Positions

A position is a role — or a seat — inside a department. For example Senior Backend Developer in Engineering, or Marketing Manager in Marketing.

Each position has a headcount: the number of people it can hold. Every one of those slots is either filled by a person or empty. That single idea is what turns your org chart from a list of names into a real staffing picture — you can see at a glance where you are covered and where you have gaps.

On top of that, each position can carry a Role Definition Card: a structured description of what the role is, what it owns, and what success looks like. Once a role card exists, Arketic can compare an assigned person's profile against it and give you a fit score.

:::info Who can manage positions

Role	What they can do
Admin	Create, edit, delete and reorder positions; assign and remove people; edit Role Definition Cards and Person Cards
Executive	View the org chart, including positions and who fills them — no editing controls
Member	No access to the Organization section
:::

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Where positions live

Positions are not a separate menu item. They are created and managed on the Org Chart.

1. In the left menu, open Organization → Org Chart. The Organization menu group is shown to Admins; Executives open the read-only Org Chart from the Platform area of the left menu instead.
2. Click a department in the chart
3. The department detail panel opens on the right, listing that department's positions and the people in them

:::caution Desktop only The Org Chart — and therefore everything on this page — needs a wide screen. On a phone or narrow window you'll see a Desktop Required message instead of the chart. :::

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How positions appear on the chart

Inside the department detail panel, positions are shown as a tree, so a position nested under another position reflects who reports to whom.

For each position you see:

Element	What it means
Briefcase icon + title	The position itself. Click the title to open its Role Definition Card.
Small green document icon	This position already has a Role Definition Card.
Person rows	People currently assigned to the position, with their avatar and name.
Fit score pill	Shown next to a person when a fit analysis has been run for them.
"Empty" slot	A dashed + circle. One appears for every unfilled slot in the headcount.

Department cards in the chart also summarise this: small filled / empty dots for each slot, or a compact filled/total badge when a department has many slots. Departments with no positions at all appear dimmed.

If a department has no positions yet, the panel shows "No positions added yet".

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Creating a position

1. On the Org Chart, click Position at the top right
2. The New Position window opens
3. Fill in the fields below
4. Click Create

Field	Required	Details
Position Name	Yes	The role title, for example Senior Backend Developer
Department	Yes	Which department the position belongs to. If you already selected a department on the chart, it is pre-filled.
Parent Position (optional)	No	The position this one reports to. Defaults to None (root position). Only positions in the department you chose are listed.
Headcount	No	How many people this position can hold. Minimum 1, maximum 100. Defaults to 1.

You'll see a Position created confirmation, and the new position appears in the department with one empty slot per headcount.

:::tip Build the hierarchy as you go Create the top of the tree first (for example Head of Engineering), then create the roles beneath it and set Parent Position to point at it. The chart then mirrors your real reporting lines. :::

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Filling a position

Assign someone

1. In the department detail panel, find the position
2. Click an Empty slot
3. The Assign User window opens, showing the position title
4. Use Search users… to find the person by name or email
5. Click their row

The person is placed in the slot and you'll see a User assigned to position confirmation.

note

People already assigned to that position are hidden from the search list, so you can't add the same person twice.

Remove someone

Click the X on a person's row. You'll be asked to confirm — Remove "{name}" from this position? — and after confirming, the slot becomes empty again.

Removing a person from a position does not remove them from your organization. Their account, department and access stay exactly as they were.

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Editing a position

Hover over a position in the detail panel and click the pencil icon. The Edit Position window opens.

Field	Details
Position Name	Up to 200 characters
Parent Position (optional)	Change who this position reports to. The position itself and everything beneath it are excluded from the list, so you cannot accidentally create a loop.
Headcount	Between 1 and 100

Save Changes stays greyed out until you actually change something. After saving you'll see Position updated successfully.

:::tip Headcount drives the gaps you see Raising the headcount adds empty slots; lowering it removes them. Keeping headcount honest is what makes the filled/empty indicators across the org chart meaningful. :::

The department a position belongs to is set when you create it and isn't part of the edit form.

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Reordering positions

In the department detail panel, you can drag a position to change its place in the tree — move it up or down among its siblings, or drop it onto another position to make it a sub-position of that one instead.

Click and drag anywhere on a position's row — its title, the people in it, or its empty slots — except the pencil, trash and X icons.

While dragging	What it means
The position's row dims in place	Marks the position you're moving
A small card follows your cursor, showing the position's title	If the position has sub-positions, the card also shows how many — they all move together as a group
A blue line above another position	Drop here to place your position just before it
A blue line below another position	Drop here to place your position just after it
A blue highlight around another position	Drop here to make your position a sub-position of it
A Move to root level box at the bottom of the tree	Drop here to move the position out of its parent and make it a root position in this department

You can't drop a position onto itself or onto one of its own sub-positions — no drop indicator appears there, and releasing does nothing. Dropping a position back where it already was does nothing either. Dragging only reorders positions inside the department you have open; you can't drag one into a different department.

:::note This order is saved Unlike reordering department cards on the Departments page, which only lasts for your current session, reordering positions is saved right away. There's no confirmation message — the tree simply stays in its new order after you reload the page or come back later. :::

Only Admins can drag positions to reorder them, the same as creating, editing and deleting them.

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Deleting a position

Hover over a position and click the trash icon. A confirmation appears titled Delete "{position title}".

• If nobody is assigned, it simply asks you to confirm
• If people are assigned, it warns you that they will be unassigned and asks you to continue

Click Delete to confirm.

caution

Deleting a position unassigns everyone in it. Those people stay in your organization — they are just no longer placed in that position. The deletion itself can't be undone; you'd need to create the position again and re-assign people.

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Role Definition Card

Click a position's title to open its Role Definition Card — a structured, section-by-section definition of the role. It is the reference document for what the role is for, what it owns, and how it will be measured.

At the top of the card you have:

• Expand All / Collapse All — open or close every section at once
• Completion: n/10 — how many of the ten sections you have filled in

The ten sections

#	Section	What goes in it
1	Role Identity	Role Title, Level, Work Model, Location, Impact Scope, Reports To
2	Role Purpose	One or two sentences on why the role exists
3	Scope	What the role Includes and what it Excludes
4	Responsibilities	The core responsibilities of the role
5	Deliverables	The key deliverables the role produces
6	Authority	What the role Owns (decision maker), Recommends, Approves, and its Limits
7	KPI/OKR	Each measure as a KPI name plus its target
8	Collaboration	The stakeholders this role works with
9	Competencies	Technical competencies, behavioural competencies, and tools
10	90-Day Plan	Goals for the first 30 days (learning), 60 days (contributing), and 90 days (independent work)

Below the ten sections there is an Additional Information area for anything that doesn't fit elsewhere. It doesn't count toward the completion meter.

Some fields are chosen from a fixed list:

Field	Options
Level	Junior · Mid-Level · Senior · Lead · Principal · Director · Executive
Work Model	Remote · Hybrid · Onsite
Impact Scope	Individual · Team · Department · Organization

Click Save when you're done.

Draft the card with AI

If you already have a job description written up, you don't have to retype it.

1. Open the Role Definition Card
2. Drag the document onto the Drag & drop a job description, or browse area — or click browse and pick the file
3. Click Analyze with AI
4. Wait while it shows Analyzing document…
5. Review what was filled in, adjust anything you'd word differently, then click Save

Detail	Value
Accepted files	docx, pdf, xlsx, pptx, txt and more
Maximum size	10MB

:::caution Keep the window open Analysis can take a couple of minutes. Closing the window while it runs cancels it. :::

:::tip Always review the draft AI drafting is a head start, not the final word. Read every section it produced — especially Authority, KPI/OKR and the 90-Day Plan — and correct anything that doesn't match how your company actually works. :::

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Person Card

Click an assigned person in a position to open their Person Card — a structured profile of that individual's background and goals. Where the Role Definition Card describes the seat, the Person Card describes the person in it.

Like the role card, it has a Completion: n/10 meter.

The ten sections

#	Section	What goes in it
1	Profile	Current Title, Level, Location, Work Model
2	Professional Summary	A short summary of who they are professionally
3	Experience Scope	Covered areas and uncovered areas of experience
4	Past Responsibilities	What they have been responsible for previously
5	Achievements	Concrete results they have delivered
6	Leadership Experience	Experience leading people or initiatives
7	Performance History	Their performance record
8	Collaboration Experience	Stakeholders worked with, and communication style
9	Competencies	Technical competencies, behavioural competencies, and tools
10	Development Goals	Short Term, Mid Term and Long Term goals

A free-text Notes field sits at the bottom of the card.

Click Save to store your changes.

Fill the card from a CV

1. Open the Person Card
2. Use the Upload or drag CV area to add the file
3. Click Analyze with AI
4. Review the filled-in sections and Save

Detail	Value
Accepted files	PDF, DOCX
Maximum size	10MB

:::info Personal data CVs and person profiles are treated as sensitive information and are kept safe on isolated servers. On the org chart, opening and editing these cards is an Admin action. :::

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Fit analysis (AI Compare)

AI Compare, at the bottom of the Person Card, measures how well a person matches the position they're in. It compares their Person Card against that position's Role Definition Card.

1. Open the Person Card of an assigned person
2. Click AI Compare
3. Wait while the analysis runs

You get back:

Result	What it tells you
Overall Fit Score	A single score, shown as a colour-coded circle. Higher means a closer match to the role.
Per-section scores	A score card for each section, listing strengths (green ticks) and gaps (red crosses), with supporting evidence where available.
Strengths	The person's strongest overall matches to the role.
Development Areas	Where the profile falls short of the role definition.
AI Recommendation	A short written recommendation summarising the comparison.

Once a fit score exists, it also appears as a small pill next to that person on the org chart, colour-coded so you can scan a department quickly — green for a strong match, amber for a partial match, red for a weak one.

:::caution AI Compare needs a role card The button is disabled if the position has no Role Definition Card yet — hovering it shows No role card defined. Define the role first, then compare. :::

:::tip Use fit scores as a conversation starter A score is an input to a decision, not the decision. Use the Development Areas list to shape training plans and the Strengths list when you're deciding who to move where — but always pair it with what you know about the person. :::

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A good order to work in

1. Create your departments first — every position must belong to one. See Departments.
2. Create positions top-down and connect them with Parent Position so the hierarchy is right from the start.
3. Set an honest headcount on each position, including seats you haven't filled yet.
4. Write Role Definition Cards for the roles that matter most — hiring targets, leadership roles, hard-to-fill specialisms.
5. Assign people into the empty slots.
6. Fill Person Cards (a CV upload is the fastest route) and run AI Compare.
7. Review the chart — empty slots show your hiring needs, low fit scores show your development needs.

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Troubleshooting

Problem	What to check
I can't see the Position button	Only Admins can create positions. Executives see the chart read-only.
I can't click an empty slot	Same reason — assigning is an Admin action.
Dragging a position doesn't do anything	Only Admins can reorder positions by drag. Dropping a position back where it started, or onto one of its own sub-positions, does nothing — that's expected.
The department I want isn't in the Department list	The department has to exist first. Create it under Departments.
Save Changes is greyed out in Edit Position	Nothing has changed yet. Edit a field and the button becomes active.
A position I want as parent isn't listed	You can't nest a position under itself or under one of its own sub-positions. Parent options are also limited to the same department.
AI Compare is greyed out	The position has no Role Definition Card. Open the position title and create one.
Nothing happened after I uploaded a document	Check the file type and that it's under 10MB, then click Analyze with AI.

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Related pages

• Org Chart — the chart itself, navigation, and department details
• Departments — create the departments positions belong to
• Users — invite people and manage their roles before assigning them