A position is the job a person holds at the company: the role they have, how they are paid and how much. Positions are what give people their roles, so a person with no position has no role. This guide shows how to add a position, send its contract to be signed, and read the history of its pay. How to add the person first is in Manage users.
Where positions are
Positions have no entry in the side menu. They are kept on each person's page: open the person in Users, in the admin panel, and scroll to Positions. You see that list, and can add or change positions, only if your role gives you access to positions.
The list shows each position's Role, Pay Type, Pay Total, whether it Has Contract, and its Contract Status. With no positions, it says No data to show.
Add a position
- On the person's page, under Positions, click Add position.
- User comes filled with the person.
- Choose the Role.
- Choose the Pay Type:
- Hourly: paid for the time they record on tasks.
- Daily, Weekly, Biweekly or Monthly: a fixed amount each period.
- By Activity: paid for each piece of work, with no fixed amount.
- Type the Pay Total: the rate per hour for Hourly, or the amount of each payment for the fixed types.
- Leave Contract Url empty unless you already have the signed contract somewhere; then paste its link.
- Click Add User Position.
As soon as the position is saved, the person gets its role, along with the roles of their other positions. Deleting a position takes its role away. A person who is not Active keeps their positions but has no roles until they are active again.
A person can hold more than one position, each with its own role and pay.
Send the contract
Send Contract is on the position's page. Open the position from the list and click it. It is offered while the position has no Contract Url and either no Contract Status or a contract that ended DECLINED, EXPIRED or RECALLED.
Before you send it, check that the person has a Personal Email: the contract goes to that address.
- Click Send Contract. If the panel is not connected to the signing service, Zoho Sign, you are first taken to its sign-in page to allow the connection, and brought back.
- Choose the Template of the contract.
- Description comes with a short note for the email; change it if you want.
- Click Save changes.
The template must have two signers, one called Weblabor, for the company, and one called Profesionista, for the person. The person's name and the position's role are filled into the contract. The company's signer and the person then receive it to sign.
You see The contract was sent successfully. and the position's Contract Status becomes INPROGRESS. If the template does not have both signers you see We could not read the required signers in the Zoho Sign template., and if the service refuses the contract, We could not send the contract to Zoho Sign., followed by the reason the service gave. Whatever the outcome, the message appears on the person's page in Users, where you are taken after clicking.
Check contracts
Signing happens outside the panel, so the panel finds out when you ask. On the Users list, click Check Contracts: it asks the signing service about every contract that has been sent and is not yet completed or cancelled.
- A contract still being signed keeps or updates its Contract Status with what the service says, for example DECLINED or EXPIRED.
- A contract that both sides signed becomes COMPLETED. The signed document is saved and linked in Contract Url, the position shows Has Contract, and the person's row in Users shows Contract.
While a contract is being signed, Send Contract is not offered. When Check Contracts brings back DECLINED, EXPIRED or RECALLED, Send Contract appears again on the same position, so you can send a new contract there. A signed contract fills Contract Url, and then it does not come back.
Pay history
The position's page keeps how its pay has changed, so payments for past dates use the amount that applied then.
Hourly Rate History is for Hourly positions. Each time you save the position with a new Pay Total, or a new role, the open row is closed the day before and a new one opens from that day. A second change on the same day updates the row that opened that day instead, so the day keeps one row with the latest value. Each row has the Hourly Rate, Effective From, Effective To (empty while it applies) and its Source, which says where the row came from. This is the person's default rate. A project can pay them a different rate; that one is set on the project member, as explained in Manage projects and sprints.
Salary History is for Daily, Weekly, Biweekly and Monthly positions, and works the same way with the Pay Type and Pay Total of each period. By Activity positions keep no history.
Changing the position to another pay type closes the history that no longer applies.
You can also add a row by hand with Add Hourly Rate History or Add Salary History, for example to record a change from the past. A row whose dates overlap another is refused with The effective dates overlap another hourly rate history for this record. or The effective dates overlap another salary history for this position.
Fixed payments
For Daily, Weekly, Biweekly and Monthly positions, the payment tool lists a base payment on each pay day: every day, every Monday, the 15th and the last day of the month, or the last day of the month. The amount is the one in the Salary History for that day.
When that payment is made, it is recorded as an expense of the position, and it appears under Expenses on the position's page. Add Expense there records one by hand, already linked to the person. The list does not appear on Hourly or By Activity positions.