Positions are the foundation of your staff scheduling system in Athletify. They represent the different roles your staff can work, like "Lifeguard," "Basketball Referee," or "Front Desk Attendant." Getting your position structure right from the start will make scheduling much smoother in the long run.
Key Principles
Positions define job roles, not where they work - location connections happen at the program level
Share positions across programs when the job requirements are the same - gives you maximum scheduling flexibility
Create separate positions when roles have different requirements - maintains proper control and compliance
Staff assigned to multiple positions gives you more scheduling flexibility - you can deploy reliable staff where they're needed most
Different experience levels need separate positions - Head Lifeguard and Lifeguard should be distinct positions
Keep position names focused on the job role - avoid location, time, or season references
Position Naming Best Practices
Good position names are clear, specific to the job role, and avoid location references since positions can be used across multiple programs and locations.
✅ Good Position Names
Lifeguard - Clear job role
Basketball Referee - Specific sport when rules differ significantly
Front Desk Attendant - Clear responsibilities
Site Supervisor - Can work at any location
Swim Instructor - Specific skill set required
Head Lifeguard - Clear hierarchy level
❌ Avoid These Position Names
Pool Staff - Too vague, doesn't indicate a specific role
Lincoln Elementary Gym Attendant - Includes location (what if they work at other gyms?)
Tuesday Basketball Ref - Includes timing (they might work other days)
Summer Lifeguard - Includes season (position might be needed year-round)
Main Pool Lifeguard - Includes specific location (limits flexibility)
Remember: Position names should describe the job role, not where or when the work happens. This keeps your positions flexible and reusable across different programs and locations.
Getting Started: Questions to Ask Yourself
Before creating positions, think through:
What are the distinct job roles your staff perform? (The actual work they do)
Which roles require different training, certifications, or pay rates? (Separate positions needed)
Which roles are similar enough to be combined? (Shared positions for flexibility)
Do you have staff who can work multiple roles? (Plan for multi-position assignments)
Understanding Positions vs Programs
Positions are the job roles your staff perform - like "Lifeguard," "Referee," or "Front Desk Attendant."
Programs are the activities or services you provide - like "Basketball League," "Aquatics," or "Summer Camp."
Think of positions as job descriptions that can be used across multiple programs. A "Referee" position might be needed for your Basketball program, Soccer program, and Volleyball program. Rather than creating separate referee positions for each sport, you can create one "Referee" position and use it across all three programs.
Programs define which positions and locations can work together, but the actual scheduling of "where and when" happens when you create individual shifts.
When to Share Positions Across Programs
Share positions when:
The job requirements are essentially the same across programs
Staff can work the role in any program without additional training
You want flexibility in scheduling staff across programs
Example: Multi-Sport Athletics
Your recreation department runs Basketball, Volleyball, and Soccer programs across 5 different school gyms and fields. You might create these shared positions:
"Sports Referee" - Used across Basketball, Volleyball, and Soccer programs
"Scorekeeper" - Used across all three sports programs
"Site Supervisor" - Used across all programs and locations
This setup allows Maria, who's assigned to the "Sports Referee" position, to work referee shifts for any of your sports programs at any location where those programs operate.
Create separate positions when:
Different certifications or training are required
Job responsibilities are significantly different
You need different pay rates or age requirements
Example: Aquatics Program
Your pool operates year-round with these distinct roles:
"Head Lifeguard" - Requires additional certifications, higher pay rate
"Lifeguard" - Standard lifeguarding duties
"Swim Instructor" - Teaching certifications required
"Pool Attendant" - Maintenance and cleaning, no certifications needed
Even though these all happen at the same facility, the different requirements make separate positions necessary.
Multi-Position Staff: Maximum Flexibility
Staff members can be assigned to multiple positions, giving you maximum scheduling flexibility. This is especially valuable when you have reliable staff who can fill different roles.
Example:
Sarah is assigned to both "Lifeguard" and "Swim Instructor" positions
She can claim shifts for either role in your Aquatics program
During busy periods, you can schedule her where she's needed most
Important: Staff can only claim open shifts for positions they're assigned to. If Sarah isn't assigned to the "Head Lifeguard" position, she won't see those open shifts when browsing available work.
Position Levels: When to Create Separate Positions
If you have different levels of the same basic role, create separate positions rather than trying to handle levels within one position.
Create separate positions for:
Head Lifeguard vs Lifeguard vs Junior Lifeguard
Lead Referee vs Referee vs Referee in Training
Facility Manager vs Facility Attendant
This approach gives you precise control over:
Who can work which shifts
Different pay rates for each level
Specific certification requirements
Age restrictions (Junior positions for younger staff)
How Positions Connect to Locations
Positions themselves aren't tied to specific locations - that connection happens at the program level. When you set up a program, you choose which positions and which locations the program can use.
Example: City-Wide Sports Programs
You have a "Basketball Referee" position that could work at any of your facilities. Your programs might be organized like:
Jr. Jazz Basketball Program:
Positions: Basketball Referee, Scorekeeper, Site Supervisor
Locations: Lincoln Elementary Gym, Washington Middle School Gym, Memorial Park Court
Adult Basketball League:
Positions: Basketball Referee, Scorekeeper
Locations: High School Main Gym, Community Center Court
The same "Basketball Referee" position is available in both programs, but each program operates at different locations based on the league's needs.
Real-World Scenarios
Scenario 1: Aquatics Center
Single location, multiple specialized roles
Your aquatics center has one main pool area but needs various specialized positions:
Head Lifeguard (supervisory role, higher pay)
Lifeguard (standard duties)
Swim Instructor (teaching certifications)
Pool Maintenance (cleaning and chemical management)
Setup: Create separate positions for each role since they have different requirements and responsibilities. All positions are used within your "Aquatics" program.
Scenario 2: Multi-Site Sports Programs
Multiple sports across many locations
Your department runs youth sports at 8 different schools and parks:
Basketball at 3 school gyms
Soccer at 4 different parks
Volleyball at 2 community centers
Setup: Create shared positions like "Sports Official," "Scorekeeper," and "Site Coordinator" that can be used across all sports programs. This allows your experienced staff to work at any location for any sport they're qualified for.
Taking time to plan your position structure thoughtfully at the beginning will save you significant time and complexity as your programs grow.