Manage the employee directory and departments

The HR area keeps one record per employee and groups people into departments. You need HR access to see it; if you are an administrator you already have it.

Open the directory

1. Open HR and choose the Employees & Directory tab.
2. Make sure the Employee Directory view is selected.
3. Search by name, email or title using Search employees by name, email or title.
4. Narrow the list with All Departments and All Statuses (for example Probation, On Leave or Terminated).

The table shows each Employee, Title & Department, Reports To, Employment type and Joined Date.

Edit an employee profile

1. Open an employee and choose Edit Employee Profile.
2. Set their Job Title and Department.
3. Choose Reports to (Manager). The reporting line also drives the org chart and who can approve their leave.
4. Choose an Employment Type: Full Time, Part Time or Contractor, and a Status.
5. Add Emergency Contact Name and Emergency Contact Phone if you keep them.
6. Use HR Internal Notes for confidential notes.
7. Choose Save Changes.

Note: A person cannot be set to report to someone who already reports to them, directly or through others. You will see a message about a circular reporting loop. Choose a different manager.

Create a department

1. In Employees & Directory, switch to Departments & Teams.
2. Choose Create Department.
3. Enter a name, an optional description of the team's mission or focus, a colour, and a Department Lead.
4. Save it.

Department names must be unique; a second department with the same name is refused.

Assign people to a department

1. On the department's card, choose Assign People.
2. Select the members, then choose Save Assignments.

You can also set a person's department from their profile. To rename or recolour a department or change its lead, choose Edit on its card. Delete department removes the department itself.

Tips

• Set a manager for everyone. Leave requests and the org chart rely on the reporting line.
• Keep department names short and stable, because they appear in filters and reports.
• Use Status rather than deleting people who leave, so their history stays.

Common problems

• I cannot see the HR page. Without HR access, you see a simpler "Time Off & Self-Service" page. Ask an administrator for an HR role.
• The department filter is empty. No departments exist yet. Create one first.
• "Department name is required." Enter a name before saving.