What is the Job Catalog?

The Job Catalog is the structure where you define all roles in your company.

The hierarchy works like this:

1. Family – The broadest category (e.g. Marketing, Engineering, HR)
2. Function – A more specific area within a Family (HR → Talent Ops, Recruitment…)
3. Role – The position itself (e.g. Software Engineer)
4. Level – The seniority or progression within a Role (e.g. Junior, Senior)

This structure helps keep your organisation clear, scalable, and consistent.

Beyond structuring roles, the Job Catalog allows you to:

• Define salary ranges per role and level
• Configure working conditions
• Assign competencies and expectations
• Structure career progression

This information is reused across Factorial and is especially important when:

• Creating a job post
• Hiring a new employee
• Managing promotions
• Filtering employees by role, level, or department

The Job Catalog helps you save time, reduce errors, and ensure consistency as your company grows.

Where to find the Job Catalog?

1. On your sidebar, click on Organization
2. Click on Jobs

You can explore the catalog in two ways:

• Tree view
  Shows the full hierarchy (Family → Function → Role → Level)
   
• Detailed view
  Click on any element to see and edit its information.
  Use the tree to understand the structure.
  Use the detailed view to configure specific items.

How to import your existing Job Catalog

If you already have your roles defined in Excel, you can import them into Factorial using the Job Catalog importer. For being able to import the job catalog roles from a spreadsheet no roles can be associated to contracts in the system.

Understanding the structure

The Job Catalog has 4 levels:

1. Family (e.g. Marketing, Engineering, HR)
2. Function
3. Role
4. Level

The system reads your file from top to bottom, so each level must be created before the one below it.

Think of it like building a tree:

• First the trunk (Family)
• Then the branches (Function)
• Then smaller branches (Role)
• Finally the leaves (Levels)

If a higher level doesn’t exist yet, the import will fail.

How to format your Excel file

Your file must include one column per level:

When adding a new structure, you must define each level step by step.

Notice how:

• The first row only defines Level 1
• The next row defines Level 1 + Level 2
• Then Level 1 + Level 2 + Level 3
• Finally the Role (Level 4)

This ensures the system correctly builds the hierarchy.

Common mistakes to avoid

• Skipping levels
• Even if you only need one role, you must still define all previous levels in separate rows.
• Wrong order
• Higher levels must always appear above lower levels.
• Missing currency for salaries
• If you include salary information, you must define a currency.
• Editing the column names
• Do not change the template headers.

How to import the file

1. Go to Organization > Jobs
2. Click on Import
3. Upload your completed Excel file
4. Review the preview
5. Confirm the import

How to create a new role

To create a new role:

1. Go to Organization > Jobs
2. Navigate to the correct Function
3. Click Add Role
4. Fill in the role details (then you can create also the different role levels)
5. Save

A Role must always belong to a Function.

How to move elements in the structure

You can reorganize your catalog at any time.

Move Roles to another function

1. Open the Role
2. Change its parent Function
3. Save

The tree view updates automatically.

How to assign jobs to employees

Roles and levels are assigned through the employee’s contract.

1. Open the employee profile
2. Go to Agreements
3. Select New Conditions or Edit Conditions
4. Select the Role
5. Select the Level
6. Save

Competencies

What are competencies?

Competencies define the skills, knowledge, and behaviors expected for a job (like leadership or project management)

They help standardize expectations across similar roles.

How competencies work in the hierarchy

Competencies are inherited from top to bottom:

Company → Family → Function → Role → Level

This means:

• If a competency is assigned at the Family level, everything below inherits it.
• If assigned at the Role level, only that role and its levels inherit it.
• You can be more specific at lower levels if needed.

Inheritance ensures consistency while allowing flexibility.

How to assign competencies

1. Go to Organization > Jobs
2. Open the level where you want to assign them (Family, Function, Role, or Level)
3. Navigate to the Competencies section
4. Add the relevant competencies
5. Save

If you assign a competency at a higher level (e.g. Family), it will automatically apply to everything below it.

How to assign competency levels

Once competencies are assigned, you can define the expected proficiency level.

1. Open the relevant Role or Level
2. Go to the Competencies section
3. Select the expected level for each competency (e.g. Basic, Intermediate, Advanced)
4. Save

Defining competency levels helps clarify expectations and makes performance evaluations more consistent.

Working Conditions

What are working conditions?

Working conditions are shared contractual settings that apply to multiple jobs.

They represent:

• Labour agreements
• Company-specific policies
• Standard contractual conditions

They can vary depending on the workplace.

Instead of configuring these details manually each time, you define them once in the Job Catalog.

Once set up, they are automatically applied when:

• Creating a job post
• Generating a new contract
• Managing promotions

This ensures consistency, reduces manual work, and helps prevent errors.

How working conditions are structured

Working conditions can be defined at different levels of the hierarchy.

Because inheritance applies:

• If defined at the Family level, all Functions, Roles, and Levels inherit them.
• If defined at the Role level, only its Levels inherit them.
• You can override them at a lower level if necessary.

How they are applied in contracts

When creating a contract:

1. Select the Role
2. Select the Level

The system automatically suggests the working conditions linked to that Level.

You can review and adjust them before finalizing the contract.

This ensures consistency while still allowing flexibility when needed.