Knowledge Base

Departments & positions

This is where you maintain the two master records your company's organisation is built from: departments (e.g. Marketing, Development, HR) and positions (e.g. Core Backend Lead, Customer Success Manager). Both then appear as pick lists everywhere an employee is placed — in the employee profile, in filters, in the org chart and in reports.

Rebuilt excerpt of the view: /hr/organisation

What can I do here?

The page has two tabs:

  • Departments — every department with its description, head and employee count. Create, edit and remove.
  • Positions — every position with its department, level and employee count. Create and edit.

The search box filters whichever tab is open; for positions it also searches the department name. The tab and the search term are stored in the page address — a shared or bookmarked link reopens the same view.

Step by step

Create a department

  1. Open the Departments tab and click Add department in the top right.
  2. Enter a name (required) and optionally a description.
  3. Optionally pick a head from the employee list.
  4. Save. The department is immediately available in every pick list.

Create a position

  1. Open the Positions tab and click Add position.
  2. Enter a title (required).
  3. Optionally pick the department the position belongs to. Positions without a department are allowed — a managing director sitting above the departments, for instance.
  4. Optionally add a level (free text, e.g. "Lead", "Senior") and a description.
  5. Save.

Order when setting things up

Create the departments first, then the positions — that way you can assign each position to its department right away instead of editing it later.

Fields explained

Department

Field Meaning Notes/effect
Name Display name of the department Required; appears in every pick list
Description Free text to distinguish it Optional
Head Employee leading the department Optional; shown in the list and the org chart
Employees (column) Number of assigned employees Display only

Position

Field Meaning Notes/effect
Title Name of the position Required
Department The department it belongs to Optional — positions without a department are allowed
Level Free text for the hierarchy step Optional, e.g. "Lead", "Senior", "Junior"
Description Description of the role Optional
Employees (column) Number of employees in this position Display only

Frequently asked questions

What happens to the employees if I remove a department?
The employees are kept in full but lose their department assignment. Assign the affected employees to another department afterwards.

Why can I not delete positions?
Positions can currently only be created and edited. If a position is no longer needed, rename it or leave it unstaffed — it clutters the pick lists but has no further effect.

Can the same position exist in several departments?
Yes, simply create it several times — once per department. The name may repeat; the entries are told apart by their department.

Does a position need a department?
No. Leave the field empty if the position sits across the organisation (managing director, executive assistant).

  • Employees — set department and position on an individual employee
  • Org chart — the organisation shown graphically
  • Teams — cross-department working groups
  • Locations (HR) - the physical places of work