications you selected are sent to their listed recipients.

Edit positions directly in the table

Use table edit mode when you need to update several positions without opening each position modal.

1. On People → Positions, use search or filters to narrow the table if needed.
2. Click Edit above the table.
3. Select a cell and update its value. Each cell saves independently when you finish the edit.
4. Continue editing other rows or columns, then click Edit again to leave edit mode.

From the table, you can update job titles, employee assignments, managers, direct reports, departments, work arrangements, regions, locations, roles, and teams. When permitted, you can also add a department, region, location, or team from the corresponding dropdown.

Troubleshooting

Issue	Solution
Employee not in dropdown	The dropdown filters by available position slots. Try selecting As any position to see all employees.
Cannot find the position	Use the search bar to filter the positions list by title.