Departments and structures [New Admin Area]

Related module:

In this article:

• Set up departments and structures
• Set up departments
  • Create 'parent' departments
  • Create sub-levels
  • Delete a department
• Set up structures
  • Create 'parent' structures
  • Create sub-levels
  • Delete a structure
• Event log

Set up departments and structures

Access: Admin Area > Départements et structures

Set up departments

Access: Admin Area > Départements et structures > Départements tab

A department corresponds to a logical grouping of employees within a company. It is commonly used to organize employees around one or more trades or functions.

Create 'parent' departments

The hierarchical tree structure allows departments to be organized as parents/children across multiple levels, accurately reflecting the actual organization of the company.

The 'parent' departments are the first levels of your organization. You can then create as many levels and sub-levels as you wish.

• Click
• Enter the name of your department
• By clicking , you access the department settings

• In the Administratif section, enter a department code: this code will be used in particular for data exports and imports. It must be unique. Generally, the name given to the department is used unless two departments have the same name!
• Then enter the various optional fields:
  • company code,
  • Siret number,
  • NIF code,
  • establishment code,
  • transfer journal code,
  • bank accounting code,
  • address.
• In the Financier section, enter the account holder as well as the bank details of each department, if they differ from those of the company. This information will notably be included in the SEPA transfer file with the Expense Reports module
• In the Informations supplémentaires section, enter a comment if needed (optional).
• Then, click
• Returning to the line of the department concerned, select the department manager if there is one from the drop-down menu. This information is optional but can be very useful for setting up your approval workflows. A manager can manage multiple departments.
• You can also assign employees attached to this department here. The assignment can be made from the Départements tab or from the employee record.

Create sub-levels

Once your main departments (or parent departments) are created, you can add different sub-levels.

• Click to the right of the department name
• Enter the various fields as before

Note: It is not possible to move a sub-level from one parent to another.

Delete a department

To delete a department:

• Click to the right of the line of the department you want to delete
• The following message is displayed:

  

• After reading the warning message and confirming, click 'Supprimer'

Deleting a department does not delete employees, but removes their assignment.

When deleting a department, it is important to attach the employees of this department to their new department.

Set up structures

Access: Admin Area > Départements et structures > Structures tab

A structure corresponds to a logical grouping of employees within a company, generally representing a physical establishment or a legal entity.

Create 'parent' structures

The hierarchical tree structure allows structures to be organized as parents/children across multiple levels, accurately reflecting the actual organization of the company.

The 'parent' structures are the first levels of your organization. You can then create as many levels and sub-levels as you wish.

• Click
• Enter the name of your structure
• By clicking , you access the structure settings

• In the Administratif section, enter a structure code: this code will be used in particular for data exports and imports. It must be unique. Generally, the name given to the structure is used unless two structures have the same name!
• Then enter the various optional fields:
  • company code,
  • Siret number,
  • NIF code,
  • establishment code,
  • transfer journal code,
  • bank accounting code,
  • address.
• In the Financier section, enter the account holder as well as the bank details of each structure, if they differ from those of the company. This information will notably be included in the SEPA transfer file with the Expense Reports module.
• In the Informations supplémentaires section, enter a comment if needed (optional).
• Then click
• Returning to the line of the structure concerned, select the structure manager if there is one from the drop-down menu. This information is optional but can be very useful for setting up your approval workflows. A manager can manage multiple structures.
• You can also assign employees attached to this structure here. The assignment can be made from the Structures tab or from the employee record.

Create sub-levels

Once your main structures (or parent structures) are created, you can add different sub-levels.

• Click to the right of the structure name
• Enter the various fields as before

Note: It is not possible to move a sub-level from one parent to another.

Delete a structure

To delete a structure:

• Click to the right of the line of the structure you want to delete
• The following message is displayed:

  

• After reading the warning message and confirming, click 'Supprimer'

Deleting a structure does not delete employees, but removes their assignment.

When deleting a structure, it is important to attach the employees of this structure to their new structure.

Event log

The event log is an exhaustive and automatic history of all changes made to departments and structures.

The tracked information is as follows:

• Date and time of the modification
• User who made the modification
• The origin of the action
• The field concerned and modified with the old and new value

The event log will be useful in case of:

• Incident resolution
• Compliance audit
• Analysis of modifications to identify recurring errors

Keywords: Organization · departments · structures · entity · service · management · hub · premises · site · hierarchy · organization chart · create · edit · level · sub-level · tree structure · event log