Overview
Requisitions represent People that you have not yet hired, and are managed specifically on the Settings > Requisitions page. Requisitions are independent of People and represent future individuals who have not yet been hired, as a way of assigning them to Project Roles and seeing their impact prior to hire.
| What is a Requisition |
Check out this section to learn more about what Requisitions are and what they are for! |
| Creating a Requisition |
In this section, we'll break down how a Requisition is created. |
| Editing a Requisition |
Once a Requisition is created, find out more about how to edit/update them and learn how the Statuses are used. |
| Assigning Requisition |
As soon as you're ready to assign a Requisition, check out this section on how to do so. |
| Filling a Requisition |
When a hire is made, you'll fill a requisition - this section will explain how to do so. |
| Cancelling a Requisition |
If a future hire is eliminated, you can find out in this section how to cancel and archive the Requisition. |
What is a Requisition?
A Requisition is a resource that you intend to hire in the future and can be assigned to roles on Projects with assigned hours. Requisitions are managed separately from People under Settings > Requisitions.
Once you've created a Requisition, you can set their Status (Open, Pending, Closed), update their attributes (Start Date, Tags, Worker Type, etc.) within their Profile and begin assigning them to Projects!
Creating a Requisition
Creating a Requisition from Settings > Requisitions is easy - just click the green "Create Requisition" button in the upper-right corner of the page, and fill in the required attributes in the module that appears. You'll be asked to indicate the Name of the Requisition, the Status they should start at (Open or Pending), the Start Date* you expect the hire to be made, and their primary Role.
*Parallax Tip - It is best practice to create a naming convention so that each Requisition Name is unique.
You can also create a Requisition straight from the Shaper or Assignments View using the new "Generate Requisition" button.
Once created, you can further add a Worker Type, Billability and Location that they will inherit after hire.
*Parallax Tip - Can I create historical Requisitions using past dates?
While you can do this, you will see a message in red letting you know that you're past the Requisition's Start Date. By doing so you're indicating that a Hire should already be made for this Requisition, so you'll want to make sure to update the Start Date to the date of hire on the Person you convert them to once a hire is made (see Closing a Requisition, below).
Editing a Requisition
When searching for an existing Requisition, you can filter by their Location, Department, Role, Type, Status or Tags, in addition to searching by a specific Name/Role. Once you've located the intended Requisition, you edit their Profile by clicking on them to open their Profile.
You will have the opportunity to change the Requisition's Name, Status, Close Date (when editing Status to Closed), Location, Primary Role, Worker Type, Billing Type, Start Date and Tags - after which you can click the green Save button to apply those changes. You will not automatically be returned to the Settings > Requisitions page, so make sure to click the Back to Requisitions link when you're done.
Requisition Statuses
There are three Requisition Statuses - Open, Pending and Closed. These Statuses dictate where you are in the process of filling the Requisition and they indicate the following:
- Open - A Requisition that has been created and no hire is currently in progress. It can be edited and assigned to Projects.
- Pending - A Requisition that has been created and a hire is in the process of being made. It functions identically to Open and currently represents only a way of differentiating between potential statuses for segmentation.
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Closed - A Requisition that is no longer Open for one of two reasons:
- Closed and Filled - A hire has been made and the Requisition has been converted to a Person (see Filling a Requisition below).
- Closed and Archived - A hire will not be made, and the Requisition is being Archived instead (see Cancelling a Requisition below).
*Can I re-Open a Closed Requisition?
Unfortunately, closing a Requisition is permanent, whether the Requisition is being filled or cancelled, so be sure to double-check before Closing a Requisition!
Note: If a requisition is not filled or needed, it should be closed as the req's will be counted toward Utilization in departments and roles. The People tab on reports will not count Utilization however all the people added will. This can affect numbers (percentages/hours).
Assigning a Requisition
Once a Requisition has been created, it can be assigned to Projects and allocated Hours in the same way as a Person can through the Shaper on a specific Project, the Project Overview Page, or from the Projects Assignments View. Existing Assignments can be viewed in the Assignments View People page.
You can even jump directly to the Assignments View filtered by that Requisition's Assignments directly from the Requisition Profile using the "View Assignments" Button!
Filling a Requisition
Important - This Action cannot be undone!
Filling a Requisition is not reversible, so be sure you are matching it to the correct Person when filling a Requisition. If there are possible duplicates of a Person, it's best to resolve this duplication before attempting to use them to fill a Requisition. If there are multiple People with similar names, it's best to adjust the Person's Name for easier distinction.
Once you've hired someone to fill the position, you'll want to create them in Settings > People the same way you normally do. Once you do that, you can link the Requisition to the Person by visiting Settings > Requisitions and changing the Requisition's status to Closed and clicking "Save."
You'll be sent to a module asking why you're Closing and for more details. You'll:
- Select the option "Fill Requisition" from radial options.
- Select a Close Date which will determine when Requisition was Closed.
- Select the intended Person from the Search/Dropdown.
- Click "Confirm to merge them.
Once completed, the Requisition will become permanently Closed and locked from future changes, and you will see a link to the corresponding Person's profile under Settings > People.
Likewise, the linked Person will also have a link to their now-Closed Requisition Profile...
...And will have inherited all Assignments from their Requisition:
Cancelling a Requisition
Important - Cancelling a Requisition cannot be undone!
Much like filling a Requisition, cancelling the Requisition is not reversible, so be sure to make you're aware of this before cancelling a Requisition.
We know not all Requisitions will be filled - sometimes it will be determined that the hire is unnecessary. When that happens, you'll Close the Requisition, but instead of filling, you'll select "Cancel requisition without filling" in order to Archive* it.
You can view cancelled Requisitions by filtering Settings > Requisitions by Closed and Archived.