Assign a Job Code to a Position

Changelog: v2 corrects the conceptual spine. v1 treated Job Codes as OneClick-native definitions. Dan confirmed on April 23 that Job Codes originate in HotSchedules for the common CFA case and are OneClick-native only for stores that do not use HotSchedules. v2 reshapes Before You Start, the creation-related gotchas, and the support routing guidance around that two-path model. The mapping action itself (Steps) is unchanged because the in-product flow works the same on both paths. At a glance tightened on April 24 per template spec. April 24 voice pass: two operator-as-actor phrasings in VERIFY blocks replaced with reader or passive framing.

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At a glance

Assigning a Job Code to a Position maps that position to a payroll and labor category, so hours a team member works in that position are attributed to the right code in labor reports and payroll exports. Job Codes follow the position, not the team member. For stores that use HotSchedules, Job Codes are imported via sync; for stores that do not, they are defined directly in OneClick.

Before you start

1. You need a role with permission to manage Job Code mappings. [NEEDS JARED CONFIRMATION: exact permission label. Likely a Manage Job Codes or Manage Positions permission, but confirm.]
2. The position you want to map must already exist. Job Codes are assigned to existing positions, not created alongside them.
3. The Job Code you want to assign must already be available in OneClick. If your store uses HotSchedules, that means the code must exist in HotSchedules and must have synced to OneClick. If your store does not use HotSchedules, the code must be defined in the OneClick Job Codes setup area. [NEEDS JARED CONFIRMATION: confirm sync cadence for the HotSchedules path and setup-area location for the OneClick-native path.]
4. Know the correct Job Code for the position before you start. Changing a Job Code later affects how future hours are reported, and historical hours are not retroactively re-attributed. Plan for the correct mapping up front.
5. Estimated time: under two minutes per position.

Steps

1. [NEEDS JARED CONFIRMATION: exact navigation path to the Job Code assignment surface. Likely candidates: Settings then Job Codes, or a Positions management area that shows a Job Code column per position.]
2. [NEEDS JARED CONFIRMATION: locate the position you want to map in the list of positions for your store.]
3. [NEEDS JARED CONFIRMATION: open the position, or open a Job Code assignment control directly on the position row.]
4. [NEEDS JARED CONFIRMATION: select the Job Code from the available list. Confirm whether the control is a dropdown, a searchable picker, or another pattern.]
5. [NEEDS JARED CONFIRMATION: save the assignment. Confirm whether save is explicit (a Save button) or implicit (closing the control persists the choice).]
6. You should now see the Job Code displayed alongside the position in the position list. Hours worked in that position going forward will be attributed to the assigned Job Code in labor reports. [NEEDS JARED CONFIRMATION: confirm where the Job Code is visible after assignment, so the confirmation step points to the right place.]

Video

Video coming soon.

Common gotchas

The Job Code I want to assign is not in the list.

Path-dependent. If your store uses HotSchedules, either the Job Code has not been created in HotSchedules yet, or it exists in HotSchedules but the sync has not yet run. Confirm the code exists in HotSchedules first; if it does, wait for the next sync. [NEEDS JARED CONFIRMATION: confirm typical sync cadence and whether a manual sync trigger exists in OneClick.] If your store does not use HotSchedules, open the OneClick Job Codes setup area and create the code there. [NEEDS JARED CONFIRMATION: OneClick-native creation flow location.]

I created a Job Code in HotSchedules and it is still not in OneClick.

Sync lag is the most likely cause for recently added codes. If the code has been in HotSchedules for longer than the normal sync interval, confirm the code is active in HotSchedules (not disabled), and then submit a support ticket if it still does not appear. [NEEDS JARED CONFIRMATION: the expected sync interval so the reader has a realistic threshold.]

I changed a position's Job Code and historical reports did not update.

Job Code mappings apply going forward from the moment of the change. Hours already worked under the previous mapping stay attributed to the previous Job Code in historical reports. This is intentional; payroll and labor reports should reflect what was in effect when the hours were worked. If you need historical reports corrected, that is a support request rather than a self-serve action.

Two positions have the same name but different Job Codes.

Position names are not unique identifiers inside OneClick. A store may have two positions with the same display name but distinct configurations (for example, a Trainer position scheduled into FOH and a Trainer position scheduled into BOH). Each has its own Job Code mapping. Confirm you are editing the right position before changing the Job Code. [NEEDS JARED CONFIRMATION: confirm how the UI disambiguates same-named positions.]

A team member worked a shift and the hours were attributed to the wrong Job Code.

Hours follow the position the team member worked, not the team member's role or profile. On the Shifts screen, check which position the team member was scheduled into for the date in question. If the position's Job Code is set correctly and the schedule shows the correct position, the attribution is correct. If the position is wrong, fix the schedule. If the mapping is wrong, fix the mapping and submit a support ticket for historical correction if needed.

A newly created position shows no Job Code in reporting.

A position without a Job Code mapping will produce unmapped hours in labor reports. New positions need a Job Code assignment before they are scheduled, or the first shifts worked will need a reporting correction later. [NEEDS JARED CONFIRMATION: confirm whether OneClick requires a Job Code at position creation, or allows creation without one.]

Related articles

1. Understand Job Codes (Reference)
2. Edit Job Code Mappings (How-To Guides)
3. Add a Position (How-To Guides)

Still stuck

If the Job Code assignment does not save, the Job Code does not appear in the list, or reporting does not reflect the assignment, submit a support ticket and include:

1. Your store number.
2. Whether your store uses HotSchedules.
3. The name of the position.
4. The Job Code you expected to see assigned.
5. A screenshot of the Job Code assignment screen.
6. If the issue is a reporting mismatch, the date range and team member affected.

Support typically responds within one business day.

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Pre-publish checklist status

86 482df8f8-9c50-482d-94dd-cd4c4122bfe9 complete Conceptual spine corrected: HotSchedules-or-OneClick source of truth model in place.

87 0b140f2b-7b12-4f83-9636-38204a15bc38 complete At a glance within template spec (three sentences, one paragraph).

88 209373c6-4f06-4c3c-96f2-1c918a07650b complete Final step is a confirmation step.

89 6e67214e-2389-4e60-badc-3cb4822ff51c complete No em dashes.

90 1cbd171d-6cb1-4a3a-b569-6a1ec0ee79e6 complete No hedge words.

91 0b6af186-02d6-44bf-92ca-4b23765ab723 complete Role references are permission-based, not role-name-based.

92 7cc37e3f-664f-4b3c-b5c4-e37c6e89d0ed complete Voice: operator-as-actor phrasings in VERIFY blocks cleaned.

93 fb6fc20a-d5c0-46c3-8e32-e76030e8f326 complete Step count within the seven-step guidance.

94 de8648e2-06bf-457e-b720-c6c22a5ad0c3 incomplete UI verified against Production (remaining VERIFY blocks in Steps).

95 a5bd57c6-10f0-4ad3-bffa-02f7da8beb19 incomplete Screenshots to be inserted at decision points (once UI is confirmed).

96 8aa97991-ac94-43ac-b81a-c5ed84e56a04 incomplete Related article links to be activated once those articles exist.

97 d7d62c32-5a3f-48dc-866c-081d5f89e44a incomplete VERIFY blocks resolved.

98 417f1ab7-5c7a-4f13-8103-dfd3b203d296 incomplete Primary search term tested in HubSpot KB search (likely "job code" or "assign job code").

99 982e3906-5785-443c-b46e-b72912feaaea incomplete Reviewed by Jared.

100 fb6a3fc7-4728-4488-80bc-9c162bde7dd4 incomplete Reviewed by Kevin.