Employees
Set up departments and job titles
Build your organisation structure with departments, parent departments and managers, then define the job titles that employees hold.
2 min readLast updated
In this article
Departments and job titles are the backbone of your organisation in the system. Every employee must belong to one department and hold one job title, and many reports, such as headcount by department, budgets and recruitment, group people by them. Set them up before you add employees.
Create a department
Open People › Employees › Departments & Designations.
Select New department.
Enter the Name and a unique Code. Both are required. Add the Name (Arabic) so Arabic users see the department in their language.
Optionally choose a Parent department to place it under another department, a Manager from your employees, and a Description.
Select Save.
The list shows each department's Code, Parent department, Manager and Employees. The Employees column counts active employees only. Use Search departments… to find one quickly.
Create a job title
Open People › Employees › Job Titles. The screen is titled Designations.
Select New designation.
Enter the Name, a unique Code and the Department the title belongs to. All three are required. Add the Name (Arabic).
Optionally set the Level (1 or higher, for seniority), the Order in which titles are listed, and a Description.
Leave Active switched on so the title can be chosen on employee records, then select Save.
Edit or delete
Open the row's actions menu to edit or delete a department or job title. You cannot delete a department or a job title while employees are still assigned to it; the system refuses the deletion. Move those employees first, or switch a job title off with Active instead of deleting it.
What happens next
New departments and job titles appear at once in the Department and Designation pickers on the employee form.
Headcount charts on the HR BI analytics dashboard group employees by department.
Job postings and headcount budgets are planned per department.
Common questions
Can a job title be shared by several departments? Each job title belongs to one department. Create a separate title in each department, with its own code.
Why does a department show fewer employees than I expect? The count includes active employees only. Inactive, resigned and terminated employees are not counted.