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 people to a single position.
To fill a position with multiple people:
From the main menu, navigate to the Org Chart page.
Locate the position by searching the org chart.
Note: If the position is not yet in the system, you can add it. To learn more, refer to: Creating an Open or Filled 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. The system will suggest names and titles of people in your Built account. Select the correct person from the recommended list.
Note: If the individual is new and doesn’t appear in the search results, click the Add New Person button. Enter their first and last name and click Save to add them to your people list and assign them to the position.
To add a second person to the same position, hover over the Filled By field label and click the + Add Person link.
Note: 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. Note: 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. To learn more, refer to: Creating Dotted Line Relationships.
To add more people to the position, repeat the steps above.
Note: 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.
Displaying People in Shared Positions
When viewing the org chart, indicator dots on the left side of a shared position allow you to choose which person’s photo and information are displayed on the 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. You can display a different person by selecting a light grey dot.
Notes about displaying people in shared positions:
To view all people in a position, refer to the Filled By fields in the Edit Position window. Customers of our Position Management module can also view a list of people sharing a position on the Positions table in the Filled By column by navigating to the Positions page from the main menu.
If a shared position has direct reports, the managers’ names will be listed in the Reports To field of each subordinate’s Edit Position window and on the Job tab of each person’s profile.
When viewing your org chart as a Spreadsheet, a shared position will display only one individual's name. To learn more about your org chart’s display options, refer to: Applying Org Chart Visualization Tools.
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.
Note: If you’re a customer of our Position Management module viewing your 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. To learn more, refer to: Utilizing Your Position Data.
Additional notes about shared positions:
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.
When creating and managing succession plans, you can view a list of people sharing a position on the Summary and Compare tabs of the Succession Planning Panel.
Importing your people or positions list is useful when adding or updating multiple people and positions. Importing your positions list allows you to create and fill shared positions.
Please contact our Customer Success Team for additional assistance.
Additional Resources