Adding a Position to a Hotel

If you have a position that’s been recently added to your hotel or you want to have more specific tracking on a position (example - you want to track groundskeeper separate from maintenance engineer), you have the ability to add that position into the Hotel Effectiveness system.

Add the Position into your Hotel Setup

Note - you must have permission to Edit Hotel Settings to complete the following steps.

• Hover over the Username Menu in the right corner and select Settings
• Choose Position Setup under Positions/Departments. If you have multiple hotels, you'll need to choose the correct hotel from the drop down
• Click Add New Position

• If applicable, you can also choose to copy existing positions from other hotels already in your portfolio by clicking Quick Add Multiple Positions from an Industry Template or Another Hotel.

• Find the position you're looking for and add it

Search the existing list by clicking Select a Position box and start typing in the name of the position you wish to add.

You'll be asked to select a preferred Profitability Metric for every position. You can leave this as CPOR in most cases. 

If you export your time clock hours from Hotel Effectiveness to your payroll system, you'll need to know the Primary Payroll Export Code (sometimes called position code, job code, G/L code, etc.) that your payroll company uses for this new position.

Without the Primary Payroll Export Code, the system will not be able to map the position. If you’re unsure of the format of your payroll codes, view current positions for examples.

If you do not use Hotel Effectiveness Time & Attendance, this code will be referred to as 3rd Party Position Mapping because it refers to your position code in your outside timekeeping system.

If you can't find the position you'd like to add in the list of standard positions, please contact us with the position name you are looking to add.

Add the Position into your Labor Plan

Note - you must have permission to Edit Labor Standards to complete the following steps.

• Choose Labor Plans in the left navigation menu
• Navigate to the applicable hotel if you have access to multiple properties
• Click Add next to the position you just activated for the hotel
•  (if you don't have this option, you aren't able to make changes to your plan, please contact your Account Administrator to add this)
• Follow the prompts to add the position to your labor plan
• Save

*If using Hotel Effectiveness Time & Attendance, complete steps 3 and 4.*

Download a New Time Clock Position Code Sheet

• Go back to the main page of positions and click either English >> or Spanish >> next to  Printable List of Timeclock Position Codes and print a new list.
• Post this by your time clock so the employee(s) will know what code to punch in for this new position.

If you do not have access to Settings, you can also print this list from inside of Time & Attendance by selecting View/Print Timeclock Position Codes on the blue bar.

Add the Position and/or Employee(s) (if applicable) into Employee Manager

Note - you must have permission to Edit Employees to complete the following steps.

• Login to Hotel Effectiveness, select Employees from the left navigation menu

  

• If the employee is already set up, click on View/Edit next to their name and add the position code to their Profile Position 1 (Home), Profile Position 2, Profile Position 3 or the Extra Positions Assigned fields. 
• If the employee isn't set up, set the employee up and add the position code to their Profile Position 1 (Home). Also add their wage amount to Pay Rate 1, 2, and/or 3 if applicable.