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

In TeamForm “vacancy” and “requisition” mean the same thing.

Vacancies 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)

Positions represent either vacancies (if no one is available and you choose to hire) or a placeholders for role(s) to be deployed into teams in your organisation.

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

We consider there to be two different 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.

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  1. Placeholder roles / unmet roles (aka soft vacancies - This is also known as 'soft vacancies' in many enterprises. These are placeholder roles that have not yet been lodged into the HR system as formal approved requisitions and the purpose of these roles are to help teams visualise potential roles that they believe they need and be able to give Finance data to perform a high level costing of the intended team structure to 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.

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Definitions

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

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

See How to represent the two different types of vacancies for a breakdown on the two types and options by which they can be represented.

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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