Departments & Members

How departments work

Departments define your org structure and each one's head. That head is what drives approval routing — leave, expense, mileage and overtime requests go to the department head first, then to HR. Keeping heads current is what keeps approvals flowing to the right people.

Creating a department

1. Go to HCM → Departments and click New Department.
2. Enter the name. Capitalisation does not matter for uniqueness — VOIP and VoIP are treated as the same department, so you cannot accidentally create two. The casing you type is what gets displayed.
3. Optionally pick a parent department to nest it under an existing one, building a hierarchy.
4. Pick the department head from the employee picker. This is the person approvals route to.
5. Save.

Managing members

Click the member count on any department, or Manage members, to open its roster:

• Add members — search your employees, tick everyone you want, then add them in one go. The search matches on name, job title or their current department. You do not need to have set a department on their employee record first — everyone is listed, whether they have a department or not.
• Remove — take someone out of the department. Their employee record is otherwise untouched.

An employee belongs to exactly one department — that is what routes their approvals. So adding someone who is already in another department moves them, and the picker tells you which department each person is coming from before you commit.

It updates their profile too

Assigning a department here writes it straight onto the employee record and onto their platform login, so HCM → Employees, their user profile and the org chart never disagree. It works the same way round: setting a department on the employee record — including the bulk Assign Department action on HCM → Employees — files them under that department here, creating it if it does not exist yet.

A key icon next to a name means that person has no platform login. They are still a member of the department, but with no login there is nothing for a document security group to grant access to.

Who can manage departments

Creating, editing and deleting departments, and adding or removing members, requires an HR Manager, HR Admin, Admin or Super Admin role. Everyone else sees the structure read-only.

Deleting a department

Deleting a department detaches its members and re-parents its child departments to the top level — it never deletes an employee record. Anyone who was in it ends up with no department, so they will route approvals to HR until you file them somewhere else. Re-assign the people first if their approval chain matters.

Tip: If someone's leave request is going to the wrong approver, check their department membership and the department head before looking anywhere else. That pair is what decides routing.