Job Descriptions — User Guide

Module: HR Profile
Audience: HR managers, recruiters, administrators
Version: 1.0.0
Last updated: 2026-07-22

Overview

Job Descriptions is where you define the roles in your organization. The feature uses two levels:

1. Position groups — broad categories (for example, Engineering, Sales).
2. Job positions — specific roles (for example, Senior Developer, Account Executive) with descriptions, departments, tags, attachments, and optional salary scales.

Staff members are assigned a job position on their HR record. Positions also support contracts, reporting, and training setup elsewhere in HR Profile.

Prerequisites

View own: You see positions linked to departments you manage. If you manage no departments, the list may be empty — ask HR for global View access.

Understanding the hierarchy

Position group (e.g. "Operations")
 └── Job position (e.g. "Warehouse Supervisor")
      ├── Description (rich text)
      ├── Departments (one or more)
      ├── Tags
      ├── Attachments (PDF job specs, etc.)
      └── Salary scale (optional)

Create position groups first, then add positions under them.

Step-by-step: Create a position group

1. Go to HR Profile → Job Descriptions.
2. Open Position Groups → New group.
3. Enter Group name and optional Description.
4. Optionally tick Create default job position to add a matching position automatically.
5. Save.

To manage all groups in one place: Position Groups → Manage Position Groups.

Step-by-step: Create a job position

1. On Job Descriptions, click New Job Position.
2. Complete the form:
   • Position code — leave blank to auto-generate (uses prefix/number in HR Settings).
   • Position name (required).
   • Position group (required).
   • Departments — select one or more.
   • Description — role summary, responsibilities, requirements.
   • Tags — optional keywords for search/filter.
   • Attachments — optional files (job spec PDFs, etc.).
3. Save.

Expected result: You are taken to the position detail page where you can review content and configure salary scales.

Step-by-step: Edit a job position

From the list

1. Find the position in the table.
2. Click Edit on the row (inline modal).
3. Update fields and save.

From the detail page

1. Click the position code in the list to open the detail view.
2. Review description, tags, and attachments.
3. Use Edit from the list modal for core fields, or manage salary on the Salary tab.

Step-by-step: Configure salary and allowances

1. Open the position detail page.
2. Go to the Salary tab (or add ?tab=salary_scale to the URL if the tab is hidden).
3. Add Salary form rows with amounts (base pay components).
4. Add Allowance rows if your organization uses them.
5. Save.

Salary form and allowance types are defined under HR Profile → Settings.

Step-by-step: Import positions from Excel

1. On Job Descriptions, click Import Excel.
2. Download the sample file (English or Vietnamese, based on your language).
3. Fill in columns:
   • Position code (optional — auto-generated if empty)
   • Position name (required)
   • Group ID or group name
   • Description
   • Department IDs (comma-separated, e.g. 1,2,3)
   • Tags (comma-separated)
4. Upload the file and review the import summary.
5. If rows fail, download the error file, fix issues, and re-import.

A separate import exists on Manage Position Groups for importing groups.

Step-by-step: Filter and bulk actions

1. Use Position group and Department filters above the table.
2. Select rows and open Bulk actions to mass-delete (requires Delete permission).

Key fields (summary)

Common issues

Related features

• HR Records — assign job position to employees
• Organizational Chart — departments linked to positions
• Contracts — templates and compensation may reference positions
• Training — training programs can be linked to positions (separate menu item)