When onboarding a replacement or dividing a full-time role between part-timers, you may need people to share a position temporarily or permanently. This article explains how to assign two or more individuals to a single position.
To fill a position with multiple people:
Only Company Admins, HR Admins, and HR Managers can edit data for all positions. Limited Admins can edit data for positions within their specified scope. Learn more about managing user roles and permissions.
From the main menu, navigate to the Org Chart page. Click the chart dropdown at the top of the page to select your official chart or a scenario chart.
Changes made in a scenario chart won’t affect data elsewhere in Built unless you apply changes to your official chart by merging charts. Learn more about creating and managing scenario charts.
Locate the position by searching the org chart.
If the position is not yet in the system, you must first create the position.Hover over the position card and click the three-dot menu. Click Edit Position.
In the Edit Position window, find the Filled By field. If the field is blank, enter the name of the first individual who will share the position and select them from the list that populates.
To add a second person to the position, hover over the Filled By field label and click the + Add Person link.
The + Add Person link only appears once a person is assigned to the position.Enter the second person’s name or current title in the additional Filled By field.
If the individual fills another position in your organization, you’ll be asked to confirm if you’d like to maintain the existing position and which of their positions will be primary. Primary positions are represented with a solid line, and secondary positions are represented with a dotted line. Learn more about dotted line relationships.
To add more people to the position, repeat the steps above.
You can remove a person from the position by clicking the x next to their name.Enter the appropriate data in the remaining fields and click Save.
Viewing Shared Positions on the Org Chart
Displaying People Data
When viewing the org chart, indicator dots displayed on each shared position allow you to select whose photo and information are displayed on the position card. A position with two dots is filled by two people, while three dots indicate three or more. A solid dot denotes the person currently displayed.
When viewing your org chart as a datasheet, a shared position will display only one individual's name. Learn more about your org chart’s display options.
Color Coding Positions
By color coding your org chart, you can visualize positions across your organization according to specific data, such as which positions are shared.
Understanding Shared Position Data
In most tables, reports, and exported data files, people sharing positions are listed in the appropriate Filled By and Reports To columns, separated by commas. Columns containing people data (Employee ID, Base Pay, etc.) include unique values for each person in the position. These values, also separated by commas, correspond to the order of listed people.
Notes about shared positions:
For customers of our Position Management module: When viewing the Position Cost Report, the base pay rate for shared positions reflects the base pay rates sum if all base pay types are the same. If their base pay types differ, the sum of their hourly and salary base pay rates will each be displayed, separated by a comma. Variable pay for people sharing positions is also displayed this way. Learn more about utilizing your position data.
For customers of our ADP integration: When importing data from ADP, the ADP position ID (stored in Built as the external ID) will only be displayed for one individual in a shared position. If the person displaying the external ID is removed from the shared position, the next individual for whom the position is primary will display the external ID in Built.
For customers of our PTO module: When a shared position has direct reports, PTO requests and timesheets are received by everyone in the shared position, though only one approval is needed.
Please contact our Customer Success Team for additional assistance.
Additional Resources