Assign Employees to Org
Available on: Desktop · Web · Phone
Navigate to Payroll Setups and click on "Assign Employees to Org".
Assign Employees to Org places each employee in the organisation: their unit (from Setup Org Units), their designation (from Setup Designations) and, if needed, their Reporting Authority. The Manager column shows who each employee will report to as you edit — the first person their leave and missed-punch requests go to, unless an approval rule says otherwise.
Who is the manager
the employee's Reporting Authority
one is set, is still working, and is not the employee
the head of the unit the employee is placed in
otherwise
the head of the unit above, and so on up
the unit has no head, its head is the employee, its head has left, or the unit is inactive
nobody — HR decides
none of these is found, for example an employee with no unit and no Reporting Authority
The Manager column shows the name and where it came from, for example ANIL (Head of SALES) or MEENA (Reporting Authority), or (none - HR decides).
Example — Neha is placed in SALES, whose head is Anil, and has no Reporting Authority: her manager is Anil. Ravi in the same unit has his Reporting Authority set to Meena: his manager is Meena. If Meena leaves, Ravi's manager becomes Anil — Meena stays recorded as his Reporting Authority, marked (LEFT), but is no longer used.
The screen
Select Employees or All Working loads the employees.
The grid shows each employee's name, code, branch, department and the designation typed on their employee record (Current Designation), and lets you set:
Unit — (NONE) removes it,
Designation, from the designation list — (NONE) removes it,
Reporting Authority Code — type the employee code of the person they report to; Reporting Authority shows the name. Leave it blank, or type NONE, to remove it. This is the same Reporting Authority as on Setup Employees.
Manager shows the result as you edit.
The bar above the grid ("Set for ticked") sets a unit, a designation or a Reporting Authority for every ticked employee at once. Its lists start with (NO CHANGE) and (NONE); for the Reporting Authority, blank means no change and NONE removes it.
The line under the grid counts the employees, how many are placed in a unit and how many are changed but not saved.
Place employees
Step 1: Load the employees
Press Select Employees to pick some, or All Working for every working employee.
Step 2: Let the screen suggest (optional)
Press Fill Suggestions:
an employee with no unit gets the one active unit that stands for their branch and department — or, if there is none, for their branch alone;
an employee with no designation gets the active listed designation with the same name as the one typed on their record.
Nothing already set is changed. The line under the grid says how many units and designations were filled. Check them before saving.
Step 3: Set or change
Change Unit, Designation or Reporting Authority Code in the grid, one employee at a time; or
tick several employees in Select (or Tick / Untick All), choose what to set in the bar, and press Apply to Ticked. A ticked employee who would end up reporting to themself is skipped; the line under the grid says how many.
Changed rows are marked * after the name.
Step 4: Save
Press Save and confirm. Only the changed rows are saved. The screen closes without asking if changes are not saved, so save first.
Example — All 12 staff of the Delhi store's sales team should sit in SALES as SALES EXECUTIVE. HR loads them, ticks all 12, chooses unit SALES and designation SALES EXECUTIVE in the bar, presses Apply to Ticked, checks that the Manager column shows Anil (Head of SALES) for each, and saves.
Messages you may see
No working employee has the code '…'.
A Reporting Authority code typed in the grid or the bar is wrong, or that employee has left
Enter a working employee's code
An employee cannot report to themself.
The Reporting Authority is the employee
Pick someone else, or leave it blank for the unit head
Choose a unit, a designation or a Reporting Authority to set.
Apply to Ticked with nothing chosen in the bar
Choose something to set
Choose the employees first: Select Employees, or All Working Employees.
Save, Apply to Ticked or Fill Suggestions with no employees loaded
Load the employees
… employee(s) have changes not saved yet. Discard them?
Loading employees again with changes on screen
No goes back so you can Save
Nothing to save.
No row was changed
—
…: unit '…' is inactive. / …: designation '…' is inactive. / …: the unit does not exist. / …: the designation does not exist.
On Save: a changed row uses an inactive or missing unit or designation
Pick an active one
…: the Reporting Authority has left. / …: the Reporting Authority is not an employee. / …: an employee cannot report to themself.
On Save: the Reporting Authority cannot be used
Pick a working employee, or leave it blank
…: the Reporting Authority reports (directly or further up) to …
On Save: two people would report to each other
Pick someone higher up
Modification rights are not available...
Save, Apply to Ticked or Fill Suggestions: your user may only view this menu
Ask for modify rights in User Access
On the web
The same screen is on the web. On a phone, tap Change ticked employees to open the bar that sets the ticked employees.