What are Organisations ?
The Organisations sub-module is used to display and manage your company's Organisational Chart. An Organisation is an umbrella term for the different departments and teams you may have within your company's organisation chart. Different levels of Organisations are often known as Divisions, Departments, Sections, Teams in Different Locations or Stores etc. Employees within an organisation are considered to be team members.
There are 4 Components of your Organisation Chart to keep in mind, all of which can be likened to the process of building a house:
Structure - You must build the structure of your house, and decide how many floors (levels) it will have. This must be built before moving to the next step.
Organisations - Think of each organisation as a room in your house. They are meant to separate the functions of your employees. Imagine each bedroom having a theme.
Positions - Positions can be considered the beds that exist in each room. Each person must have a bed to sleep in. You will not be able to move a person in this room if they do not have a bed available.
Employees - These are the people who will be moving into your 'House'. Ensure everything has been built properly before trying to move them in.
How to Set Up Organisations?
There are 2 ways to Set Up your Organisations:
- Import Organisations in Bulk. Read : How to Import Organisations in Bulk
- Manually Set Up Organisations. Explained in this article.
4. Fill In the Details of the Organisation
5. Click on Confirm to save the organisation
Details to Fill in when Creating Organisation
1. Organisation Name - Give a name to this division, department, section or team (ie: HR Division, Finance Department, Central Asia Region)
2. Availability Date - Provide the date that this organisation was created (ie: The date the company was established, or the date a department was created if it is new)
3. Under Advanced Settings, double check the Organisation Parent Group - This is the organisation directly above the one you are currently creating. (ie: If you are creating a new Level 1 Organisation, the parent organisation will be your Company Name)
4. Select the Organisation Location - this is the office that this organisation belongs to (Which you have set up in Company > Offices)
Note: This will include this organisation into any Office/Location-based eligibility or entitlement settings you might have set up for other modules, as well as apply the respectively office-set public holidays and work days to this organisation)
5. Enter the Cost Center & Cost Center Description- this is optional, as a means for your finance department to identify the cost centre for any expenses by employees that belong to this organisation.
6. Choose your Organisation Status - If you have employees who are External Agents (They are not included in your payroll, ie: Travel Booking Agents), Tick External Agent to make this organisation a place for them to be parked. Employees in an External Agent Organisation will not be included in your altHR company headcount, and not be included in your altHR Payroll module.
7. Create the Organisation Manager position by filling in the Business Title (ie: Head of Finance, Chief of Human Resources, Store Manager etc)
8. Select the Contract type, Job Group and Job Grade (that you have set up in Company > Job Bands), Time Type, Shift type & Location (which you have set up in Company > Offices)
9. Enter Job Description - this is optional
10. Include Attachments if applicable.
11. Click Confirm to save this Organisation.
You have now Created an Organisation and created it's first Vacant Position (Organisation Manager). An employee can now be hired to fill this Position. Before other employees can be added to this organisation, other Vacant Positions must be created.
Read how to create and manage positions in this article: What are Positions?
Read how to manage Organisations in this article :How to Manage Organisations