Job Descriptions

Purpose

The Job Descriptions screen is used to create and manage job positions within Thulo HRMS.

Job positions serve as the foundation for employee records, contracts, recruitment processes, organizational structure management, and workforce planning. Each job position can be assigned to a position group and department to help organize the company's workforce structure.

The Job Descriptions module is also integrated with the Recruitment process. When a candidate is successfully hired and transferred from Recruitment to HR Records, the candidate's job position is automatically synchronized with this screen.

• If the position already exists in Job Descriptions, the existing position is used.

• If the position does not exist, the system automatically creates a new job position record.

Position Groups

Purpose

Position Groups are used to categorize job positions. Every job position belongs to a specific group, making it easier to organize and manage positions across the organization.

Example

Create

To create a new position group:

1. Navigate to HR Records → Job Descriptions.

2. Select Groups.

3. Click New Group or Group Management → New Position Group.

4. Enter the required information.

5. Click Save to create the group.

6. Alternatively, click Close to cancel the operation.

The group will become available when creating job positions.

Edit

To edit a position group:

1. Navigate to Groups → Group Management.

2. Locate the group you want to update.

3. Click Edit.

4. Modify the required information.

5. Click Save to apply the changes.

6. Alternatively, click Close to cancel the changes.

Delete

To delete a position group:

1. Navigate to Groups → Group Management.

2. Locate the group you want to remove.

3. Click Delete.

4. Review the confirmation message.

5. Click OK to confirm deletion.

6. Click Cancel to abort the operation.

Important Note

A position group that is currently assigned to job positions may not be removable until the related positions are updated or reassigned.

Job Positions

Create

To create a new job position:

1. Navigate to HR Records → Job Descriptions.

2. Click New Job Position.

3. The New Job Position screen will open.

4. Enter the required position information.

5. Click Save to create the position.

6. Alternatively, click Close to cancel the operation.

The new job position will become available throughout the HR Records and Recruitment modules.

Edit

To edit an existing job position:

1. Navigate to HR Records → Job Descriptions.

2. Locate the position you want to update.

3. Click Edit.

4. Modify the required information.

5. Click Save to apply the changes.

6. Alternatively, click Close to cancel the changes.

Delete

Method 1: Delete a Single Job Position

1. Navigate to HR Records → Job Descriptions.

2. Locate the position you want to remove.

3. Click Delete.

4. Review the confirmation message.

5. Click OK to confirm deletion.

6. Click Cancel to abort the operation.

Method 2: Bulk Delete Selected Job Positions

1. Navigate to HR Records → Job Descriptions.

2. Select the positions you want to delete.

3. Click Bulk Actions.

4. Choose Mass Delete.

5. Click Confirm.

6. Review the confirmation message.

7. Click OK to proceed.

Method 3: Delete All Job Positions

1. Navigate to HR Records → Job Descriptions.

2. Display all available records.

3. Select the top checkbox to select all positions.

4. Click Bulk Actions.

5. Choose Mass Delete.

6. Click Confirm.

7. Review the confirmation message.

8. Click OK to permanently remove all selected records.

Warning

Deleting job positions may affect employee records, recruitment processes, contracts, reporting, and organizational structure data.

Export

To export job position data:

1. Open the Job Descriptions screen.

2. Click Export.

3. Select the preferred export format if available.

4. Download the exported file.

Exported data can be used for reporting, workforce planning, audits, and organizational reviews.

Import

Thulo HRMS supports importing multiple job positions using Excel files.

Import Job Positions from Excel

1. Navigate to HR Records → Job Descriptions.

2. Click Import Excel.

3. Select Download Sample File to download the import template.

4. Enter the required job position data into the template.

5. Upload the completed file.

6. Click Import.

Handling Import Errors

If validation errors are detected:

1. The system will display an error notification.

2. Click Download Error File.

3. Review the highlighted errors.

4. Correct the data in the file.

5. Upload the corrected file.

6. Click Import again.

Field Descriptions

Important Notes

• Job positions are master records used throughout the HR Records module.

• Position Groups help organize related job positions.

• Departments associated with positions are retrieved from the organization's department setup.

• Job position data is synchronized with Recruitment when candidates are hired.

• If a hired candidate's position does not exist in Job Descriptions, the system automatically creates the position.

• If a matching position already exists, the system reuses the existing position record.

• Job positions may be referenced by Contracts, Employee Records, Organizational Charts, Reports, and Recruitment processes.

• Administrators should carefully review dependencies before deleting job positions.