Managing Multiple Positions at Once
Efficiently add, update, and remove multiple positions in Built via a supported integration, by importing your positions list, or by editing your official chart’s datasheet.
Only Company Admins, HR Admins, and HR Managers can add and remove any position and update data for all positions. Limited Admins can edit position data within their specified scope and can be optionally allowed to add and remove positions within their scope. HR Admins, HR Managers, and Limited Admins can be optionally allowed to manage compensation and budgeting data within the specified scope. Additional approval from a Company Admin is required before accessing compensation/budgeting data for newly added subordinates. Learn more about Position Management permissions.
To edit an org chart’s datasheet:
When viewing your official chart or a scenario chart, click the Datasheet tab at the top of the page. Ensure the Edit mode toggle in the upper-right corner is enabled.
Within a chart’s datasheet, you can apply org chart visualization tools to group data, configure data options, utilize color coding, view column statistics, and more.
Click on a data cell or use the keyboard shortcuts in the table below to navigate to a cell and edit data as needed.
If a data change requires additional details, a window will open, prompting you to provide the needed information before clicking Save. For example, when updating a person’s employee status to Terminated, you’ll be asked to provide a termination date and reason.
Refresh the page to observe any updates in the corresponding data columns. For example, when a person’s employee status changes to Terminated, the person will be removed from their position.
Notes about editing an org chart’s datasheet:
Changes made to the official chart’s datasheet can be observed in real time by other individuals across Built, accompanied by the editor’s avatar or photo. Additional details will be displayed when hovering over recently edited data (e.g., Changed from Low to Medium by Madison James at 1:34 p.m.).
Customers of our Position Management module can reference a detailed record of changes made to each position by viewing its history.
The following data is not editable in an org chart’s datasheet: Chart Section, Employee Type, Filled On, Funding Sources, Job Family, Lists, Num of Days Open, Position ID, Succession Plan Status, Tenure, Total Compensation, Total Direct Reports, Total Position Budget, and Total Subordinates.
An individual’s budgeted hours per week cannot be edited if their base pay type is set to Salary.
The following data can be edited in the official chart’s datasheet, but cannot be edited in scenario charts: Employee Status, Employee ID, Hire Date, and Work Email.
If invalid data is entered in a data cell, the cell will display a red outline and an error message. Valid data must be entered before changes can be saved.
To manually add a new position in Built:
From the main menu, navigate to the Org Chart page.
Click the chart dropdown in the upper-left corner of the page to select your official chart or a scenario chart.
Positions added to a scenario chart will not be reflected in your organization’s data across Built unless changes are merged into the official chart.
Click the + Add Position button at the top of the chart.
You can also add a position directly below another person/position on the chart. To do this, locate the person/position to which the new position will report by navigating or searching the org chart, hover over the position card, click the three-dot menu, and then click Add New Position Below. Top-level positions can be added below the company card.
When the Add Position window opens, enter a title for the position.
Titles saved in Built will automatically populate based on the characters entered. Selecting a saved title will assign the position to the matching job definition, while entering a title not yet saved in Built will create a new job definition and assign the position. Learn more about managing job definitions.
Leave the Filled By field blank to create an open position, or type an individual’s name if the position is filled.
​Notes about assigning the position:You can quickly add a new person to Built by clicking the + Create button, then entering and saving their name. All individuals added will have a profile created and will appear in your organization’s data across Built, regardless of whether they were added to your official chart or a scenario chart.
It is possible to assign multiple individuals to a position. Learn about managing shared positions in Built.
Specify who the position will report to by entering an individual's name or title, then click the Position Type dropdown to confirm whether the position is standard or an assistant to the assigned manager.
Fill in all other relevant position fields.
Click Add.
Customers of our Position Management, Succession Planning, and Headcount Planning modules can also manage positions from the Position Management page.
To manually edit or remove a position:
From the Org Chart page, click the chart dropdown in the upper-left corner to select your official chart or a scenario chart.
Locate a position by navigating or searching the org chart.
Hover over the position card and click the three-dot menu.
Choose the appropriate option:
Click Edit Position to make the desired changes before clicking Save.
Click Remove Position, then use the checkbox to confirm if you want to permanently delete the position (this action cannot be reversed); whenever possible, we recommend removing positions rather than permanently deleting them to preserve their position ID and history. If the position you’re removing has reporting positions, you’ll be asked if you want to move those positions up in the org chart hierarchy or remove them. After making your selection, click the Remove Position button to proceed.
Notes about managing positions:
When removing positions via import, positions previously reporting to a removed position will be moved up in the official chart hierarchy.
Customers of our Position Management module can also view and manage positions from the Positions table. To do this, navigate to the Position Management page:
Configure your preferred data options and apply filters using the buttons in the upper-left corner of the table.
Import or export positions using the button in the upper-right corner.
Create a new position using the + Add Position button in the upper-right corner.
Manage an existing position by clicking the three-dot menu next to the position for a menu of options: Edit Position, Copy Position ID, View History, View on Org Chart, or Remove Position.
To export or remove certain positions, use the checkboxes provided, then click the appropriate icon at the top of the list.
Customers of our Position Management module can view positions removed from their official chart on the Removed Positions report. Click the three-dot menu next to a position ID for additional options: View History, Permanently Delete Position, or Restore Position. Permanently deleted positions cannot be restored.
Customers of our Headcount Planning module cannot remove positions filled by a person assigned as a Planner or Admin + Planner on one or more headcount plans.
Please contact our Customer Success Team for additional assistance.