Vacancies

This page is for people your administrator has given access to Vacancies. Some can only see them; others can also request them, and closing a vacancy by hand needs its own access.

A vacancy is a request to fill a position (a seat in the org chart): either a New position or a Replacement for someone who left. Once approved it is Open until enough people are hired into it.

The Vacancies page

Each row shows the Position, its Kind, the Quantity as “1 of 2 filled”, the Needed by date and the Status. Sort by any column and filter by Kind, Status or a range of needed-by dates. Select a row to open the vacancy.

Status	Meaning
Draft	Saved, not yet submitted
Awaiting approval	Submitted and waiting for the approver
Rejected	Turned down; the requester can revise it
Withdrawn	The requester withdrew it before submitting
Open	Approved and still needs people
Filled	Enough people have been hired or transferred into it
Closed	Closed by hand, with a reason

Request a vacancy

1. Select New vacancy.

2. Fill in:

   Field	What to enter
   Position	The seat to fill. Positions come from the org chart; you need org structure access to see them.
   Kind	New position or Replacement
   Quantity	How many people, 1 to 999
   Needed by	Today or a later day
   Reason	Why it is needed, in English or Bahasa Malaysia

3. Select Request. You will see “Vacancy requested” and the vacancy opens as a Draft.

Submit, approve and reject

The vacancy opens in a side panel with its Status, Quantity, Still needed, Needed by, Approved on and Reason. The buttons at the bottom are the moves you are allowed to make now. In a standard setup they are:

Button	Who	What it does
Submit	The requester	Sends a draft for approval
Withdraw	The requester	Withdraws a draft, with a reason
Approve	The approver	Approves it; it becomes Open
Reject	The approver	Turns it down, with a reason
Revise	The requester	Turns a rejected vacancy back into a draft

When a move needs a reason, a Reason box appears; fill it in and select Confirm. You will see “Vacancy updated”.

You never choose the approver. The system works it out from the approvals your administrator set up, and never routes a vacancy to the person who requested it. Vacancies waiting for you appear on the Approvals page under Vacancies.

Note

Approving a New position vacancy raises the position’s approved headcount by its quantity. A Replacement does not change the headcount. See Job grades and headcount.

Fill a vacancy

You fill a vacancy from the employee record, not from the vacancy. When you record a hire or a transfer, choose the vacancy under Fills vacancy (see Employee records). Only Open vacancies are offered; for a transfer, only those for the seat the person moves into. The vacancy counts each one and becomes Filled when nothing is still needed.

Close a vacancy

If an open vacancy is no longer needed, people with access see Close vacancy. Give the reason under Reason and select Confirm. You will see “Vacancy closed”, and the reason is shown on the vacancy as Closed because.

Problems

• “Only you could approve this vacancy, and nobody approves their own request. Another Owner must approve it.” Ask another Owner.
• “Nobody could approve this vacancy: …” No approver can be found. Ask your administrator to check the approval setup.
• “Vacancies are not set up for this organization yet.” An administrator needs to re-run setup.
• “This vacancy has moved on since you opened it.” Someone acted on it first. Close it, open it again and retry.