The Job Roles page is where you are able to see and define the Job Roles used across your business.
Each Job Role can have Skills assigned to it with a related Skill Level (Proficiency), enabling you to quickly create a Job Role <> Skills mapping across your entire organisation.
If you are a HowNow Platform Pro customer you will be able to use the AI functionality below.
Non-Pro Customers will need to manually assign Skills to Job Roles.
Overview
On the Job Roles page, you can gain an overview of the following values…
Users - The no. of Users with Job Roles that you've invited to your Workspace.
Active Users - The percentage of Users with Job Roles who have logged in at least once.
Total Job Roles - The number of unique Job Roles across your Learning Space.
Groups - The number of Groups on your Learning Space with members who have Job Roles.
Adding a Job Role
To add a Job Role, select Add Job Role to open the slide screen. This will not only allow you to add a Role, but also map it to specific Skills and assign Skill Levels.
Once the slide screen opens, you’ll be met with the following options:
Role Name - select from pre-existing roles within the library, or create a new one directly from here.
You can remove any Job Role from your workspace, whether it's a default Role from the existing HowNow library, or one created by you or your team members.
Role Description - create a definition of what the role is, and what it involves.
This is only used by HowNow AI to create a more accurate Skills recommendation.
Required Skills - here is where you can start mapping Skills to the Job Role. You can search for Skills from within the HowNow Skill library, and then use the Competency Level slider to set the correct level.
Skills added here, will be automatically added to the Skill Profile of any Users that are associated with this Job Role.
A maximum of 30 Skills can be added to a Job Role.
There will also be a Map Skills with AI option within the Required Skills section, giving you the power to use HowNow’s AI magic. This will take a few seconds to automatically add up to 20 Skills that are relevant to the Job Role utilising HowNow's Skills Library and Job Market Data.
Note✨: It's possible to edit the Descriptions and Skills for all types of Job Roles, regardless of where they originate from.
Job Roles sub-page
The Job Roles sub-page allows team leads to learn more about the Users holding specific titles across their organisation.
From the main page, click on your desired Job Role, to open the sub-page showing the data table of matching Users. Here you can see the following:
Joined Date - useful to know how long a User has been part of the organisation, therefore how much knowledge they've gained over time.
Email - click the 3-dot menu to send a direct in-app message to a User, or copy their email address.
Groups - See where a User may be best placed as a Manager within the Group(s) they're in.
Total Skills - Samantha has a Level 5 in Communications? Maybe she'd be a great addition to the new information sharing project your org needs experts on.
Last Activity - When did your chosen User last take action on the workspace.
Bulk Mapping Skills to Job Roles
To update the Skills for multiple Job Roles at once, this can be done both manually and via the Map Skills with AI option.
Manual Mapping
Select the checkbox of the data table's Name column, and select the Map Skills button. Remember that you can select to display up to 100 Users at one time, within the data table. This means you can select up to 100 Users to map, at a time.
This opens the slide-out screen for you to begin the process of choosing one, or multiple, Skills to map to your various selected Job Roles.
From here, you can select up to 30 Skills to map.
So for example...
The organisation "Games 4 Everyone Inc" wants to make sure all of their game testers and experts are skilled in 'Gaming Systems'.
Those who have either of these Job Roles, have to be at least a Level 4 in Gaming Systems.
There are over 50 testers and 20 experts.
This option to manually add 'Gaming Systems' as a Skill to so many Users, means that Managers can guarantee that this specific quality is being included in the Skills mapping phase, of their L&D strategy for their teams....quick and easy.
When Job Roles already have existing Skills associated with them, adding more Skills to them will cause a reminder pop-up to appear, letting you know that they'll simply be added to the list.
You'll never be able to add the same Skill twice, by accident, as it won't appear as available, if it's already been added. However, removing a Skill will always mean you can add it back to the Job Role(s), whenever you need.
Map skills with AI
Following the same steps as outlined in the manual approach, you can use HowNow's AI technology to match the relevant Skills to your Job Roles, based on the Role title and description given.
A pop-up will appear, allowing you to continue with the mapping. Once you proceed, a confirmation email will be sent, letting you know that your bulk mapping has been successful.
Note✨: Do remember that when Skills Mapping, there is no options to undo your mapping via a direct button, but instead you must manually make your changes, after they've been mapped.
Understand the Data table
All Job Roles existing within your organisation can be found within the page's data table. These will be a collection of any roles from HowNow’s own library, plus new additions created either manually, or as part of your HR Data Sync.
The table shows all the Users, Skills and Groups for each of these Job Roles. If there are multiple entries, you will be able to view the full list by clicking the relevant option, pulling out the slide screen.
You can use the Filters to see specific Groups, Skills and Skill Levels 1-5.
Watch our video walk-through to understand more about how to add your Job Roles.
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