Quick Start Guide to JobNav

JobNav is your organization's platform for creating, reviewing, and maintaining job profiles. Profiles define the skills, responsibilities, and leveling for roles in your organization. JobNav connects to your HRIS so profile content stays aligned with what employees see in connected systems.

This guide covers the basics: what JobNav is, how permissions work, where to find things, and what to do first based on your role. For step-by-step detail on any topic, use the linked articles at the end.

JobNav and JobNav Recruiter

JobNav and JobNav Recruiter are related but separate products.

You may have access to one or both. Each has its own permission setting on the Team page.

Two permission settings to know

Every user can have two independent permissions:

These do not automatically match. A user can be a Recruiter Editor and a JobNav Viewer, or a Recruiter Admin and a JobNav Admin. Check both columns on Settings > Team.

For the full permission breakdown, see JobNav Permissions.

Where to find things

Open Job Profiles in the left navigation. What you see depends on your JobNav role.

Organization-wide configuration lives under Settings > Organization Settings.

The Job Profile lifecycle

Every job profile is in one of three states:

• Draft, a work in progress, not yet published to your HRIS
• HRIS Profile, published and active, live in your HRIS and driving real workforce and compensation processes
• Template, a reusable blueprint for building new profiles consistently

Full detail: Understanding Job Profile Statuses

Most JobNav work follows this path. Not every organization uses every step, but this is the typical order:

1. Create a draft profile

   Start from New Profile, a template, or an existing HRIS-linked profile.

2. Edit content

   Update fields, leave comments, and review revision history in the profile editor. Collaborate with other users.

3. Run approvals

   Submit the profile through an approval workflow. Approvers review and approve or reject changes.

4. Publish to your HRIS

   Once approved, go into your HRIS and use JobNav Anywhere to sync the approved text fields. JobNav doesn't publish on its own, the sync happens on the HRIS side.

5. Run compliance workflows

   Track employee acknowledgements, complete Federal FLSA surveys, and review job architecture for consistency.

Each step has a dedicated article in the Help Center. The sections below tell you where to start based on your role.

Start here by role

Viewer

You have read-only access to HRIS-linked profiles and can act on approval requests assigned to you.

Your first steps:

1. Go to Job Profiles > Libraries > HRIS-Linked.
2. Click a profile to preview its content.
3. If you received an approval request, open it from your email or the profile editor and approve or reject.

Read next: Job Profile Libraries · Approval Workflows

Editor

You create and maintain job profile content.

Your first steps:

1. Go to Job Profiles > Libraries > Draft or Template.
2. Create a new profile or open an existing draft.
3. Edit content, add comments, and save your changes.
4. When ready, start an approval flow from the profile editor.

You can also browse HRIS-linked profiles, link or unlink profiles, and apply templates to drafts.

Read next: Creating and Editing Job Profiles · Job Profile Libraries · Approval Workflows

Operator

You manage compliance and workflow operations across the organization.

Your first steps:

1. Open Workflows > Approvals Dashboard to see all in-flight approval flows.
2. Open Workflows > Acknowledgement to track employee acknowledgement status.
3. Open Workflows > Federal FLSA to monitor survey completion.
4. Open Insights > Architecture to review structure and compare profiles.

You can do everything an Editor can, plus organization-wide workflow dashboards, acknowledgements, FLSA, and architecture.

Read next: Approval Workflows · Employee Acknowledgements · Federal FLSA Dashboard · Job Architecture

Admin

You own JobNav configuration and permissions for your organization.

Your first steps:

1. Review Settings > Organization Settings and confirm Job Profiles, Acknowledgements, and Federal FLSA are configured.
2. Set up Approval Templates under Workflows > Approval Templates.
3. Assign JobNav roles on Settings > Team.
4. Publish Job Profile Templates your Editors can reuse.
5. Use Insights > Architecture to spot data integrity issues early.

You can do everything an Operator can, plus templates, approval template management, organization settings, and role assignments.

Read next: JobNav Permissions · Managing Approval Templates · FLSA Survey Settings · Job Architecture Alerts

Common tasks at a glance

Tips for your first week

Start with libraries.

Before editing, spend a few minutes in HRIS-Linked and Draft libraries. Understanding the difference between draft and active profiles prevents publishing the wrong content.

Know your role before asking for access.

Many "I can't see this" questions are permission issues, not bugs. Check both JobNav Permission and JobNav Recruiter Permission on the Team page.

Fix architecture issues in your HRIS.

Job Architecture alerts highlight gaps in your HRIS data (empty families, low capacity, duplicate assignments). JobNav surfaces the issues; fixes happen in your HRIS.

Use Compare Job Profiles for leveling reviews.

When reviewing profiles across levels in the same family, select profiles on the Architecture page or HRIS-Linked library and open Compare Job Profiles.

Keep Admin access limited.

Most content authors should be Editor. Compliance leads should be Operator. Reserve Admin for one or two people who own configuration.

Building and managing profiles

• JobNav Templates, the two template types and how they differ
• Creating and Editing Job Profiles
• Job Profile Libraries

Approvals

• Approval Workflows, starting, managing, and acting on an approval
• Managing Approval Templates, building the approval structure itself (Admin)
• JobNav Templates, how approval templates differ from job profile templates

Federal FLSA compliance

• Federal FLSA Dashboard, tracking compliance across your organization
• FLSA Alerts, what each alert means and how to resolve it
• FLSA Survey Settings, configuring your review cycle (Admin only)

Employee Acknowledgements

• Employee Acknowledgements
• Customizing Employee Acknowledgement Content & SLAs

Job architecture

• Job Architecture, viewing your job family groups, families, and profiles as a structure
• Compare Job Profiles, reviewing multiple profiles side by side

Roles and access

• JobNav Permissions, what each of the four roles (Viewer, Editor, Operator, Admin) can do