Role Management - Add Roles

Juan Burgos

Edited March 04, 2025 20:52

Roles are pivotal in defining job titles and structuring the skills and competencies required for specific positions. In ClearCompany, roles streamline various processes, including job postings, performance reviews, onboarding, and reporting. In this article, we delve into the world of roles within ClearCompany, covering their significance and how to create and manage them effectively.

In this article:
What are Roles?
How are roles utilized?
Creating a Company Role
Creating a Role
Importing Roles Using a CSV File
Additional Resources

What are roles?

Roles within ClearCompany are instrumental in defining the essential skills and competencies necessary for a particular job or position. They serve as a foundation for creating well-structured job postings.

How are roles utilized?

Roles, once integrated into the ClearCompany system, serve a variety of purposes.

Requisition

When creating a requisition, you have the option to populate information based on an existing role.

Requisition Template

Roles can be used to create requisition templates, ensuring uniformity and accuracy in information when creating requisitions. Requisition Template.png

User Profile

Assigning the appropriate role to a user ensures that they are measured against the criteria specific to that role, including goals and competencies. User Profile.png

Onboarding Packet

When creating an onboarding packet for a new hire, selecting a role ensures that the new employee is aware of role-specific goals and contributions to the organization. Onboarding Packet.png

Reports

ClearCompany offers various reports that can include roles, providing insights into which requisitions are being filled and identifying any roles that are challenging to fill. To learn more, check out this article: Reporting & Analytics- Data Points.

Performance

Roles are used in performance reviews, allowing for the selection of role-specific goals and evaluations for employees in specific roles.

Device and Equipment

If using World of Work with ClearCompany, roles also come into play. This will allow you to assign devices to a role, a task will be created to make sure a new hire gets the proper equipment needed.

Creating a Company Role

The first step in establishing Roles in the ClearCompany system is to create a role for your Company. In order to create roles for your employees, you first have to define your company’s role by establishing its Mission/Vision, Goals, and Competencies (Values).

Company Role

Navigate to Setup in the Tools menu.
Under Organization Setup, click Roles/Departments/Offices.
On the left-hand side, click on Company.
Click "Edit" in the upper right-hand corner to edit the details of the company role.
Once in Edit mode, you will be able to add/edit the following:
- Mission: The mission statement is a 1-2 sentence explanation of what your company does and why. "We are on a mission to _____."
- Vision: The vision statement is a 1-2 sentence description of what your company hopes to accomplish. "We see a world where _____."
When you are done making changes, click Save & Close at the bottom of your screen.

Creating A Role

You will have 3 options when creating a role:

Add Manually, create a role by filling in the required information yourself.

From Role Library, choose a role from a list of predefined options provided by ClearCompany. These options are categorized for easy selection. The options are:

Construction	Customer Service	Education	Engineering
Finance and Accounting	General	Government	Healthcare
Hospitality	Human Resources	IT- Information Technology	Legal
Logistics	Manufacturing	Marketing	Non-Profit
R&D- Research and Development	Real Estate	Retail	Sales

From a CSV File, upload multiple roles at once using a CSV file.

Here's how to create a role

You must be a User Admin and Roles Admin to edit Roles.

Steps

Navigate to Setup in the Tools menu.
Under Organization Setup, click Roles/Departments/Offices.
Click Add Roles on the Right-Hand side.
Select from the role options mentioned above.
We recommend starting with the "Roles Library," even if you don't find the exact match, you can use it as a base and edit the specifics later.
Once in the Roles Library, select a role from the list.
Review the information and click "Select" at the bottom of the page.
You'll be taken to the "Create a New Role" page, where you can add a Role Mission. Once you are satisfied, click Save.
You will be taken back to the Roles homepage, you will see a success message alerting you the role has been created. Now you can continue adding new roles!

Keep in mind: When you add a role below another in the system, that role will inherit the competencies of the role above it. You will be able to adjust the levels of the inherited competencies. For instance, your Head of Sales may be a level five in the entrepreneurship competency, but you wouldn't expect one of their Sales team members to be as proficient at that competency, so you would assign them to a level three or four.

Importing Roles Using a CSV File

If you need to create multiple roles simultaneously, ClearCompany allows you to do so by importing roles using a CSV file. Here's how:

Using a CSV File

Navigate to the Roles Home page, Tools> Setup> Roles/Departments/Offices.
Click Add Roles and Select From a CSV File.
You can choose to include various fields before downloading the CSV Template.
Download the template and open it using a program like Microsoft Excel.
Fill in the necessary fields; the only required field is the Name of the role if no additional fields are added.
After finalizing the list of roles, upload the file.
You will be redirected back to the Roles homepage, with an alert box, alerting you that the Roles will be uploaded and you will receive an email when it is done.
This is what the email will look like; it would come from do_not_reply@clearcompany.com.
After a couple of minutes, you can navigate back to the Roles Homepage, and you will see the newly created roles. You can click into the role and edit any information.