Your organizational structure can be set up manually or by importing a file. We recommend importing a file, as this method is much faster during the initial configuration. Follow these steps to import a file:
Step 1: Export your employee list
To export the required information, go to Employees > Employee List from the menu on the left. On this page, click the View Summary button in the top right corner.
On the Employees Summary page, click the Export button to display the export options pop-up. Deselect all fields except the following:
- Employee
- Employee number
- Company number
- Position
Once you’ve selected only these fields, click Export. A CSV file containing the selected information for all your employees will begin downloading. Open this file and proceed to the next step.
Step 2: Modify the file to add the organizational structures
In the downloaded file, you will find the following information:
- 5 columns: Last name, First name, Employee number, Company number, and Position
- The Position column should be empty
When you import this file, the positions, departments, and working sites it contains will be created. You must manually add the Department and Working Site columns (if necessary). If you only have one site, we do not recommend adding the Working Site column. Then, enter the information specific to each employee in the Working Site, Department, and Positions columns.
⚠️Warning! Make sure there are no mistakes in the names of the structures to avoid creating duplicates. Example: “Sales” and “Sale” in the Department column would create two different departments during import.
Step 3: Import file
Once the file is complete, you must now import it into your system. Go to Settings > Import/Export, then, in the Employee Import tab, select the completed file and click Import.
On the next page, link the following fields together:
- Employee number -> Employee number
- Company number -> Company number
- Working site -> Working site
- Department -> Department
- Position -> Position
You do not need to import the employee's first and last name, so leave those fields set to Do not import.
Once everything is mapped correctly, click Import to complete the process.
Step 4: Add supervisors to the departments
Go to Company > Organizational Structures, then click the Departments tab. Click on the paper/pencil icon at the end of each department row to select the supervisor for each working site.
Note: Only one supervisor can be assigned per working site within the same department.
Once supervisors are linked to their departments, they will be automatically associated with the employee profiles according to their corresponding working site and department.