Role Management

As a Roles Administrator, you can add Goals and Competencies to the Roles outlined in your organization. Having defined goals from the onset of your recruiting process can help attract A-player candidates. Competencies are a great way to have a clear vision of the expectations in a role for candidates and existing employees; competencies can be used for interview questions as well as in performance reviews. In this article, we cover how to create and add goals and competencies to roles.

In this article:
Navigating to Roles
Role Management: Create or Add Goals to a Role
Role Management: Add Competencies to a Role
Role Management: Adding Roles to Devices
Role Management: Delete (Archive) a Role
Role Management: Reactivate a Role
Role Management: F.A.Q.

You will need to be a Roles Admin within ClearCompany to access the pages below.

Navigating to Roles

1. From the dashboard, click Tools and then Setup.
2. Click on Roles/Departments/Offices.
3. This is the roles homepage where you will see all the existing roles, and can add more roles if you like. Check out this help center article for adding roles. Role Management- Add Roles.

Role Management: Create or Add Goals to a Role

Goals for a role are also pulled into other areas of the system such as Interview Scorecards, the New Hire Packet, and Employee Performance Reviews. Follow the guide below to add Goals to a Role and complete the Role Definition. You can add unique Goals to individual Roles or use a Bulk Action to apply a general company Goal to multiple Roles at once.

Add a Goal to a Specific Role

1. From the roles homepage, search for and select the name of a role you’d like to add a goal to.
2. Click on the Goals Tab found under the Role Mission Statement.
3. Select Add Goal.
4. Give the Goal a Category, Title, and Description.
   • Category: What category does this goal fall under?
   • Title: Title/Type of Goal.
   • Description: What are employees in this role going to accomplish? What steps will they take? Use as much detail as your organization requires.
   • Note: We suggest that the goals are Specific, Measurable, Attainable, Relevant, and Time-Bound (SMART).
5. Select who will receive this new goal.
6. Select the Add button at the bottom of the page to save your goal.
   • Decide if you want this new goal to be pushed to employees currently in this role. If so, select the toggle button and it will display green when enabled.
   • Add a Due Date for the new goal you’re pushing out to current employees.
7. Continue adding roles to the goal until you're finished.

Bulk Actions: Add a Goal to Multiple Roles

1. From the roles homepage, click the checkbox to the left of each role you’d like to add a goal to.
2. Once multiple roles are selected, click Bulk Actions.
3. Select Add Goals from the Dropdown Menu.
4. Review the listed roles that will be receiving this goal. Select Add Goal.
5. Give the Goal a Category, Title, and Description.
6. Select who will receive this new goal.
   • Decide if you want this new goal to be pushed to employees currently in this role. If so, click the toggle button and it will display green when enabled. 
   • Add a Due Date for the new goal you’re pushing out to current employees.
7. Select Create.
8. Repeat the process using + Add Goal.
9. Select Add Goals to save your changes.
10. Confirm within the final prompt to add the goals. You can also cancel the addition if needed.
11. You will see an alert box with a success message when goals have been added.

Competencies that you have added to the company will roll down into every role created from it. In other words, company competencies will automatically apply to every employee!

Role Management: Add Competencies to a Role

Competencies are a great way to set clear expectations of a role for candidates and existing employees. They can be used for interview questions as well as in performance reviews.

Add a competency to a role

1. From the roles homepage, to add a competency to a role, click the role in question.
2. Click on the Competencies tab of the role.
3. Click Add/Edit Competencies under the blue box on the right-hand side.
4. You will have several options for adding competencies:
   • Search: If you have a specific competency/value already in mind, you can search for it at the top of the page.
   • Create: If you don't find the competency you're looking for and wish to create your own, you can click Create below Search on the left-hand side of the page.
   • In Use: If you have already used a competency for this or another role, you'll see it listed here.
   • Available (Basic and Comprehensive): This is the compendium of all competencies that are available for selection but not yet in use.
   • Keep in mind, that you'll be able to make changes to any existing competency at any time!
5. Click on a competency from the left-hand side of the page.
6. The competency will open on the right-hand side of the page. Scroll through the different levels of the competency and click Select for the appropriate level for the role.
7. The competency you have selected will appear under COMPETENCIES FOR THIS ROLE on the left-hand side of the page.
8. Select as many competencies as you'd like. Once you are satisfied, click Apply Changes at the bottom of the page.

Bulk Add Competencies to Roles

1. From the roles homepage, click the checkbox to the left of each Role you’d like to add competencies to.
2. Once multiple roles are selected, click Bulk Actions.
3. Select Add Competencies from the Dropdown Menu.
4. On the Competencies page, you will see the selected roles on the left-hand side as well as the selected competencies you have selected.
5. Select a competency from the left-hand side and you will have the option to select which level you want to use, you can also edit, or create your own.
6. When you have finalized the competencies you would like to add, click Apply Changes.
7. Confirm within the final prompt to add the Competencies. You can also Cancel the addition if needed.
8. You will see an alert box with a success message when competencies have been added.

Create a new competency

1. To create a new competency, on the Compentecy page click Create in the upper left-hand corner.
2. You will need to give the competency a Name, a brief description, and at least one level.
3. Once you are satisfied, click Save at the top of the page.

Edit an existing custom competency

1. To edit a competency, on the Competency page click the gear icon on the upper right-hand side of the screen.
2. Click Edit.
3. Once you are satisfied with the changes you have made, click Save.
4. Once done, you can click Apply Changes.
5. Note: The competencies listed under "In Use" can not be edited. You'll need to click on them.

Remove a competency from a role

1. To remove a competency, on the Competency page click the "X" icon next to the competency you would like to remove.
2. Click Apply Changes once you are done.

Role Management: Adding Roles to Devices

When someone is hired into the role, the Device Administrator will receive a notification about what Devices are needed for the new user.

Adding a Device Type to a Role

1. From the Roles homepage, click which role you would like to add a Device Type.
2. Click Tools Tab.
3. Select Add/Remove Device Type.
4. Toggle ON the Device Type(s) you would like associated with the Role.
5. When finished, select Save & Close.
6. You will prompted to select if you would like to create a task for existing employees that are under the role.
7. The Device Type(s) you enabled will now be listed in the Devices & Equipment Section on the Tools Tab.

Adding a Role to a Device

1. From the dashboard, Click on Tools, then World of Work.
2. Click on Devices and Equipment.
3. Click on Usage.
4. On the left-hand side, select the device type you would like to add a role to.
5. When selected, Click Add Role.
6. A small window will appear, search for the role you would like to add, then click Add Roles.
7. You will then have the option to create a task for each employee or not to affect existing employees. When a new hire is onboarded for the role selected a task will be created for this role in the future.
8. Click Appy, the role will now appear, you can now add instructions or add more roles.

Role Management: Delete (Archive) a Role

To remove a role from your organization, you will need to archive the role in Roles Management.

Archive a Role

1. From the Roles Homepage, select the Role you would like to archive by clicking on the name from the list of roles that appear.
2. Once you have selected the role, click Edit in the upper right-hand corner of the screen.
3. On the Basic Info Edit page, you will see "Archive Role" in the lower left-hand corner.
4. Then confirm you wish to archive the role.
5. If there are users currently listed under the role you wish to archive, you will have to reassign them to a new role before doing so. Select a new role for them from the dropdown menu and select Reassign and Archive.

Role Management: Reactivate a Role

Reactivate a Role

1. From the Roles homepage, on the right-hand side, select "Active Only" from the dropdown select "Inactive Only.
2. This page will show all the roles that have been archived.
3. Click the Checkbox for the role(s) you would like to reactivate.
4. When you are done, click Bulk Actions, then Click Reactivate.
5. A success message will appear alerting you that the role has been reactivated and is ready for use.

Role Management: F.A.Q.

Why can't I completely erase a role? Why does it have to be archived?

We don't permanently erase the data on a role in the event that it is tied to a system user, requisition, performance review, or scorecard. While a role can be removed from your organization structure, the data for the archived role will be stored separately to help you stay in compliance and keep all of your organization's recruiting and performance data intact!