Setup Org Units
Available on: Desktop · Web · Phone
Navigate to Payroll Setups and click on "Setup Org Units".
Setup Org Units builds the organisation as a tree: the company at the top, then regions, branches, departments and teams. Each unit can have a head. For an employee placed in a unit, the tree decides who their manager is when they have no working Reporting Authority — see Assign Employees to Org.
The screen
Left: the tree. Each unit with its type, its head and how many employees are placed in it; an inactive unit is grey and marked (INACTIVE), a new one (not saved). Tick Show Employees to list the working employees placed in each unit, with their designation and the head marked [HEAD]. The tree opens fully on every refresh; Expand All re-opens any part you closed. Clicking a unit (or an employee) selects its unit's line on the right.
Right: the units, one line each, which you edit.
Unit Name
The unit's name, in capitals. Two units under the same unit cannot share a name.
Unit Above
The unit it sits under; (TOP) for the top of the tree. A unit cannot be put under itself or under a unit below it.
Type
COMPANY, REGION / ZONE, BRANCH, DEPARTMENT or TEAM / SECTION. A new line starts as DEPARTMENT.
Branch, Department
The unit's branch and department; (FROM UNIT ABOVE) takes them from the unit above. They are used by Fill Suggestions on Assign Employees to Org, to place employees by their branch and department.
Head Name, Head Code
The unit's head — a working employee. Optional. Head Code fills itself.
Order
Its place among the units under the same unit (−999 to 999); equal orders are sorted by name.
Inactive
Yes for a unit no longer used. Its head is skipped when finding a manager, and it is not offered on Assign Employees to Org.
Remarks
An optional note.
Employees
Filled in by the screen: how many employees are placed in the unit, including any who have left. Refreshed after Save.
Build the tree
Step 1: The top unit
On the blank last line, type the company as Unit Name, choose Type COMPANY, and leave Unit Above as (TOP).
Step 2: The units below
Click a unit in the tree or the grid, then press Add Below Selected: a new line starts under that unit, with the next type down already chosen.
Type its Unit Name, check its Type, and set Branch and Department where they differ from the unit above.
Step 3: The heads
In Head Name, start typing the head's name: the employee search list opens. Pick the employee, and Head Code fills itself. Only a working employee is accepted.
To remove a head, stand on Head Name and press Delete.
Step 4: Save
Press Save and confirm. The screen closes without asking if changes are not saved, so save first.
Example — A retailer builds this tree:
ACME RETAIL (COMPANY, head: the managing director)
NORTH (REGION / ZONE, head: the regional manager)
DELHI STORE (BRANCH, branch Delhi, head: the store manager)
SALES (DEPARTMENT, department Sales, branch from the unit above = Delhi, head: Anil)
A salesperson placed in SALES with no Reporting Authority reports to Anil. Anil, if he is placed in SALES himself with no Reporting Authority, reports to the store manager: SALES is skipped because he heads it.
Changing and deleting
Moving a unit: change its Unit Above.
Delete a line (F8) and answer Yes to Confirm Deletion; it goes when you Save.
A unit with units below it, or with employees placed in it (including employees who have left), cannot be deleted. Move them first, or tick Inactive.
Messages you may see
Enter the unit name
The line has no name
Type the name
There is already a unit '…' under the same unit.
Two units with one name under one parent
Rename one
'…' is not a working employee.
The employee picked as head has left or is deleted
Pick a working employee
'…' has units below it. Move or delete them first.
Deleting a unit that has units under it
Move or delete those units, or tick Inactive
Employees are placed in '…'. Move them (Assign Employees to Org) or mark the unit Inactive.
Deleting a unit with employees
Move them, or tick Inactive
Select the unit to add below first (click it in the tree or the grid).
Add Below Selected with no unit selected
Click a unit first
The head of '…' has left. / The head of '…' is not an employee.
On Save: a new or changed head is no longer working
Pick another head
A unit that still has units below it cannot be deleted (…). / Employees are placed in '…' - move them before deleting it.
On Save: someone changed the units or placements after you opened the screen
Move them first
Modification rights are not available...
On Save: 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 (and narrow tablets), a switch shows the Tree or the Units, one at a time.