Organisational Unit Overview
The organisational unit module allows the administrator to complete the overall structure of their company to maximise the efficiency of workflow. The division of labor may be divided into sections and departments representing activities that may include marketing, sales, accounting, information technology, etc. Individuals that are employed within the organisation whether they be full time, part time or contractors are included in these sections or departments.
Units
On the menu, when Units is selected, an organisational chart will display and information regarding each unit will be displayed. The information includes:
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Add a Unit
To add a unit within the organisation, enable editing and then select the cross in the coloured circle in the unit that needs to be added underneath the current unit.
Select Edit view to commence editing
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The Add button enables a unit to be added underneath the current unit |
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Enter the Name of the new unit and include a description of the unit. The description of the unit is optional. Once the Name and Description has been entered, select the Save changes button |
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The new unit will be displayed underneath the unit where the administrator originally selected the Add button. |
Remove a Unit
To remove a unit, select the horizontal line in the coloured circle in the unit that needs to be deleted. Once this button has been activated, the administrator has the option to continue with the deletion or to cancel the deletion.
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The Removal button enables a unit to be deleted. |
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Confirmation whether to proceed with the removal of the current organisation |
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If the administrator removes a unit, all children underneath this unit will also be deleted. |
Edit a Unit
To edit a unit within the organisation, select the cog in the coloured circle in the unit that needs to be edited with additional information.
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The Edit button enables a unit to be edited with additional information. |
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Enter the new details of the unit and then select the Save changes button to accept the changes or Cancel to ignore any edits. |
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If the administrator has not added organisational unit roles and users, these will not be available to be edited until these have been added. |
Add organisational unit roles and users
To add organisational unit roles and users within a unit, select the people button in the coloured circle in the unit that needs to be added with roles and users.
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The People button enables unit roles and users to be added to the current unit. |
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Depending on the unit selected, will determine which role to use and then which users to select. For example, the role of Customer Experience Specialist may be selected within this unit with users being added from the drop down list. Once the role and users have been entered, select the Save changes button. |
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To add or edit roles and users see the section Add a Role or Edit a Role |
Program user progress report
To access the Program user progress report within a unit, select the indicator button in the coloured circle in the unit that needs to be viewed.
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The indicator button enables access to the program user progress report. |
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The program user progress report will be displayed |
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To expand all units, either refresh the page on the browser currently being used or select another menu item from the Main Menu and then select back onto Units. |
Unit Roles
Unit roles allow the administrator to set roles for their units. Some common roles for units are displayed in the following table.
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Unit |
Role |
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Finance |
Chief financial officer, Accountant |
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Payroll |
Payroll officer |
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Information Technology |
Manager, IT Technician |
Next to each role, there is a column that will display the number of users displayed for this role and Action buttons that include: Edi and Delete.
Add a Role
To add a new role within the organisation, select the + Add role button in the top right hand corner in the Roles heading.
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Enter the Name of the new role and include a description of the role. The description of the role is optional. Once the Name and Description has been entered, select the Save button |
Edit a Role
To edit a role within the organisation, select the Edit button that appears to the right of the role that requires editing.
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Edit button |
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Enter the new details of the role in the Name and Description field and then select the Save button to accept the changes or Cancel to ignore any edits. |
Delete a Role
To delete a role within the organisation, select the Delete button that appears to the right of the role that requires deleting.
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Delete button |
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Confirmation whether to proceed with the deletion of the current organisation |
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If the administrator deletes a role, all active users will be removed from the organisational units that use that role. |
Upload a CSV
To import the company’s organisational unit, a csv file may be created that can then be used to import the roles, units and other important information.
To create the csv file, a template can be downloaded and information may be added before uploading the data.
The structure of the csv file is as follows:
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Unit |
The name of the Unit |
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Role |
The name of the Role. The name of the role is required if the Username is being used. |
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Username |
The name of the Username. This is optional. |
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Parent |
The name of the Parent unit. This is optional but the name must match a valid unit already entered. |
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Unit_Description |
The description of the Unit. This is optional. |
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Role_Description |
The description of the Role. This is optional. |
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Manager |
The name of the Manager. Default is 0 for no manager, otherwise 1 for manager |
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Uploading the csv file will delete all organisational units that are currently in the system including any user associations with those units. |
To upload the csv file, select the Choose File button
Once the file has been selected, the name of the file display next to the Choose File button.
To proceed with the import, select the Save button.
