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Designations / Positions

ADMIN HELP CENTER · ORGANIZATION STRUCTURE

Designations / Positions

Define job titles, reporting levels, and probation rules that map every employee to a clear role in the organization.

Core HR ▸ Organization Structure ▸ Designations / Positions
Before You Start
  • HR Admin formalizing the catalog of roles employees can hold in the company.
  • Each Designation ties a job title to a grade, designation header (Manager, Executive, etc.), and probation period.
What You'll Achieve
  • Create the master list of Designations that get assigned during hiring and appear on employee letters.
  • Keep reporting hierarchy, promotion tracking, and letter templates consistent across HR processes.

Why this matters

Designations tie the organization chart together.

ROLE CLARITY
Every offer letter, appraisal, and reporting chain references the Designation assigned to the employee.
PROBATION & PROGRESSION
Probation duration, grade mapping, and confirmation workflows all key off the Designation record.

How to configure

Two steps to create a new Designation.

On This Screen
The Designations screen lists every role in the system alongside its Designation Header, Grade, and probation period. Search to filter; click Add New to create one.
Designations / Positions — list view
1
Open Designations
Go to Core HR ▸ Organization Structure ▸ Designations / Positions.
2
Add a Designation
Click Add New, enter Designation Code, Name, Designation Header, default Grade, and Probation Period (in months), then click Save.
On This Screen
The Add Designation dialog captures the core attributes the HR workflows reference during onboarding.
Add new Designation dialog

Field reference

What each Designation attribute controls downstream.

FieldDescriptionRequired
Designation CodeUnique identifier referenced in exports and reports. Example: SE-02.Required
Designation NameDisplay name used on offer letters, business cards, and reports. Example: Senior Executive.Required
Designation HeaderCategory the role rolls up under (Manager, Executive, Director, etc.). Drives approval routing and reporting bands.Required
Default GradePay band associated with this role by default. Can be overridden per employee if needed.Required
Probation PeriodDuration (in months) new hires in this role stay on probation before confirmation.Required
StatusActive Designations appear in onboarding and promotion pickers. Inactive Designations are hidden but remain on historical records.Required
TIP
Keep Designation Codes aligned with your HRIS or job-architecture model so promotion history stays traceable across systems.
NOTE
The Designation Header is what approval workflows read when determining routing (e.g. all Manager-level roles approve at the same stage).
Frequently Asked Questions
Can I assign the same Designation to employees in different Departments?
Yes — Designations are independent of Departments. A Senior Executive can exist in Engineering, Sales, or Finance simultaneously.
What happens when I promote someone to a new Designation?
Their profile is updated with the new Designation, new Grade (if changed), and a fresh promotion record is written to their history. Letters can be auto-generated from the template.
Can a Designation span multiple Grades?
Each Designation has one default Grade, but individual employees can be assigned a different Grade on their profile if the scenario calls for it.
Does changing the probation period affect existing employees?
No. Existing employees retain the probation period they were hired under. Changes apply only to new hires onboarded with that Designation going forward.
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