Positions, authorised slots and opening vacancies
The Workforce & vacancies tab holds authorised positions with slot counts. Assign staff to positions and click Open vacancy to create a draft posting for the unfilled slots.
For School administrators, HR managers. Updated 2026-10-09.
Overview
Recruitment > Workforce & vacancies lets you plan headcount. Create position (needs the “add recruitment” permission) asks for Position title (e.g. "Science Teacher"), Department, Category (Teaching or Non-teaching), Authorised slots (1 to 500), Employment type, Salary from / Salary up to (GHS, lowest cannot exceed highest) and Role summary.
A title must be unique within a department ("That position already exists in this department."). Edit position can also set Status active or inactive. The table shows for each position Filled, Open slots and any overstaffing. Filled counts staff assigned to that position plus applicants already Hired but not yet linked to a staff record.
Totals at the top show authorised, filled, open and staff not placed. Under "Who holds which position" you search staff and use Assign position (needs the “edit recruitment” permission) to place each staff member in a position, or leave it "Not assigned" ("Not placed yet").
Open vacancy turns a position's empty slots into a Draft job posting with the position's title, department, employment type and salary range, and Hires wanted equal to the open slots. It is refused when there are no open slots ("This position has no open slots.") or when a live posting (Draft, Open or On hold) already exists for that position.
The toast reads "Draft job posting created"; review and open it from Job postings. Deleting a position (needs the “delete recruitment” permission) is blocked if staff are assigned ("Staff are assigned to this position. Move them first, or mark it inactive.") or job postings use it ("Job postings use this position. Mark it inactive instead.").
Before you start
- The “add recruitment” permission to create positions, the “edit recruitment” permission to assign staff, the “delete recruitment” permission to delete
Steps
- Open Recruitment > Workforce & vacancies.
- Click Create position and fill in the title, category, authorised slots and salary range.
- In "Who holds which position" use Assign position to place existing staff in their positions.
- Check Filled and Open slots for each position.
- Click Open vacancy on a position with open slots.
- Go to Job postings, review the new draft, set it to Open and publish it.
Common problems
"This position has no open slots."
Authorised slots are all filled. Increase Authorised slots on the position or unassign a staff member first.
"There is already a live job posting for this position."
Open that existing posting instead, or close it before opening a new vacancy.
I cannot delete a position.
Positions with assigned staff or linked postings cannot be deleted. Edit the position and mark it inactive.