Positions

A position is an employee's job title, such as Accountant, Cashier or Warehouse Worker. Every employment contract must have one. The position prints on the work letter (constancia laboral), the pay stub and the employment contract. A contract records both a department (the part of the company) and a position (the job title).

Positions are managed on the Payroll Setup page.

Where to find it

Go to Payroll > Setup and open the Positions tab.

Positions that come with CifraHQ

Every company starts with 25 common Panamanian job titles, each with an English and a Spanish title, for example Manager (Gerente), Accountant (Contador) and Cashier (Cajero). Manager, General Manager and Human Resources Manager are marked as trust positions. You can edit or deactivate any of them. They have short codes such as POS-MGR.

Adding a position

1. Go to Payroll > Setup and open the Positions tab.
2. Click New Position.
3. Type the Title (English), for example Warehouse Supervisor. It is the only required field.
4. Optionally type the Title (Spanish), for example Supervisor de Bodega.
5. Switch Trust Position on if the position is a trust position (trabajador de confianza).
6. Leave Active on so the position appears in the contract form.
7. Click Save.

If the Title (English) you type is already the English or Spanish title of an active position, CifraHQ does not add a second one. The form closes without a message and the existing position stays as it was. Nothing else you entered is saved, so open the existing position if you want to change it.

You can also add a position without leaving the contract: type a new title in the Position field of the contract form and save the contract. CifraHQ creates the position for you with only the text you typed (for a Spanish-language user, the same text is used for both titles). If an active position already has that title, in English or Spanish, CifraHQ uses it instead of creating a duplicate. Open a position you created this way on the Positions tab to correct either title.

The position code

You do not type a code. When you save a new position, CifraHQ creates its Code for you from the English title:

• The code starts with POS-, followed by the title in capital letters, without spaces, accents or symbols. Sales Manager becomes POS-SALESMANAGER.
• Only the first 20 letters and numbers of the title are used.
• If another position already has that code, CifraHQ adds a number at the end, for example POS-SALESMANAGER-2.

The Code column on the Positions tab shows the code. It does not change afterwards, not even when you rename the position.

Editing or deactivating a position

1. Go to Payroll > Setup and open the Positions tab.
2. Click the pencil icon at the start of the position's row.
3. Change the titles or Trust Position, or switch Active off to stop using the position.
4. Click Save.

A deactivated position stays in the list with the Inactive badge. It no longer appears in the contract form's Position list, and contracts that already use it keep it. When you open a contract that uses an inactive position, that position is still shown.

The page has no Delete button. Deactivate a position instead, so contracts keep the position they were created with. To bring it back, open it, switch Active on and click Save.

Changing Trust Position on a position does not change contracts that already exist. Each contract has its own Trust Position box. When you pick the position, the box is ticked or cleared to match it, and you can still change it on the contract.

Choosing a position on a contract

The position is part of the employee's contract, not of the Identity tab.

1. Go to Payroll > Employees and open the employee.
2. Open the Contracts tab.
3. Click New Contract, or click Edit on an existing contract.
4. In Position, pick a position from the list, or type a new title.
5. Click Save.

The Position field is required: a contract cannot be saved without one. When you hire someone with the New Employee wizard, the Position field is on the Contract step.

The list shows only active positions, in your language: English-language Users see the English title and Spanish-language Users see the Spanish title. A position with only one title shows that title to everyone.

When you click Amend on an active contract, the position carries over unless you change it.

Related: Payroll Setup · Departments · Employees · Payroll Concepts