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What are vacancies?

What are vacancies?

In TeamForm vacancy can provide 2 types of behaviour:

  • Requisitions represent unfilled role(s) that are typically driven from an HR Applicant Tracking Software (ATS) and in TeamForm carry a status and quantity (e.g. approved - 3 SW Engineers).

  • Placeholders represent a potential demand for a role (if no one is available and you choose to hire) or a placeholders for role(s) to be deployed into teams in your organisation.

Vacancies allow you to represent the complete state of your workforce (to be hired and active).

An organisation’s people are:

  1. Named employees and contractors / external staff

  2. Open / vacant roles the organisation is recruiting for (including contractors / external staff)

By default the directory in TeamForm shows named individuals.

Vacancies are usually only visible to Power Users (Workforce planning roles).

Two types of vacancies

1. Approved requisitions / unfilled roles –aka hard vacancies

These are approved roles that are raised and managed in traditional HR systems where Talent Acquisition / HR staff would manage the end to end recruitment journey of a person into the role.

In TeamForm, we can bring these requisitions in so that a supply leader can have a holistic view of who they currently have and will have in their team and be able to pre-assign requisitions into demand teams as part of an early handshake.

Once a requisition has been filled, TeamForm has the ability to automatically reconcile and replace the hired person's details against the requisition record.

 

image-20240227-213354.png
Example of approved requisition.

2. Placeholder roles / unmet roles –aka soft vacancies

These are placeholder roles that have not yet been lodged into the HR system as formal approved requisitions. The purpose for these roles are to help teams visualise the positions they need and be able to give Finance data to perform a high level costing of the intended team structure and assess whether there is budget for the intended recruitment.

These placeholder roles do not come from any external systems and can only be replaced/fulfilled by a named individual manually by an user.

 

image-20240227-214348.png
Example of a placeholder role.

Definitions

  • Hard Vacancy refers to a vacancy that is approved for hire.

  • Soft Vacancy refers to an aspirational hire that isn't yet approved.

Why vacancies

  • Companies budget for people today and future recruitment. These are recorded via vacant positions.

  • Talent acquisition is an important HR function.

  • For users, there’s a disconnect between total budget and what they see in TeamForm if only named people are loaded.

  • Without vacancies we don’t have a complete picture of all positions in an organisation.

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