Before you can assign a Position to a Worker, Contracted Worker, or Other Person Type in Ideagen Safety, the Position must first be created in the Job Positions Register under Settings.

📄 This article explains how to manage Job Positions in the system.

👤 Manage Job Positions – Settings

Before you can assign a Position to a Worker, Contracted Worker, or Other Person Type, the Position must first be created in the Job Positions Register under Settings.

🔧 Where to Find It:

Go to the Menu Bar and click the Profile icon. From there:

1. Select Settings

2. Open the Job Positions Register

Once a Position is registered, it will be available for assignment when managing a Person’s profile.

🧑‍💼 Manage Job Positions – Job Positions

To access the Job Positions page:

1. Click to expand the People section in the left-hand menu.

2. Then, click Job Positions.

➕ Manage Job Positions – Add Job Position

The Job Positions Register displays all existing positions already added to Ideagen Safety.

To add a new position:

1. Click the Add button.

2. Fill in the required details for the new job position.

3. Save your changes.

📝 Manage Job Positions – The Short Form

When you click Add, the Short Form appears. This form collects the minimum information needed to create a new position.

Fill in the following fields:

• Position Name – Required

• Position Code – Optional (use if your organisation uses codes)

• Description – Optional notes or details about the position

Once you've entered the necessary information, click Save.

Your new position will now appear in the Job Positions Register and be available for use.

🦺 Manage Job Positions – Risk Assessment PPE

After saving the basic position details, new tabs will appear with additional fields.
One of these is the Risk Assessment PPE tab.

This tab is used to record any inherent risks to personal safety associated with the role, as well as the PPE (Personal Protective Equipment) required to reduce those risks.

How to complete this section:

1. Click the Risk Assessment PPE tab.

2. For each identified risk:

   • Click the relevant general area of the body (e.g., head, hands).

   • Then, select the specific injury areas from the list.

3. A list of recommended PPE items will appear.

4. Tick the checkbox next to any item to link it to the Job Position.

🦺 Manage Job Positions – Risk Assessment PPE (Continued)

Once you've selected a PPE item:

• It will appear in the table at the bottom of the screen.

To remove an item:

• If you make a mistake or need to remove an item, simply click Delete next to it.

You can repeat this process to add multiple risks and their associated PPE as needed.

This helps ensure each job position is fully assessed for safety and equipped with the appropriate protective measures.

🎓 Manage Job Positions – Training Required

The Training Required tab lets you link the position to any Training Courses already added to the Course Register.

When a course is linked here, it becomes a required course for any Worker assigned to this position.

To add a training course:

1. Click Add.

2. Start typing the name of the training course.

3. Smart Search will automatically suggest matching courses.

4. Select the correct course from the list.

The selected course will now be marked as required for this job position.

🎓 Manage Job Positions – Training Required (Continued)

The Training Required tab lets you link the position to any Training Courses already added to the Course Register.

When a course is linked here, it becomes a required course for any Worker assigned to this position.

To add a training course:

1. Click Add.

2. Start typing the name of the training course.

3. Smart Search will automatically suggest matching courses.

4. Select the correct course from the list.

The selected course will now be marked as required for this job position.

🎓 Manage Job Positions – Training Required (Continued)

Once added, the Training Course will appear in the Training Required Register for the position.

To remove a training course:

1. Tick the checkbox next to the course you want to remove.

2. Click Delete.

📊 Manage Job Positions – Competency

The Competency Targets tab allows you to set the required competency levels for various skill categories related to this position.

🔒 Note: This feature is only available if your organisation has the optional VQUAL module enabled.
For assistance with VQUAL, please refer to the Support Portal.

Once complete:

After you've entered all mandatory and relevant details across all tabs:

1. Click Save

2. You’ll be returned to the Job Positions Register

Your new or updated position is now fully configured and ready to use.

✏️ Manage Job Positions – Edit & Delete

Once a Job Position is created, it becomes available for selection in Worker records.

To edit or delete a job position:

1. Click Actions next to the position you want to change.

2. Select Edit to update the details, or

3. Select Delete to remove the position entirely.

If you are unable to access the above video, or for a printable version of its content, feel free to download the PDF or PowerPoint file.