A Position connects a Job, Supervisor and Employee, allows interactions (and reminders) to easily be scheduled, and designates Agents to assist in managing the process. 

• A Position is a unique occurrence of a Job that only one person can hold; there can be multiple Positions performing the same Job. 
• Positions in GideonSoft are managed within Instances, and are assigned to a person within an Instance.
• Positions have a status associated with them, either Draft, Published or Archived. Only published Jobs will be available for assignment to People. 

The Position Manager Page

The Position Manager page lists all existing Positions, and you can filter (by Type, Status and/or Category) and sort the list, and customize the display:

• Type in the Search field (toward the top right).
• Arrange and resize columns (drag and drop).
• Use the ‘Column Chooser’ icon at the top of the table to choose which columns to see. The only required column to show is Title.
• Use the ‘Toggle column search’ icon, and search/filter by column.
• Use the ‘Toggle grouping panel’ icon, and then drag and drop one or more column headers to group reports in the list.

Once the list is filtered as desired, several actions are available:

• To edit a Position, either click on the title or choose ‘Edit’ from the action menu (3 dots on the right). 
• To create a new Job Template based on an existing Position, choose ‘Create New Job Template’ from the action menu. 
• To make this Position the current one for the person, choose ‘Make Current’ from the action menu. You will be prompted to confirm.
• To change a person’s Position, choose ‘Change to new Position’ from the action menu. Their current position and history will be archived. You have the option to leave the position vacant/open or remove the position entirely. You will be prompted to confirm.
• To remove a person from a Position, choose ‘Remove’ from the action menu. You have the option to leave the position vacant/open or remove the position entirely. You will be prompted to confirm.

When one or more Positions are selected, using the checkboxes on the left, some bulk actions become available. Next to the Search field above the grid, you’ll notice an “I want to” drop down appears with the following options:

• Set Appraisal Dates … To schedule a new Appraisal date for the selected Positions.
• Archive Positions … You will be prompted to confirm.
• Clear Selections … This simply unchecks all selected people.
• Delete Selected … You will be prompted to confirm.

Add New Position

To create a new Position, click +Add New Position. Select a Job to use as the template to create the new Position.

• • Basic Settings … The Title, Category and Description of the Job are displayed.
    • Position Title … The name of the Position, such as “Technical Analyst”. 
      • This can be left blank. The Position title can be used as the public facing title for a Position whereas a Job title would be a generic title from HR. 
      • For example, the Job title could be ‘Tech Analyst I’ and the Position title could be ‘Marine Depot Tech Advisor I’.
  • Assignment  … This is the next step in the Position process, connecting the Person with a Supervisor. Click the green ‘Assign’ button.
    • Person … the individual being assigned for this Position
    • Supervisor … the individual responsible for managing this Person
    • Agents … one or more individuals granted access to the Position as well as the ability to add additional Responsibilities to the Position. (The list of available people includes anyone with Power User, Data Viewer, Report Viewer, Power Data Entry or Proctor permissions)
    • Agents with Temporary Supervisor Access … one or more individuals with the Agent capabilities, but intended only for temporary situations (e.g. when a supervisor goes on leave). Includes only those with Proctor or People Proctor permissions.
    • Start Date … the official beginning date used for Check In scheduling.

• Once the Position, Person and Supervisor are selected, you can ‘Save as Draft’ or ‘Publish’, and work through the various Position requirements and options. 

• • Interactions … 
    • Check In schedule … The continual part of CPR. On a regular basis, chosen by the Supervisor and Employee, a notification will be sent to the Employee to see if they need to Check In with their Supervisor. 
      • The person can choose No, but if they want to, they can send a Check In request using GideonSoft and start a Check In. The options include:
        • Weekly, Monthly or Quarterly
        • First weekday of Period or Last weekday of Period
      • Five days after a position is created, a check-in event is scheduled. This provides supervisors with a structured opportunity to review responsibilities and expectations with employees. The same process occurs at the beginning of each new year when positions are transferred forward via Auto Instance.
    • Appraisal scheduled … This specifies a date for a reminder to appear on the Employee’s timeline, with a link to complete an Appraisal. An Appraisal navigates the Employee through each Responsibility so he/she can provide a rating and optional comment. 
      • The ratings are color-based with no other guidance. This is by design and can be used in conversations with their Supervisor.
      • Enroll in 30-60-90 appraisals? … These can help strengthen onboarding and early performance evaluation. Once the 30-day appraisal is set, the 60- and 90-day dates auto-populate but can be adjusted manually.
        • 30 & 60 Day Appraisals – Function similar to existing self-appraisals:
          • Employees are notified and complete their self-appraisal.
          • Supervisors then review, add comments, and finalize the appraisal.
        • 90 Day Appraisal – Sent directly to the supervisor for completion.
          • Employees are notified of the review but cannot view or edit it.
          • Supervisors rate each responsibility using Green, Yellow, Red, or Gray (N/A) and add supporting comments.
        • Supervisor Questions – Supervisors must answer a set of Yes/No questions, with optional comments.
          • The first Qualifying Question (default: “Based on the 90-day plan, this employee should continue in this role.”) must be answered Yes in order to continue.
          • Default follow-up questions include:
            • The employee has the necessary skillset to be effective in this role.
            • The employee demonstrates alignment with our organizational culture.
            • The employee is on track to meet expectations for performance at the six-month mark.

• Responsibilities … A duty or significant activity that a person will be accountable to perform or complete. These are broad, not bound to time and can be added/edited at a later time. There is no limit to the number of Responsibilities a Position can include. Click ‘+Add New’ to begin.

• Responsibility … The text/label that is displayed.
• Type … the available types:
  • Position … A duty directly related to the Job (shown in light blue)
  • Development … This is a growth-focused duty (shown in dark blue)
  • Other … An auxiliary duty; typically assigned by someone other than the Supervisor.
• Desired Outcome (optional) … A best practice to define what success looks like or how performance will be measured for the Responsibility.
• Key Tasks (optional) … These can help provide more specific direction.
• Primary? … Once you’ve added a Responsibility, you can indicate whether it is a Primary Responsibility. It will appear first in the Job’s list of Responsibilities.

Import a Position

To import an existing Position from elsewhere in the Org, click the dropdown arrow and then ‘Import Position(s)’. Note: You can only import active positions where both the person and the supervisor exist in the Instance. The Job must also exist in this Module or be available for the entire organization. 

Select one or more positions and click Import. Once imported, you can edit a newly imported position. If a position is not “current”, but is in an active Instance, you will be able to make the position current.

Once a Person and Supervisor are assigned, a Start Date is set, and the Position is published, the Position will appear on the Employee’s timeline and profile available for them to see. At this point, the Supervisor and Employee should meet to clarify expectations, and the Continual Progress Review process is under way!

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Version(s): GideonSoft 2025 Release 2 and later