Creating Vacancies Through Planner or Imports

Vacancies Through Planner:

Planner can be used to create vacancy avatars in teams, linked to a supply and demand structure.

Step 1: Enable vacant roles

In the configuration for planner under Settings > Configure Workspace, enable “individual allocation” and “adding vacant roles.”

If “ Enable adding vacant roles” is enabled, it will show the ‘add vacant role’ button under member rows in Planner.

Step 2: Request a team member in Planner

Request a team member in Planner by selecting the 3 dots against an existing team:

Or by adding a chapter/supply area:

A Vacant Role will then be added to the demand team and the supply structure.

When adding roles in the planner view (in the members' row, without clicking 3 dots or adding a new chapter area), they will not appear as vacant role placeholders.

Step 3: Fulfil a vacant role

Users can fulfil the vacant role by assigning a member of the supply structure (chapter) in the supply structure or the demand team.

The vacant role will then be updated in the demand team with the assigned member.

Vacancy Import Process - File Upload:

Pros: adds position ID, role title.
Cons: requires full hierarchy (complex) to specify supply and demand team (not internal or external ID).

Step 1: Create a new integration to bulk upload Vacancies

Step 2: Use the sample file to populate the data

Position Id
IsVacancy - Set to TRUE
First Name - <vacant>
Role - Role title
Organizational Hierarchy - Will be displayed in the attribute “Division” - Replicate Organizational Hierarchy.
Avatar - https://api.dicebear.com/7.x/personas/svg?seed=Shadow
Teams: Squad - Link a vacant role to a demand team
- Replicate the entire hierarchy of the demand structure, starting from the company down to the team. Example: Company\Portfolio title\Team App Area title\Squad title

Teams: Chapter - Link a vacant role to a Supply team
- Replicate the entire hierarchy of the structure, starting from the company down to the team. Example: Company\People\Department Title\Division Title
Disabled- Set to TRUE to hide the vacant role

Failure to replicate the hierarchy for Teams: Squad and Teams: Chapter will result in TeamForm creating a new team and assigning the vacant role to this newly created team.

Step 3: Fields Mapping

Upload the CSV file and associate Source fields to Target fields.

Step 4: Update filled vacancies

Note: Vacancies must have (at least) a supply team.

Vacancy Import Process - Members and Teams

Pros: simple file upload structure (internal ID).
Cons: cannot also load role attributes e.g. job title, position ID.

Via this import we can add new vacant roles to a group (demand or supply) (but cannot add role title or position ID)

Fields map:

{
  "importVacancies": true,
  "teamInternalId": "Team ID",
  "vacanciesField": "Vacancies",
  "preferredNameField": "Preferred Name",
  "supplyTeamIdField": "Supply Team ID"
}

Example file:

Team ID,Vacancies,Preferred Name,Supply Team ID
GA8ZFNL0,2,New role,XXXXXXXX

Team ID should be internal demand team id, unless vacant roles only being created for supply team, in which case use supply team id and ignore the last Supply Team ID field).
Vacancies is the number of roles to add.
Preferred Name will be used for the vacant role. Import will use Vacant role as preferred name if not provided.
Supply Team ID can be used to import the supply team if team ID is the demand. Can be ignored if supply team provided in first column.

Note: Vacancies must have (at least) a supply team

How do you remove a vacancy?

You need to remove a vacancy from TeamForm, e.g. if created in error or cancelled –this is distinct form the process to “fill a vacancy”.

Some options:

Use a file upload integration to disable the vacancy:

Person ID,Disabled
role-XXXX,true

Use a member and teams integration, exclude vacancy (but include all people and vacancies you wish to retain) and select “Departure active people against current import” or “Departure missing people from previous import” as applicable