1) The Organisation Structure
2) Location of the Organisation Structure
3) Rename groups
4) Add a sub-group (child) to the Organisation Structure
5) Add users to groups
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1) The Organisation Structure: Sites, Areas & Roles
The Organisation Structure in Easy Employer (EE) is considered the backbone of the system. The organisation structure is based on a hierarchy, it holds all the sites, areas and roles within your organisation. Users can be assigned to any level of the organisation structure. Permissions can be applied that provide a level of authority for the desired section down in the hierarchy (e.g. one site).
The Organisation Structure affects the other areas in EE. As an example, if a user isn't assigned to the correct role in the Organisation Structure then that user will not appear in the expected areas on the roster. Understanding how the Organisation Structure works is critical for anyone that needs to use EE at a senior level.
i) Explanation of terms
- Payroll entity - where payroll happens, e.g. an MYOB file.
- Site - a physical site or location.
- Area - an area within a site.
- Role - the roles performed within the area.
- Container - a way of grouping sites, areas or roles.
2) Location of the Organisation Structure
- Click Organisation.
- Click Organisation structure.
- The Organisation structure page is displayed.
In the above structure:- Site corresponds to the name of the organisation's offices.
- Area is analogous with the organisation's departments.
- Each area displays the roles pertinent to each particular department.
3) Rename groups
- Click Organisation.
- Click Organisation structure.
- Click on the Group you like to rename (for this example, Payroll Entity has been selected).
- The group's Details are displayed.
- Click Edit to change the Group name (and to add a description or external reference).
4) Add a sub-group (child) to the Organisation Structure
- Open the Organisation Structure.
- Hover the mouse cursor over the group you would like to add a child to.
- Click 'Add Child' (
) next to the group name.
- Depending upon the level of the group (Payroll Entity, Site, Area) the following window will be different:
- Select the appropriate Type, input a name, enter the correct location details (for sites), and click either Create, or Create & edit.
- By pressing Create & edit, you will automatically be directed to the Settings of the group or sub-group that you just created.
- By pressing Create, your new sub-group (child) will appear at the bottom of the list of sub-groups (children) for that group.
- The order of these sub-groups can be changed by pressing:
- 'Move up one position' (
).
- 'Move down one position' (
).
- 'Move to the top' (
).
- 'Move to the bottom' (
).
- 'Move under another group' (
).
A window displays with a drop-down list of options for moving the group:
- 'Move up one position' (
- A group or sub-group can be deleted by pressing 'Delete' (
).
A popup window displays to confirm the action (delete group and its sub groups). - Deleted groups will remain until the current timesheet/roster period ends.
NOTE: When deleting sections of the organisation structure it is important to note that these sections will not be available for future roster and timesheet periods. The data that has been historically recorded against the deleted sections will still appear in past reporting periods. Only the future periods will be affected by deleting sections of the organisation structure.
5) Add users to groups
- Click Organisation.
- Click Organisation structure.
- Click the group you want to add user(s) to (for this example, Sales has been selected).
- Click Users on the sidebar.
- Click Add User(s) to Group.
- Tick the checkbox for the user(s) you want to add to the sub-group.
- Click Add.
The selected user(s) are added to the group.
The search bar at the top can be used to check if a user is already in the group (useful when groups have a long list of users).