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Add new positions to an existing Award

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Adding & setting up new positions

You can easily add new positions to your existing Awards or Agreements library anytime. There are several reasons for adding new positions, including: 

  • Employees with new Individual Flexibility Agreements (IFAs)
  • New classifications that require a new position
  • Changes in legislation
  • Promotions or other HR updates that create the need for a new position

It's important to remember that since positions are crucial to your platform, there are additional steps to take before you can start using these new positions for rostering and employee pay. This guide will take you through each area of your platform that will need updating. 

In this article, we will cover:

  • Key information before you start
  • Adding and managing paid positions
  • Adding no pay/ unpaid positions 

  This guide has video content throughout some sections, showing short demonstrations of using the platform. Please ensure you have your volume on to fully understand the demonstrations.

 This article outlines how to quickly create new positions and manage them before employees can be paid. For a complete guide on creating an Award from scratch, see our article Build or Update an Award.

Before you begin

Understanding Award Types

When you're adding Awards to your platform or creating new positions under an Award, it's essential to know the difference between the 2 types of Awards you can set up. Each Award type has its unique process for creating new positions; we will explain the distinction between them below.

    • Paid Awards
      • These are the most common types of Awards found on platforms. Paid Awards are customisable and include a list of Classifications, Rate Labels, and Pay Rules. This lets you create different positions for each Classification, each with its own rules and Pay Rates. Positions under Paid Awards are used for rostering and paying employees from your platform and for issuing invoices. 
    • No Pay Awards
      • These awards are unique because they create positions with a flat rate of $0. No Pay Awards are typically intended for Volunteers or external workers like Contractors or agency staff, letting you roster them in your platform without creating payslips. 

  Please note: To help you better understand the difference between these 2 types of Awards, we have outlined some key questions below. Additionally, for items noted with an (*), please refer to the notes for further details. 

Key Questions Paid Awards & Positions No Pay Awards & Positions Further Notes
Can I have multiple Classifications? Yes No Positions in a No Pay Award can only be assigned the 'default for no pay award [$0.00]' Classificaiton. 
Can I have multiple Rate Labels and Pay Rules?  Yes No No Pay Awards have a single pay rule: a flat $0 rate. 

If you require more complex rules, we advise creating a position in a Paid Award with a $0 Classification. 
Can positions be used for invoicing?  Yes

No

 Since No Pay Awards lack pay rules, they cannot have charge rates assigned to them and, therefore, cannot be used for invoicing. 
Will they show up in financial reporting and roster analytics? Yes

Yes*

 No Pay positions are included in our reports and analytics. However, since they use a flat rate of $0, they'll show up as $0 and won’t affect the total paid hours. 
Can I approve the position in Approve Shifts? Yes

Yes

 Positions will show in Approve Shifts for all employees unless they are Salaried. 
Will the position show on a payslip? Yes

No

A payslip will not be created if a person only has approved shifts from a No Pay position.

If a person has approved shifts from a combination of Paid and No Pay positions, only the paid position will be on the payslip. 
Can I choose which Operation a position applies to? Yes Yes All positions used must be added to each Operation individually. This enables customisation of which positions can be used per Operation.
Can positions be added to Position Groups? Yes Yes If your Operation uses the optional rostering tool Position Groups, then all positions on your roster must belong to a group. This applies to both Paid and No Pay Awards.
Can rates be overridden in an Operation / Employee Profile? Yes No No Pay positions use a set Classification 'default for no pay award [$0.00]'. This cannot be overridden by the Operation or employee profile. 
Can positions be assigned to employees and used for rostering?  Yes Yes Assigning your Salaried employees an Additional position from a No Pay Award is a great way to hide their wages from the roster and analytics. 

 

  The video below has audio narration. Please ensure your volume is turned on to fully understand the demonstration. 

 

Contractors

If your business makes use of Contractors or external workers, consider which Award type best fits your needs. The ideal Award type can differ based on your business type, particularly when it comes to rostering and invoicing. Keep in mind that the Award type you select won't impact the payroll process; any profiles designated as Contractors can't be paid through your platform. 

    • Direct Employment Business
      • If you use an agency or Labour Hire employees from another business, using a No Pay Award may be beneficial. Setting up a No Pay Award is a pretty simple process. This allows you to include shifts on your roster for external labour without affecting your analytics.
    • Labour Hire Businesses
      • If you use contractors as part of your business and invoice your clients for their time, you will need to use a Paid Award. Using a Paid Award allows you to create different Pay Rules, which can be used to set charge rates and invoice your clients. 

  For more information on how to add and manage Contractors in your platform, please look at our article on Contractors. 

Paid Positions

Add a new position to an Award

When you're adding new positions to an Award, there are 2 ways to go about it. Take a moment to check out each option and see which one works best for you:

    • From scratch - This is the preferred method when creating a new Award, as new Awards do not come with positions. As such, you need to create a position and pay rules. 
    • Copy an existing position - This is preferred when adding positions to an existing Award, as you can quickly copy another position using the same or similar Pay Rules.

In this section, we'll be able to guide you through copying an existing position, as it is the quickest way to create new positions in an Award.

  If you're looking to create a position from the ground up, check out our article on Building an Award. If you need additional help or support building an Award, feel free to contact our support team!

Below we will guide you through the following:

    • Things to consider before you begin.
    • Creating positions in an existing Award.

Before you begin

Before you start adding new positions, it’s a good idea to take a moment to check the following:

    • You have your Award and relevant Pay Guides from Fair Work available.
    • Any new Classifications have been added.
    • Any new Rate Labels have been added.
    • If you are creating a position for an IFA, confirm any Pay Rules that require an update.

 

Copying a position

When setting up an Award or Agreement, it's a good idea to create a template position. This gives you a spare position to use for testing and quickly copying whenever necessary, allowing you to create several new positions rapidly.  

To copy a position:

  1. From the main menu, navigate to Awards & Agreements and select the relevant Award > Positions & Pay rules.
  2. Locate a position with rules that match (if you have a template, use the relevant template position) and select Copy.
  3. Name the new position and select the relevant classification from the drop-down. 
  4. Select Save; you will then be prompted to confirm the new position. The new position will be at the bottom of the list of positions in your Award. 
  5. (Optional) In your new position, edit any Pay Rules required and select Save. This is usually needed when creating a new position for an IFA. 

After adding your new position, it's a good idea to test it with the Award Test to ensure all rates and Pay Rules are applied correctly. This step is especially important if you've made any changes to the Pay Rules. 

In the example below, we've copied the Storeworker Grade 3 position and used it to create a Grade 4 position. The existing Storeworker position was chosen as the rules are the same between the grades. 

Please go to the following sections for Position Groups and Rates Books, as your position will need to be added to these areas before it can be assigned to your employees. 

  The video below has audio narration. Please ensure your volume is turned on to fully understand the demonstration. 

Add a new position to a Position Group

Position Groups are a useful optional feature that simplifies the rostering process. They can be enabled per Operation and will apply across all rosters within that Operation.

Once enabled, employees can only be rostered shifts using Position Groups. This means that any new positions added to an Award must be part of at least one group before employees can be rostered.  

In this section, we'll be able to guide you through the process of adding a position to an existing Position Group. If your platform or Operation doesn’t use Position Groups, please skip to the next section about Rates Books. 

  If you'd like to create a new Position Group or would like to understand Position Groups and their uses more fully, please refer to this help article. 

Below we will guide you through the following:

    • Things to consider before you begin.
    • Adding a new position to a Position Group.

Before you begin

Before you add your new position to a Position Group, please carefully consider which group it should be added to, as this can impact both rostering and payroll. 

    • You are unable to customise Position Groups per Operation. Once an Operation is enabled to use Position Groups, they can use the entire library of Position Groups.
    • If you have employees with multiple positions assigned to their profile, take extra consideration to ensure that both positions are not in the same Position Group. If they are, the employee will be paid from the position with the highest rate. 
    • Once a Position Group is created, you won't be able to delete it. However, you can add or remove positions from the group. If you still need it deleted, contact our support team. 

Add a position to a Position Group

You can add and update Position Groups at any time. However, when you're adding new positions to an Award, we recommend adding them to the relevant position groups immediately so you don't forget. 

To add a position to an existing Position Group:

  1. From the main menu, navigate to Awards & Agreements > Position Groups.
  2. Locate the appropriate Position Group and select the edit (pencil) icon to the right of it. 
  3. Select the grey Positions box and type to search for your new position. 
  4. Select your new position and Save. 
  5. Repeat this process for any additional Position Groups that require updating. 

In the below example, we add the newly created Storeworker Grade 4 position to the 'Warehouse Worker' Position Group. This Position Group was selected as it contains all of our previous Storeworker positions. 

Add a new position to a Rates Book Template

Rates Book Templates are an optional but highly recommended tool. They work by setting up a template storing all relevant positions, WIC codes, and charge rates needed for your Operations. Once set up, you can use the template and apply it to all relevant Operations to quickly fill out their Rates Books, saving you time.

This is particularly beneficial for businesses that are regularly adding in new Operations, such as:

    • Labour Hire companies to assist when adding new clients
    • NDIS platforms when adding new patients
    • Direct Employment businesses that constantly expand by purchasing new sites

When working with Rates Book Templates, make sure to keep them up-to-date so you don't miss any positions. After you add a new position, we recommend updating your template right away. 

  Hot tip: After adding your new position to the Rate Book Template, you can apply it to all relevant Operations. If an Operation already contains positions from your template, only the new positions will be applied. 

  For the full guide on creating Rate Book Templates and how to add/ edit new positions within them, please refer to this article. 

Add a new position to an Operation's Rates Book

Before you can assign a new position to your employees for rostering, processing pay, or generating invoices, the final step is to include your new position in the Operations Rates Book. 

When you're adding new positions to an Operation's Rates Book, there are 2 ways to go about it. Take a moment to check out each option and see which one works best for you:

    • Individually - This method might be more suitable if you're updating a single Operation or making ad-hoc position additions. When you use this method, be sure to include the following in your Rates book, as they will not be applied automatically:
      • WIC Code
      • Charge Rates (if applicable) 
    • Using a Rates Book Template - This method is usually preferred when adding several positions or updating multiple operations. First, you'll create a template that is then used to automatically apply any new positions, WIC Codes, and Charge Rates to your Rates Books. 

    For the full guide for both methods on adding a position to an Operation's Rates Book please to our article, on Adding a new Operation. 

Contractors & Volunteers

Add a new position to a No Pay Award

No Pay Awards and positions are very useful for your business, as they allow you to roster and communicate with people who are not paid through your platform. There are various reasons why you might want to use a No Pay Award, such as:

    • Working with Contractors
    • Rostering Volunteers
    • Hiding Salaried employee wages when rostering
    • Rostering external labour (using employees from a Labour Hire company or agency)

The main benefit of setting up a No Pay award is that it allows you to assign positions to your Contractor and volunteer profiles, enabling them to be rostered without affecting your analytics.

Below we will guide you through the following:

    • Things to consider before you begin.
    • Setting up a No Pay Award
    • Copying positions in an existing No Pay Award.

Before you begin

Before you start adding positions to a No Pay Award, take a moment to consider whether this is the right choice for your business. Keep in mind that No Pay Awards do not include any Classifications, Rate Labels, or Pay Rules.

This means that for your rostering and reporting, positions under a No Pay Award will show $0 in all analytics. This is especially important if you run a Labour Hire business using Contractors, as No Pay positions cannot have charge rates or be invoiced. 

If your business needs to invoice for the hours worked by your contractors, we recommend assigning them a regular paid position since they include Pay Rules. Doing this lets you set Charge Rates, make reports, and issue invoices.

  For more information on how you can add and manage Contractors in your platform, please take a look at our article on Contractors. 

Adding a No Pay Award & positions

Adding a No Pay Award is quite straightforward. Since none of the positions involved have specific Pay Rules, extensive testing or complicated procedures are not required. 

To add a No Pay Award & positions:

  1. From the main menu, navigate to Awards & Agreements, then select New Award.
  2. Fill in the following details:
    • Title - This is the title of your Award or Agreement; it is used on the Awards page and in reports throughout your platform. 
    • Short Title - This title is displayed on the position located on the employee profile and in some position search fields. 
    • No Pay Award - This will mark the award as No Pay,  select this checkbox. 
  3. To save, select Save. This will automatically navigate you back to the Awards & Agreements page. 
  4. Locate your No Pay Award > Positions. 
  5. To add a position, select Add Position and complete the following:
    • New Position - Provide a name for the position.
    • Classification - For No Pay Awards, there will only be 1 option, the 'default for no pay award [$0.00]'. Select this option. 
  6. To save, select Save; you will be prompted to confirm the new position. 
  7. Your new position will be at the bottom of the list of positions in your Award; select Save again.

    

 

Copying a position

Creating new positions in a No Pay Award is quite simple since all the positions are identical. This means you can easily copy any position, allowing you to build your Award quickly if necessary.

To copy a position:

  1. From the main menu, navigate to Awards & Agreements and select the relevant Award > Positions.
  2. Locate any position and select the Copy icon.
  3. To add a position, select Add Position and complete the following:
    • New Position - Provide a name for the position.
    • Classification - For No Pay Awards, there will only be 1 option, the 'default for no pay award [$0.00]'. Select this option. 
  4. To save, select Save; you will be prompted to confirm the new position. The new position will be at the bottom of the list of positions in your Award. 

In the example below, a new volunteer position is created by copying an existing Contractor position. Any position can be copied as there are no pay rules in a 'no pay' Award. 

Please go to the following sections for Position Groups and Operations, as your position will need to be added to these areas before it can be assigned to your Contractors or Volunteers.

  The video below has audio narration. Please ensure your volume is turned on to fully understand the demonstration. 

Add the volunteer position to a Position Group

Position Groups are a useful optional feature that is great when you have Volunteers. They help to separate them from your other employees and simplify the rostering process.

Position groups are enabled per Operation and will apply across all rosters within that Operation. Once enabled, your Contractors or Volunteers can only be rostered shifts using Position Groups. This means that any new positions added to a No Pay Award must be part of at least one group before employees can be rostered.  

In this section, we'll be able to guide you through the process of adding a position to an existing Position Group. If your platform or Operation doesn’t use Position Groups, please skip to the next section about Operations.

  If you'd like to create a new Position Group or understand Position Groups and their uses more fully, please refer to this help article. 

Below we will guide you through the following:

    • Things to consider before you begin.
    • Adding a new position to a Position Group.

Before you begin

Before you add your new position to a Position Group, please carefully consider which group it should be added to, as this can impact both rostering and payroll. 

    • You are unable to customise Position Groups per Operation. Once an Operation is enabled to use Position Groups, they can use the entire library of Position Groups.
    • If your employees use a combination of positions from a Paid and No Pay Awards, make sure they are not in the same Position Group. If they are, employees will be paid from the position with the highest rate. 
    • Once a Position Group is created, you won't be able to delete it. However, you can add or remove positions from the group. If you still need it deleted, please don't hesitate to contact our support team. 

Add a position to a Position Group

You can add and update Position Groups at any time. However, when you add new positions to a No Pay Award, we recommend adding them to the relevant position groups immediately so you don't forget. 

To add a position to an existing Position Group:

  1. From the main menu, navigate to Awards & Agreements > Position Groups.
  2. Locate the appropriate Position Group and select the edit (pencil) icon to its right. 
  3. Select the grey Positions box and type to search for your new position. 
  4. Select your new position and Save. 
  5. Repeat this process for any additional Position Groups that require updating. 

In the example below, the volunteer position is added to the appropriate Position Group. 

Add a volunteer position to an Operation

Before you can start assigning positions and creating a roster for your volunteers, the final thing you need to do is add the new volunteer position to any relevant Operations.

It’s important to highlight that, unlike paid positions, volunteer positions aren't found in the Operation's Rates Book, so they require a different process to be added properly.

Below we will guide you through the following:

    • Things to consider before you begin.
    • Adding a Volunteer position to an Operation. 

Before you begin

Before you start adding positions to a No Pay Award, take a moment to consider whether this is the right choice for your business. Keep in mind that No Pay Awards do not include any Classifications, Rate Labels, or Pay Rules.

    • No Pay positions are not included in an Operation's Rates Book, so their rates cannot be overridden. 
    • No Pay positions cannot have Charge Rates and cannot be invoiced.

If your business needs to invoice for hours worked by Contractors or the ability to override specific rates per Operation, we recommend assigning them a regular paid position since they include Pay Rules. This lets you set Charge Rates, make reports, and issue invoices.

  For more information on how to add and manage Contractors on your platform, please look at our article on Contractors.  

Add a volunteer position to an Operation

You can add more volunteer positions to your Award at any time. However, we suggest doing this right after creating them in your Award to avoid forgetting. This step is crucial because your employees cannot be rostered for a position until it is added to an Operation. 

To add a volunteer position to an Operation:

  1. Navigate to Operations > Approved Operations and select the Operation name to view its profile.
  2. Navigate to Card > Volunteer Positions and select edit.

      Hot tip: Although this section is titled "Volunteer Positions" it applies to all 'No Pay' positions. This includes Contractors or external labour (if you use people from an agency or Labour Hire Company).
  3. This will navigate you to the Overview screen; navigate back to Card > Volunteer Positions to continue. 
  4. Locate your position from the Add Position dropdown. To narrow down your search, type your position name within the dropdown. 
  5. Select your position, then Save. 

In the above example, the Volunteer position is added to the Operation. People with this position assigned can now be rostered at this Operation.

  The video below has audio narration. Please ensure your volume is turned on to fully understand the demonstration. 

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