Organizational structure: vacancies and deputies

This article explains what to do when a position is open or an employee is temporarily absent. The main goal is to keep requests from getting stuck.

Vacancies

A vacancy is a position that no one has been assigned to yet. It appears when you create a position in advance or when an employee leaves the company.

All vacancies are shown in a separate panel at the top. From there you can send them to recruiting. To fill a vacancy, open its card and select an employee.

Acting employee

While a position is empty, its requests go to the manager one level up. If you want a specific person to handle them, assign that person as acting:

1. Open the vacancy card.
2. Select an employee in the “Acting” field.
3. Publish the structure. The assignment takes effect after publishing.

Good to know:

• The position remains a vacancy and can still be filled.
• No end date is needed. When you assign a permanent employee, all open requests move to them.
• The acting employee keeps their main position and still reports to their own manager.
• The acting employee can be from another department.

Deputies

A deputy is needed when an employee temporarily can’t work. During this time, the deputy receives all of their tasks. If the employee holds several positions, the deputy covers all of them.

If an employee leaves the company

When you deactivate an employee, the system immediately offers to set a deputy. After that:

• all of the employee’s positions become vacancies but stay in the structure;
• their subordinates stay where they are;
• the deputy receives tasks for all the freed-up positions.

These changes take effect immediately; you don’t need to publish anything. If the deputy later leaves the company too, the deputy assignment is removed automatically.