Importing positions
Now that you’ve imported your people, the next step is to import the positions within your business. This enables Worknice to automatically generate your org chart, track job history, and manage reporting lines.
Why import positions?
Worknice separates people, positions, and jobs to give you more flexibility:
Positions can be empty.
People can hold multiple positions (for those juggling more than one hat 🎩).
Jobs let you track an individual’s role history in one place.
This model makes it easy to see who holds what position now, who held it in the past, and which positions still need to be filled.
Key Terms
People – your employees, contractors, volunteers, etc.
Positions – the roles your business needs filled. Each is unique, even if multiple people share the same title.
Jobs – the link between a person and the position they hold (current or scheduled).
💡 Example: If you need 15 Sales Executives, you should create 15 separate positions with unique codes. This ensures each one can be filled by a single person. When someone leaves, that specific position remains empty and ready to be filled again.
Import Template
Worknice can import all positions at once using our template.
Once completed, send to your account manager at Worknice to import
Make sure all data follows the required formatting before sending the file to your Worknice account manager for upload.
Import Template Explained
The following columns are required for a successful import:
Column Name | Required | Description | Sample |
|---|---|---|---|
employee_code | Yes | A unique code for every employee. Create codes if you don’t already use them. |
|
display_name | Yes | First and last name of the employee. |
|
Yes | Primary email address (ideally the one used in payroll). |
| |
position_code | Yes | Unique code for every position. Even if multiple people share the same title, each position needs its own code. |
|
title | Yes | The job title. |
|
location | Optional | Location of the role (e.g., office or region). |
|
manager_position_code | Yes | Position code of the manager for this role. Each position can only have one manager. |
|
start_date | Yes | The date the person started in the position. Format: |
|
end_date | Optional | End date (for fixed contracts). |
|
pay_period | Optional | Pay frequency. |
|
pay_rate | Optional | Salary or hourly rate. |
|
employment_basis | Optional | Employment type: |
|
What happens next
Once your positions are imported, you’ll be able to:
View an automatically generated org chart.
Track historical job changes for each person.
Manage empty positions ready to be filled.
You're All Done!
If you have any questions, please contact our support team at help@worknice.com or through the help section within Worknice.