Departments

In this section, we will go through the setting of “Departments.”

Most companies have an organisational structure where departments define an employee's affiliation and the company's general organisation. "Department" is a mandatory system field, meaning you must assign your employees to one or more departments when adding them.

For this reason, Departments are a fundamental setting that has to be in place before going any further.

See below how to find Departments:

We have created some departments on your HR-ON Staff account for your inspiration. You must decide whether to edit or delete them.

When adding departments, you'll have to fill out the information you deem necessary. You can also create fields yourself, called custom department fields, which we elaborate on in a later section of this guide.

To achieve the closest resemblance to your current structure, it is essential to consider the departments' affiliation with one another and which departments are parent departments to others. You do this by selecting the department in the 'Parent Department' field, as shown in the screenshot below:

You can get a different overview by clicking on the icon shown below. This overview provides a better opportunity to visualise your central department and sub-departments and access quick editing of information for each department.

You can also view the organizational chart via the employee overview. To do so, click on the icon to the left of the 'Add Employee' button, as shown in the image below.

Department Types are a good addition if you want to add colour to your organisational chart. By choosing a specific colour for a department type, you can easily visualise department relationships and affiliations.

You do this by clicking on the tab Department Types. Then, click on the three dots in the right column next to the department you want to edit. Next, select Edit department type, choose the colour you prefer, click Save, and close.

Then, you can go to the tab Departments and add a department type by clicking on the three dots to the right of the Department and choosing Edit Department.

Now you can see several fields where you can add the type in the Department Type field > Then click Save and close.

You can also create a new department type. You do this by clicking on Add new department type.

Next, you need to give the type a name and select a colour by clicking on the colour below the heading Colour:

As the image above shows, entering specific colour codes and clicking within the colour area to choose a colour is possible.

Finish by clicking on Save and Close.

Now, you can assign the relevant departments the type you just created. You can read more about this in the “Department Types and How to Change the Colour of a Department Type.”

It is also possible to create your department fields. For example, you could add a country to a department. To do this, you need to click on the Create field:

Next, a range of options for different field types appears:

Select a field type and then click Next > Fill in the following (see an explanation of what the fields mean below the image).

Click on Save and close to save the new custom department field.

As you probably know from other places on the platform, you can filter your departments in the department overview to get a good overview.

Click on Columns and check the boxes next to the headers by which you want to filter. You can choose between fields generated by the system, just as you can find your custom department fields (read more about this in the section above).

Once you select the columns you want to filter by, click Apply. Then, you can filter by the specified headers. You do this by clicking on the column header and then clicking on the option you want to filter by. This is possible if a funnel icon is displayed, as shown in the example below, where the department’s Administration and Management are selected.

Alternatively, you can click on the header to sort alphabetically. This is possible if there is no icon, but the icon becomes visible when you click on the column header (a downward or upward arrow is displayed), as shown next to City in the example in the image below:

Now, we have completed the Department setting. This is essential to your platform since you must fill in department information whenever you add a new employee.

By now, you should have created your departments and a structure that reflects your company's setup. It is always possible to edit and add departments later.