Company, departments, positions, sites and sub-companies

Structure is the first thing worth setting up: each new starter needs a department, a position and a worksite, and adding the person won’t create them on the way. It all lives under one entry.

OrganizationStructure

The Structure group has six entries: Company, Sub-companies, Departments, Roles, Worksites and Positions. All of them are on every plan.

Before you start

The administrator can open them, and so can anyone with the permission for each page. This is step 2 of initial setup: do it before you add anyone and you save yourself reassigning records one by one.

Company details

Company is a single page with three sections and one button, Save changes, for all three:

Section	What it stores
Identity	Company name, sector and logo, which shows on the sign-in screen and in emails.
Legal details	Legal name, tax ID, address, Social Security account code (CCC, 11 digits), collective agreement and yearly working hours. They appear on the working-time register.
Preferences	Default language, currency and time zone for new accounts and reports.

The tax ID, legal name and address are the same as in Billing: changing them here changes them there.

Departments

A department doesn’t store its head. The manager is set per person, in the Manager (optional) field when you add them or on their employee record.

Positions

Every title is unique. On the employee record the same field is called Position.

Worksites

The list shows each site’s Active employees and total. Active here means anyone with a current contract, as with seats: someone on leave still counts at their site. Only whoever manages the sites sees these figures; the rest of the staff see the sites without the headcount. In the employee list, the site filter is called Worksite. A worksite doesn’t limit where people clock in from: no clock-in is checked against its location. Nor does it change clock-in times, which follow the company’s time zone.

Roles

Roles is where you create your own roles and pick their permissions; Roles and permissions covers it. Each person gets a role in the Assigned role field when you add them or on the Role and permissions tab of their record.

Sub-companies

If you run several legal entities:

Sub-companies decide who each person sees in the employee list, approvals, reports and, for people who don’t manage employees, the org chart:

Who	Who they see
Person with sub-companies	Anyone who shares at least one with them, plus themselves.
Person without a sub-company	Only other people who don't have one either.
Administrator	The whole company, unless Limit to their subenterprises is checked on their Role and permissions tab.

Two places show the whole company, with or without sub-companies: the colleagues list in Community and the full org chart that the administrator and people managing employees see.

What happens next

Whatever you create shows up as an option in New employee and in the employee list filters. Existing people don’t change on their own: their department, position and worksite are edited on their record.

If something goes wrong

It won’t let me delete a department, position, worksite or sub-company. It has people or other data assigned. Change them on each person’s record and try again.

A position title won’t save. A position with that title already exists. Use another name or edit the existing one.

I gave someone a sub-company and they stopped seeing their colleagues. They now only see people who share a sub-company with them. Assign it to the others too, or remove it.

Clock-ins show a shifted time or day. Clock-ins and the working-time register use the Time zone in Company › Preferences, not the worksite’s. Check that one.

I want a department to have a head. A department doesn’t store one. Set the manager on the record of each person in the team; the org chart is drawn from that.