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How do I organize my employees into departments and job titles, and link each employee to theirs?

اقرأه بالعربيّة

What you will do

You organize your employees into departments, such as "Engineering" and "Procurement". You add each department's job titles, such as "Civil Engineer" and "Procurement Officer". Then you link each employee to a department and a job title, so you can find the employees of any department in All Employees.

Before you start

  • Departments and job titles are optional. You can add an employee without them and link them later.
  • Every job title belongs to a department. Add the department first, then its job titles.
  • A department or job title has one name. It shows exactly as you type it, in the Arabic and the English interface alike.

Steps

Add a department

  1. Open Human Resources in the side menu, then All Departments.
  2. Click Add Department. A side drawer opens.
  3. Type the Department Name, and a Description if you want.
  4. Click Save Data. "Department saved successfully" appears, and the department shows in the list.

Add a job title

  1. From Human Resources, open All Job Titles, then click Add Job Title.
  2. Type the Job Title Name, and a Description if you want.
  3. Choose the Department. If it is not there, choose "+ Add New Department" at the end of the list, type the Name, then click "Add and use". The department is added and selected.
  4. Click Save Data. "Job title saved successfully" appears.

Link an employee to a department and a job title

  1. In All Employees, click Edit on the employee's row. Or click Add Employee for a new employee.
  2. Open Employment.
  3. Choose the Department, then the Job Title.
  4. Save. "Employee updated successfully" appears.

The Job Title list shows all job titles, not only those of the department you chose. So pick a job title from the same department.

To add a department or a job title without leaving the form, choose "+ Add New Department" or "+ Add New Job Title" at the end of the list. Type the name, then click Save. "Added and selected" appears. A job title added this way belongs to the department selected in the form. So choose the department first, or the job title is added without a department.

See the employees of a department

In All Employees:

  • Choose the department from All departments, or the job title from All job titles.
  • Or choose the Grouped by department view: each department shows with its employees and their count.
  • Each employee's department and job title show in the Department / Job column.

Rename a department or a job title

  1. In All Departments or All Job Titles, click Edit on the row.
  2. Change the name or the description, and for a job title the Department too.
  3. Click Modify Data. The new name shows on every employee linked to it.

Delete a department or a job title

  1. Tick the box next to the row, or next to several rows.
  2. Click Delete selected, then Yes, Delete. "The items have been deleted successfully" appears.

The system does not stop you from deleting a department that still has employees or job titles, and it does not warn you. After the deletion, its name still shows on its employees and job titles, but it disappears from All departments and from the Department list in the employee form. So before you delete a department:

  1. Show its employees from All departments, and move each employee to another department.
  2. In All Job Titles, move its job titles to another department with Edit.

What changes after you save

  • After a rename: the new name shows on every employee and job title linked to it, so you do not need to edit them.
  • After a deletion: a department or job title cannot be restored from the screen. If you need it, add it again and link its employees to it.

Permission you need

You are the account owner, so you have every permission. If you want an employee to do this for you, give their permission level:

  • View Departments, Add Departments, Edit Departments and Delete Departments.
  • View Job Titles, Add Job Titles, Edit Job Titles and Delete Job Titles.

If you can't find the button or saving is refused

  • "Department name is required": type the Department Name before saving.
  • "Please select a department": a job title needs a department. Choose one, or add it with "+ Add New Department".
  • Delete selected does nothing: tick one or more rows first.
  • A job title without a department in All Job Titles: it was added from the employee form before a department was chosen. Click Edit on it and choose its department.
  • An employee whose department is missing from All departments: their department was deleted. Choose the Grouped by department view to find them, then give them another department.

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