Departments

Departments group employees into teams or business areas. Use parent departments when one team belongs within another.

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

Demo screenshots may show broader access than your account.

Open the department list

From your workspace navigation, open Organization → Departments. On a phone, open the full navigation first if Organization is not visible.

The list shows the department name, code, parent, status, and creation date. Top level means the department has no parent. Use Search departments… to find a record. The Sort control and column menus help you change the order. Use the bottom navigation controls when the results span more than one page.

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.

If a search shows no matches, clear the search before assuming a department is missing. If active filter chips are shown, remove the relevant chip or use Reset. An empty list is different from a request that failed to load; follow any loading-error guidance before creating another record.

Create a department

You need access to manage organization records. If Add department is unavailable, ask your administrator to review your access.

Open the form
Select Add department. On a small screen, this may appear as a plus button.
Name the department
Enter Name. Use a recognizable team or business-area name. FinTrax generates a unique Code from the name; you do not type the code yourself.
Choose where it belongs
Leave Parent department empty for a top-level department. To create a child department, select its active parent.
Add context and save
Optionally enter a Description of what the team does, then select Add department once. Wait for the form to close and check the new record in the list.

Add department form with Name, generated Code, Parent department and Description — Create the department first. Its manager can be selected later when editing.

The name can contain up to 200 characters and the description up to 1,000. The generated code becomes fixed once the department is created. A new department starts active.

Arrange the department hierarchy

Create the parent department first, then select it in the child's Parent department field. For example, a Customer Support team could sit under an Operations department. Use the relationships that fit your organization rather than copying the example names.

Customer Support department form with Operations selected as its parent — The names are examples. Choose the parent that matches your own organization.

To move an existing department, edit it, choose a different parent or clear the parent for a top-level department, then save. An active department needs an active parent. A department cannot be its own parent or be placed under one of its descendants.

Edit details or select a manager

Open the correct department
Select the department row, or open its actions menu and choose Edit. If you only have viewing access, the details open without editable controls.
Review the fields
Update the name, description, or parent as needed. The code is read-only. Department manager is available when editing an existing department, not when first creating it.
Select the department manager if needed
Choose the employee who leads this department. If you cannot choose employees, ask your administrator to review your employee-directory access; other department changes can preserve the current manager.
Save and check
Select Save changes once. After a successful save, check the list or reopen the record to confirm your change. If saving fails, read the message and keep the form open while you decide how to proceed.

Edit department form showing the separate Parent department and Department manager fields — A parent department groups teams; a department manager identifies the person who leads a department.

Deactivate or reactivate a department

Open the actions menu at the end of the row and choose Deactivate or Activate, depending on the current status. Wait for the request to finish and check the Status column before taking another action.

Department row menu with Edit, Deactivate and Delete actions — Open the actions menu at the end of a department row. Your available actions depend on your access.

Inactive department row with Activate available in its actions menu — Choose Activate to make an inactive department available again, subject to its parent department being active.

A department cannot be deactivated while it has active child departments or active linked positions. Work from the lowest level upwards: review or move the affected records first. Reactivating a department requires its parent, if any, to be active.

Before changing status, review employee assignments too. Deactivating a department is not a way to transfer employees or end their employment.

Delete a department carefully

Use Delete from the department's actions menu only when the record should be removed from the lists. Read the confirmation and check the name before confirming; choose Cancel to keep it.

A department cannot be deleted while any child department or position references it, including inactive records. Reassign or remove those links first. Review employee assignments separately. Do not assume that deletion can be undone from this screen.

Troubleshooting

Problem	What to check
You cannot see Add department or Edit	Ask your administrator for access to manage organization records.
The parent you need is unavailable	Confirm it exists and is active. You cannot choose the department itself or a descendant.
You cannot choose a department manager	The manager must have an employee record, and your account needs access to look up employees.
Deactivation is rejected	Review active child departments and active linked positions.
Deletion is rejected	Review all linked departments and positions, including inactive ones.
A save fails	Read the message, retain your intended values, and check the saved record before retrying. Contact your administrator if the error continues.

Continue with Positions to define the jobs people hold.