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Entities & Departments

The organisational structure in the HRMS is built in two levels: Entities (companies) at the top, and Departments within each entity. Employees, departments, and KPI cycles are all scoped to an entity, so setting this up correctly is the foundation of everything else.

Entities​

An Entity represents a legal company or business unit. If your organisation has a single company, you will have one entity. If it operates multiple companies, each gets its own entity.

Viewing Entities​

Click Entities in the sidebar to see the full list of entities in the system. The table shows each entity's name and a count of its employees and departments.

Creating an Entity​

  1. Click New Entity.
  2. Enter the entity name.
  3. Click Save.

Once created, the entity becomes available when onboarding employees and creating departments.

Editing an Entity​

  1. Find the entity in the list.
  2. Click the Edit action on that row.
  3. Update the name.
  4. Click Save.

Deleting an Entity​

An entity can only be deleted if it has no departments or employees linked to it. Remove those first before deleting the entity.

Exporting Entities​

Click Export CSV to download the full entity list as a spreadsheet.

Departments​

A Department is an organisational unit that belongs to exactly one entity. Employees are assigned to departments, and KPI cycles are published at the department level.

Viewing Departments​

Click Departments in the sidebar to see all departments. You can filter by entity using the dropdown at the top.

Creating a Department​

  1. Click New Department.
  2. Fill in the form:
FieldRequiredDescription
Entity✅ YesThe company this department belongs to
Name✅ YesDepartment name
ManagerNoThe employee responsible for managing this department
Team LeadNoThe team lead for this department
  1. Click Save.

Editing a Department​

  1. Find the department in the list.
  2. Click the Edit action.
  3. Update the relevant fields.
  4. Click Save.

You can reassign the manager or team lead at any time from this form.

Deleting a Department​

A department can only be deleted if no employees are currently assigned to it. Reassign or remove those employees first.

Exporting Departments​

Click Export CSV to download the department list. The export includes entity name, department name, manager, and team lead.

Assigning Managers and Team Leads​

Department managers and team leads are set on the department record. They gain visibility over employees in their department and are responsible for:

  • Submitting KPI manager reviews for their assigned employees
  • Completing probation review forms for their direct reports

To change who holds these roles:

  1. Edit the department.
  2. Select a different employee in the Manager or Team Lead field.
  3. Save.

The change takes effect immediately — the new assignee will start receiving notifications for pending reviews.

Tips​

  • Set up all entities and departments before onboarding employees. Employees must be assigned to a department at creation.
  • Department names should be consistent and unambiguous — they appear throughout the system in KPI cycles, the org chart, and evaluation reports.
  • The manager assigned to a department is the default reviewer for KPI evaluations. You can override this per-evaluation if needed.