Organization setup

Start with a clear structure: the teams in your organization, the jobs people hold, and who reports to whom. This makes employee records easier to organize and keeps reporting relationships meaningful.

Access needed

Access depends on your assigned permissions and workflow scope.

View departments and positions: organization.read
Role and permission labels
Typical responsibility: Employee or authorized reader. Role names alone do not grant access.
Read organization settings and structure
Add, edit, activate or deactivate structure records: organization.manage
Organization positions are job titles, not account access roles.
Role and permission labels
Typical responsibility: HR or administrator. Role names alone do not grant access.
Manage departments and positions
Add, edit, delete or copy holidays; change the work calendar: organization.settings.manage
Copying also reads the holiday list and needs organization.read. Paid/unpaid treatment is not a holiday field.
Role and permission labels
Typical responsibility: Workspace administrator. Role names alone do not grant access.
Manage workspace settings, calendar and holidays

Demo screenshots may show broader access than your account.

Before you start

Sign in to your own workspace and check that it is the correct organization.
Agree on department names, any parent departments, and the positions you need.
Ask your administrator for permission to manage organization records if you need to add or change them. Viewing a list does not automatically give you permission to edit it.
Have employee records ready before assigning department managers or setting employee reporting lines.

Understand the building blocks

Item	What it means	Example
Department	A team or business area.	Operations or Customer Support.
Parent department	The department that a smaller department belongs to.	Customer Support sits under Operations.
Position	A job that an employee can hold, optionally linked to a department.	Support Specialist.
Department manager	The person who leads a department.	An employee selected when editing the department.
Employee manager	The person an employee reports to.	The Manager selected on that employee's employment details.

A position is not an access-control role. Creating a position called “HR Manager”, for example, does not give anyone permission to manage records.

Department list showing names, generated codes, parent departments and statuses — The Parent column shows how departments fit together. A department without a parent is shown as Top level.

Set up in this order

Create the top-level departments
Open Organization → Departments and add the departments that sit at the top of your structure. Leave their parent empty.
Add any child departments
Create smaller teams and select the relevant parent department. Check the Parent column afterwards to confirm the relationship.
Create the positions you need
Open Organization → Positions and add the jobs your employees hold. Link each position to the appropriate active department, or leave it unassigned when appropriate.
Assign employees and managers
Use employee employment details to assign each person's department, position, and Manager. You can separately edit a department to select its Department manager.
Review the reporting chart
Open Organization → Org Chart to inspect the reporting relationships your account can view. Department hierarchy alone does not create employee reporting lines.

Choose a guide

Departments

Create departments, arrange the hierarchy, and manage their status.

Read guide

Positions

Create job positions and link them to the right departments.

Read guide

Reporting structure

Understand managers and explore your permitted organization chart.

Read guide

Organization settings

Review shared defaults, effective working weeks and policy effects.

Read guide

Organization Activity log

Trace department and position changes and compare recorded values.

Read guide

Check your work

Before moving on to employee setup, confirm that:

Each department is at the correct level in the hierarchy.
Positions use clear job titles and are linked to the intended departments.
Department and position records you want to use are active.
Employee managers reflect actual reporting relationships, rather than being inferred from department names.

What this guide covers

These guides cover departments, positions, and reporting structure. Organization settings, work calendars, and public holidays will have their own guides. If you need to change those now, coordinate with the person responsible for your workspace configuration.