Departments

Departments help you organize employees into functional groups within your organization. This guide covers department creation, hierarchy management, and employee assignment.

Department Overview

Navigate to Organization > Departments from the sidebar to view your organizational structure.

Department List View

The department list displays:

• Department Name: Name of the department
• Department Code: Short code identifier
• Parent Department: For sub-departments, shows the parent
• Status: Active or Inactive

Creating Departments

Add a New Department

1. Navigate to Organization > Departments and click Add New
2. Fill in the department details
3. Click Save

Department Fields

Field	Description	Required
Department Name	Unique name for the department	Yes
Department Code	Short code identifier (e.g., HR, IT, FIN)	Yes
Parent Department	For sub-departments, select the parent	No
Notes	Additional notes about the department	No

New departments are created with Active status by default.

Example Departments

Common departments in an organization:

Department	Code	Description
Human Resources	HR	Employee management and welfare
Information Technology	IT	Technology and systems
Finance	FIN	Accounting and financial operations
Sales	SALES	Sales and revenue generation
Marketing	MKT	Brand and marketing activities
Operations	OPS	Day-to-day operations
Administration	ADMIN	Administrative functions

Designations (Positions)

Designations define job titles and positions within departments.

Viewing Designations

Navigate to Organization > Designations from the sidebar to manage positions.

Creating Designations

1. Click Add New Designation
2. Enter the designation details
3. Save

Designation Fields

Field	Description	Required
Designation Name	Job title (e.g., Software Engineer)	Yes
Code	Short identifier	No
Department	Associated department	No
Notes	Role description	No
Level	Hierarchical level	No
Parent Designation	Parent designation for hierarchy	No

Example Designations

Designation	Typical Department
CEO	Executive
HR Manager	Human Resources
Software Developer	IT
Accountant	Finance
Sales Executive	Sales
Marketing Coordinator	Marketing

Best Practice

Create designations that align with your actual organizational chart. Avoid overly specific titles that may become outdated.

Department Hierarchy

Building a Hierarchy

Create parent-child relationships between departments:

1. Create the parent department first (e.g., "Engineering")
2. Create sub-departments with the parent selected (e.g., "Frontend Team", "Backend Team")

Example Hierarchy

Company
├── Executive
├── Human Resources
│   ├── Recruitment
│   └── Employee Relations
├── Engineering
│   ├── Frontend Development
│   ├── Backend Development
│   └── Quality Assurance
├── Finance
│   ├── Accounts Payable
│   └── Accounts Receivable
└── Sales
    ├── Inside Sales
    └── Field Sales

Viewing the Hierarchy

Navigate to Organization > Hierarchy from the sidebar for a visual representation of your organizational structure.

Assigning Employees to Departments

Employees are assigned to departments indirectly through Teams and Designations during employee creation or editing.

During Employee Creation

1. When creating a new employee, select the Team and Designation
2. The team and designation link the employee to the department structure

Changing Employee's Assignment

1. Navigate to the employee's profile
2. Click Edit
3. Change the Team or Designation field
4. Save changes

Managing Inactive Departments

Deactivating a Department

When a department is no longer needed:

1. Open the department and click Toggle Status
2. The department will switch between Active and Inactive

What Happens to Inactive Departments

• No longer appears in dropdown selections for new assignments
• Existing records reference is preserved
• Can be reactivated by toggling status again
• Historical reports still show the department

Before Deactivating

Always reassign employees before deactivating a department.

Best Practices

Naming Conventions

• Use clear, descriptive names
• Be consistent with formatting
• Use the department code field for abbreviations

Structure Tips

• Keep hierarchy depth reasonable (3-4 levels max)
• Create departments that reflect actual work organization
• Review and update structure periodically

Maintenance

• Regularly audit employee assignments
• Archive inactive departments instead of deleting

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Next: Learn about Shifts to manage work schedules.