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Set up departments and offices

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Departments are how you organise people — with a manager, teams and whoever may edit their shifts. Offices are the physical locations. Both appear on every employee record and in most reports, so it pays to set them up before you add many people. For administrators and editors.

Animated overview: finding both registries, the departments list, adding a department with manager teams and shift editors, the manager cascade confirmation, and offices — steps 1 to 5
The whole flow in one place (loops continuously). Each step below explains one part.

1. Find the two registries

Left menu with Settings expanded, Departments highlighted and Offices right below it
① expand Settings · ② Departments · ③ Offices sits right below.
  1. In the left menu, open the ADM tab. The tabs (ADM / DMS / CRM / ATS) appear only when your company uses more than one module.
  2. Expand Settings. This group holds the company's registries — the lists the rest of the app picks from.
  3. Select Departments or Offices. They are neighbours in the menu because you normally set them up in one sitting.
  4. Set these up before adding a lot of employees. Both are dropdowns on the employee record, and filling them in later means editing every record again.

2. Read and filter the departments list

The departments list: the toolbar with search, the manager and has-teams filters, Excel and Add department, and the list columns
① search · ② the two filters · ③ Add department · ④ the columns tell you what is still missing.
  1. The list shows each department with its Manager, the number of Employees, its Teams, its Shift editors and when it was Created.
  2. Read it as a checklist: Not assigned in the Manager column and — no teams in the Teams column are the gaps worth closing, because a department without a manager means absence requests fall through to the company administrator.
  3. Search matches name, manager or team — so you can find a department by the team inside it, not just by its own name.
  4. Filter by Manager to see one person's departments, or by Has teams to list the ones you have not organised into teams yet.
  5. Press Search to apply and Clear to reset. Excel exports the list you see.
  6. Sort by clicking a column header. The row count under the list says how many departments match and marks the view as (filtered) when a filter is on.

3. Add or edit a department

The add/edit department window: the required name, the manager section with its hint, the shift editors and the teams section
① the name is required · ② the Manager · ③ Shift editors · ④ Teams · ⑤ Save.
  1. Click Add department, or the pencil on a row to change an existing one. The same window opens either way.
  2. Enter the Department name — the only required field. Use the name people actually say out loud; it shows up in employee lists and every report.
  3. Pick the Manager. This is the person who approves absences for the department's employees when they have no approvers of their own, and who confirms their monthly shift plan.
  4. Under Shift editors, add anyone who may edit shifts for this department besides the manager. You can add several people, or leave it empty and come back later.
  5. In Teams, add the teams that belong to this department and remove any you no longer need. When you are creating a department you have to enter its name first — teams attach to a department that exists.
  6. Click Save. Unlike the employee record, this window does not save as you type — nothing is stored until you press Save.

4. Changing the manager affects the whole department

The cascade banner inside the window and the Confirm manager change dialog with the Yes, change for all button
① the banner warns you how many people are affected · ② you confirm once more on save.
  1. Pick a different Manager on an existing department and a banner appears telling you how many employees will get the new manager.
  2. This is deliberate: the manager set here cascades to the department's employees, so one change can rewire approvals for dozens of people at once.
  3. When you press Save, a second dialog — Confirm manager change — asks again and repeats the number. Choose Yes, change for all only if that is what you intend.
  4. If you only meant to change the manager for one person, cancel here and set their manager on their own employee record instead.
  5. Note the difference: on a new department the manager is simply assigned to employees as they are moved in — there is nothing to cascade yet.

5. Offices — the same pattern, fewer fields

The offices list on the left and the add/edit office window on the right, with the name and the shift editors
① the list · ② Add office · ③ the name is required · ④ shift editors are optional.
  1. Open Offices. The list shows each office with its number of Employees, its Shift editors and the created date.
  2. Search by name, or filter by Has shift editors to find offices nobody can plan shifts for yet.
  3. Click Add office and enter the Office name — the only required field. Include the place, for example Sarajevo — Headquarters, since the name appears in employee lists and reports where the context is not obvious.
  4. Under Can edit shifts for this office, add the people who may plan shifts there. Several are allowed and the field may stay empty.
  5. Click Save. An office has no manager and no teams — that structure lives on the department, not the location.
  6. Use both together: a person works in an office and belongs to a department. Someone can move office without changing department, and the other way round.
Both screens save only when you click Save. Deleting a registry entry that employees still use is refused — reassign those people first. The link back to the classic view exists for the transition period and is not needed for normal work.

Related: Fill in and change an employee's basic data · The employee list · Shift configurations.