Positions

Purpose

A position describes a vacancy and contains a target profile. MatchLytics-Assessment compares the applicants’ motivation profiles with this profile and calculates the Match. Invitations and applications always belong to a position.

You find the positions in the Positions menu. This page is the complete description; MatchLytics-Management uses the same positions and refers to this page.

Who can see this?

• Positions menu: all roles, if MatchLytics-Assessment is enabled for your account.
• List: administrators see all positions. Positions are usually not assigned to a team, so other roles mostly see no positions in the list.
• Create: administrators only. Edit (Update button): administrators and users with the Analyse permission in the team to which the position is assigned. Anyone else gets an error message when saving.
• Archive and restore: as for editing, so administrators or the Analyse permission in the assigned team.

Layout

1. New Position – Opens the empty form for a new position. After saving, the position appears in the list and in the position selections of the Invitations and Applications pages.
2. Show archived positions – Switches the list between active and archived positions. The switch only changes the view; a position changes only when you use Archive or Restore in its row.
3. Name – Shows the name of the position as it also appears in the position selections. The filter field in the column header searches the names, and a click on the header sorts the list.
4. Warning icon – Warns that the position is incomplete and shows the tooltip “Attention, your position is not complete.” As long as the icon appears, the Applications page shows no evaluation for this position.
5. Details – Opens the position in the Position Details form, where you edit it. The fields for the source and the template stay locked there.
6. Changelog – Opens the History of this position. The dialog only displays entries and changes nothing.
7. Archive (in the archived view Restore) – Takes the position out of active use after a confirmation prompt; it is not deleted. Restore brings it back without a prompt.

The warning icon (4) appears if the position has no questionnaire or no template. What the Applications page then shows is described under Viewing and evaluating applications.

Functions

New Position

A position is the basis for invitations and applications: its target profile is the benchmark against which MatchLytics-Assessment measures the applicants’ motivation profiles. The target profile is built from the chosen Source and the checkboxes; with the source Employee profile, the data comes from the users of your account. After creation, the position is available in the position selections of Invitations and Applications, and in MatchLytics-Management as a source of the Synergy Analysis. Only an administrator can create a position.

1. Select source – Determines what the target profile is built from: Job profile, Motivation profile, Employee profile or Activities. You can choose the source only when you create the position.
2. Name – Required field for the name under which the position appears in the list, in the position selections and as a source of the Synergy Analysis. If it is missing, the form shows “Name is required”.
3. Description – Optional free text that is saved with the name. It has no influence on the target profile.
4. Job profile settings – Contains the Template field with the entry the target profile starts from. With the source Activities, the Edit button appears here instead.
5. Questionnaire – Shows the questionnaire the applicants fill out. The app assigns it automatically on creation, so the field is display only.
6. Activity, Work, Responsibility – Three groups of checkboxes with which you fine-tune the target profile. Each selected checkbox shifts values of the profile by fixed amounts, for every source in addition to the template or the activities.
7. Create – Creates the position and opens it in the Position Details. For roles other than administrator, the app rejects creating with an error message.

To create a position:

1. Open Positions and click New Position.
2. Under Select source, choose the Source (see table).
3. Enter a Name.
4. Enter a Description if needed.
5. Under Job profile settings, select the entry in the Template field that the target profile is based on. The list depends on the source. Without a template, the form shows “Please select a template.” With the source Activities, click Edit instead (see section “Activities”).
6. Select the applicable checkboxes under Activity, Work and Responsibility.
7. Click Create.

The position is immediately visible in the position selections, and no email is sent. You cannot delete a position in the app, only archive it.

Source	Meaning	When to use
Job profile	The target profile takes the values of a predefined job profile from the selection list. The list contains the standard job profiles, not the profiles of other positions.	If a suitable standard job profile exists for the position.
Motivation profile	The target profile takes the values of a predefined motivation profile from the selection list. It describes a desired motivational pattern rather than a specific job.	If you are mainly looking for a particular motivational pattern.
Employee profile	The target profile takes the motivation profile of an employee in your company. The selection list contains all users who are not locked.	If a successful job holder is to serve as the benchmark.
Activities	The target profile is calculated from the weighting of 15 activities. There is no template; you weight the activities in the Activities dialog.	If neither a standard profile nor an employee fits and you want to describe the position by its tasks.

With the Employee profile, the app copies the profile on creation. Later changes to the employee’s profile do not affect the position. If the employee has no completed motivation profile yet, the app reports an error.

Group	Checkboxes
Activity	Monitoring, Creative, Manual, Reproductive
Work	with People, with Nature, with Object
Responsibility	People, Machines, Animals/Plants, Products, Processes

Next: Invitations – invite applicants to the new position. In MatchLytics-Management the position appears under Positions and as a work task in the team; you see applications there under Applications.

Activities

The source Activities describes a position by its tasks instead of a ready-made template. From the weighted activities, the app calculates the target profile against which the applicants are measured later. You open the dialog via Edit in the form, so it belongs to both creating and updating a position. An administrator or, for a position assigned to a team, a user with the Analyse permission of that team can save.

1. Have something under control – Area with five activities, from Research, find errors to Assist, routine work. You weight each activity individually; the area itself has no weighting of its own.
2. Doing something special – Area with five activities, from Recognize potential for improvement to Enable innovations. It only groups the activities; only the individual weightings enter the calculation.
3. Acting together – Area with five activities, from Service, advice to To support someone personally. Here, too, only the weighting of each single activity counts.
4. Weighting per activity – Selection field with Normal, Important, Very important and Essential. Normal removes the activity from the profile, and the other levels count in the ratio 1 : 2 : 3. An activity weighted Essential therefore counts three times as much as one weighted Important.
5. Save – Transfers the weightings to the form. They are stored with the position only when you use Create or Update; a click outside the dialog closes it and discards your entries.

To weight the activities:

1. Under Job profile settings, click Edit. The Activities dialog opens.
2. Choose a weighting for each activity.
3. Click Save.
4. Save the position with Create or Update.

Only when you save the position does the app calculate the target profile from the weightings. At least one activity must be weighted higher than Normal; otherwise the app rejects saving with an error message.

Area	Activity
Have something under control	Research, find errors
Have something under control	Monitor processes
Have something under control	Inform, coordinate
Have something under control	process, archive data
Have something under control	Assist, routine work
Doing something special	Recognize potential for improvement
Doing something special	Develop creative ideas
Doing something special	Implement concepts
Doing something special	Design and embellish
Doing something special	Enable innovations
Acting together	Service, advice
Acting together	Sale, persuasion
Acting together	Internal coordination
Acting together	Motivate, lead employees
Acting together	To support someone personally

Details

Details shows the target profile as the app calculated it from the source, template and checkboxes. This profile is the benchmark against which MatchLytics-Assessment compares the applicants, so here you see what the Match on the Applications page is measured against. With the preview, you check before the first invitation whether the profile fits the position. It is available only for a position that already exists.

1. Open the position via Details in the list.
2. Click Details at the bottom.
3. The window shows the name of the template, the motivation type and the values for Implicit motives, Motivation, Orientation, Preferences and Focus.
4. Close the window with Cancel.

The preview is display only. It changes nothing in the position and sends no email.

Update

If the requirements for a position change, you adjust the existing position instead of creating a new one. Invitations and applications stay assigned to the position. On saving, the app carries the name and description over to the position selections and to the source of the Synergy Analysis in MatchLytics-Management, and it recalculates the target profile from the unchanged source and the current checkboxes. An administrator or a user with the Analyse permission in the assigned team can update a position.

1. Open the position via Details in the list.
2. Change the Name, the Description or the checkboxes. With the source Activities, you can also change the weighting of the activities via Edit.
3. Click Update.

The app confirms saving with a success message and stays in the form. There is no undo; you restore the earlier state by changing the position again. No email is sent.

Source and Template are locked after creation. For a different source or template, create a new position.

Changelog

The History proves who accessed a position and when, and it helps if several administrators maintain positions. The system writes the entries automatically; you can neither change nor delete them. The history belongs to the individual position and is independent of the history of the invitations.

In the list, click Changelog in the row of the position. The History opens with the accesses, newest first.

1. Time – Shows date and time of the access, with the newest entries at the top.
2. Action – “Read” for read accesses, “Write” for changes. Displaying the Positions list, opening the position details, Archive and Restore also appear as “Read”. Saving with Create or Update currently does not appear in the history.
3. User – Names the user who accessed the position at that time.

Close the history with Cancel.

Archive

Archiving takes a position out of active use without deleting data, for example when the vacancy is filled. The position disappears from the position selections of the Invitations and Applications pages and from the source of the Synergy Analysis in MatchLytics-Management, because the app archives its target profile as well. An administrator or a user with the Analyse permission in the assigned team can archive.

1. Click Archive in the list.
2. Confirm the prompt Archive position (“Are you sure you want to archive …?”) with Confirm.

The position disappears from the list of active positions and appears only in the archived view. Invitations already sent and applications already received remain stored. With Restore, you undo the archiving; no email is sent.

Restore

Restoring brings an archived position back, for example when the vacancy is advertised again. The app lifts the archiving of the position and of its target profile. The position appears again in the position selections of Invitations and Applications and as a source of the Synergy Analysis in MatchLytics-Management. An administrator or a user with the Analyse permission in the assigned team can restore.

1. Turn on Show archived positions.
2. Click Restore next to the position.

There is no confirmation prompt. The position is immediately back in the list of active positions, and no email is sent.

Notes

Use MatchLytics-Assessment

You can order the product MatchLytics-Assessment (or request a test account) at MatchLytics-Assessment.