How to set up departments, positions and the hierarchy

Before you start

When you registered, Absensi-Q prepared a starting setup for your company type. You may already have departments and job positions. Review them first. Change only what does not fit your company.

Each employee is given one job position, so create the positions before you add employees.

Add or change a department

1. In the menu, open Organizations, then Departments.
2. Press Add Department. To change a department, press its edit button instead.
3. Type a Code and a Name. The code is a short name, for example FIN.
4. Choose the Status. Use Active for departments that you use now.
5. If you want, choose a Default Roster Pattern. A roster pattern is a repeating work schedule. Employees in this department follow it unless their position has its own pattern. Leave it as Not Set if you are not sure.
6. Choose the Attendance Location. This decides where employees may clock in. The choices are described below.
7. Press Save Changes.

A job position or an employee can use a different choice. The most specific choice wins: the employee first, then the job position, then the department. If every level says Inherit, the result is Fixed.

Add or change a job position

1. In the menu, open Organizations, then Job Positions.
2. Press Add Job Position.
3. Choose the Department and the Job Title.
4. Choose the Parent. This is the position that this position reports to. Choose (Top Level Position) for the highest position.
5. If you want, choose a Default Roster Pattern and the Attendance Location for this position.The roster pattern of a position replaces the pattern of its department.
6. Press Save Changes.

Job titles and their building blocks

A job title needs a job family and a job level. A job level needs a job category. The starting setup already contains them. If you need a new job title that does not fit, create the parts in this order:

• Job Categories: a broad group of jobs, with a code, a name and a description.
• Job Levels: the rank of a job, such as junior or senior, with a Level Rank and a job category.
• Job Families: a group of related jobs.
• Job Titles: the job name, with a job family and a job level.

All of these pages are under Organizations in the menu. They work in the same way: press the add button, fill in the form, then press Save Changes.

See the hierarchy

1. In the menu, open Organizations, then Hierarchy.
2. The chart Organization Hierarchy shows every position as a box. Lines connect each position to the one it reports to.
3. Use the buttons Zoom in, Zoom out and Fit view to move around the chart.

The hierarchy changes when you change the Parent of a job position. Everyone who uses the portal can see this page. Only owners and admins can see the other organization pages.

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