Jobs is where you define your organization's job architecture in Workleap: your functions, your levels, your jobs, and each person's job history. Setting this up gives every Workleap product a shared, accurate picture of the roles in your organization.
Why it's worth setting up: once your jobs, functions, levels, and descriptions are in place, Workleap uses them across the platform. Workleap AI draws on them to ground its work in real role context, for example, when supporting Performance reviews.
The more complete your setup, the more useful that output becomes.
How Jobs are organized
Jobs has three layers:
Job architecture is your org-level structure: your job functions (disciplines like Engineering, Sales, or Design) and your levels (seniority tiers). You set this up once and rarely change it.
Jobs are the individual roles in your organization, each with a title, a function, a level, and a description.
Job history records which person held which job over time, on each member's profile.
Who can set up and view Jobs
Jobs is an admin area. Setting up and viewing jobs, functions, and levels is available to Organization Admins, Executive Managers, and Collaborators.
Managers and regular members do not have access to the Jobs area.
Pay information is never shown in Jobs. It stays in Workleap Compensation and follows its own access rules.
Step 1: Set up your job functions
Job functions are the broadest grouping in your architecture. They group your jobs by discipline, and every job belongs to exactly one function.
Create a function for each discipline in your organization, for example Engineering, Sales, or Design.
Where it makes sense, consolidate across departments. A single Design function spanning Marketing, Product, and Sales lets you keep one designer job and one description regardless of which department the designer sits in.
Step 2: Set up your levels
Levels represent seniority in your organization, the finer detail within your architecture.
Each level has a number and an optional name. Use the name to match your own convention, for example P3, M2, Senior, or Principal. The name does not change the underlying structure.
For each level, choose which tracks it supports: Individual Contributor (IC), Manager (M), or both.
Note: If you only use Workleap for Performance and not Compensation, levels are optional. You can skip this step and still use the Jobs list. To model an executive track, use level naming (for example E1, E2, E3) on the Manager track.
Step 3: Create and complete your jobs
A job is a specific role in your organization. Each job has:
A title, which must be unique across your organization. If you need to distinguish two similar roles, put the difference in the title itself, for example "Engineering Designer" and "Brand Designer".
A job function (required).
A level and track classification.
A job description covering responsibilities and expectations.
Competency tags: free-form tags you add like chips, with no central list to manage.
Review a draft job and set it to active once the details are right (see Job statuses below). You can create a job even if nobody holds it yet, for example when planning a future hire.
Job statuses and what they mean
Every job has one of three statuses. The status controls whether the job's details are used across the rest of Workleap.
Draft: the job has not been reviewed yet. Drafts are usually created automatically from a new or synced job title, or by you before the details are finished. Employees can still be linked to a draft job, and its title is used across Workleap, but the other details (function, level, description, and competency tags) are not used until the job is active. It stays in draft until you review it.
Active: the job has been reviewed and is in use. Its title, function, level, and description are used across Workleap, including Compensation pay bands, Performance reviews, and the Manager Agent.
Archived: the job is retired. It is kept for history but is no longer offered for new matches, so new employees are not assigned to it.
Note: You cannot archive a job while employees currently hold it. Reassign them to another job first. You cannot delete a job that has any employment history; archive it instead so the record stays intact.
How employees are matched to jobs
When an employee is added to Workleap, whether through HRIS sync, bulk import, the API, or manually, they are matched to a job by their job title.
If a job matches the title: the employee is linked to that job and inherits its level, function, and description automatically. No action needed.
If no job matches: a new job is created in draft status for you to review.
Because titles are unique across your organization, there is no extra step to pick between jobs at sync time.
View job history on a profile
Open a member's profile and select the Job History tab to see the jobs they have held and when. History records keep what was true at the time, so if a job's level or details change later, past records stay as they were. This keeps audit trails, performance history, and pay history accurate.
Keep your jobs up to date
As new titles appear through new hires or title changes, new jobs are created in draft for you to review and set to active, so your job architecture stays current.
Coming soon: AI-assisted setup. Workleap will propose your job functions, levels, and job descriptions from your existing data, so you can review and adjust instead of building everything from scratch.