Organizational structure: creating and editing the structure

How the organizational structure works

The organizational structure is built from positions — places in the company, such as “Accountant” or “Sales Director”. A position exists in the structure even if no one has been assigned to it yet.

What this gives you:

you can build the structure in advance and add people later;
when an employee leaves, approvals keep working: just assign a new person to their position.

Key terms

Term	In simple words
Position	A place in the structure, such as “Accountant”. It can be filled or open
Department	A group of positions, such as “Marketing”. It always has a head
Vacancy	A position that no one has been assigned to yet
Concurrent position	One employee holds two or more positions
Deputy	Someone temporarily does the work of an absent employee, for example during a vacation
Acting employee	An employee who is temporarily responsible for an open position

Building the structure

First you put together a draft: you add positions and departments. Then you publish it. Until the draft is published, employees can’t see it.

How to create a structure

Open Employees → Organizational structure.
Click “Create structure” and enter a name.
In the first card, select a position from the list or enter a new one.
If needed, select an employee. You can skip this step and add people later.

A card without a position won’t be saved. A card without an employee is marked “Vacancy” — that’s normal.

If there are several leaders at the very top, click “+” next to the first card.

How to add a subordinate

Hover over the manager’s card, click “+” at the bottom and select “Add position”.

To move a position to another manager, drag the card. The system won’t let you make a mistake, for example, make a manager report to their own employee.

How to add a department

A department groups several positions, for example all positions in the marketing team.

Click “+” on a card and select “Add department”.
Enter a name and choose a color.
Specify the head of the department (Head of Department). This is required. You select a position here, not a person.
Add positions and employees.

Good to know:

The same department can’t be added to the structure twice.
If you delete a department, its positions won’t disappear. They simply remain without a department.

If an employee holds several positions

Assign them to a second position. The system will ask which one is the main one. The second one will be marked “Concurrent position”.

If the job title in the employee’s contract differs from the position in the structure, the system will warn you. This isn’t an error: you can still assign the employee.

Drafts

Click “Save as draft” to continue later. Only you can see the draft, and it doesn’t affect how the system works. You can have several drafts, but only one published structure is active at a time.

How to publish

Click “Publish”. Before publishing, the system checks three things:

the structure has at least one position;
none of the assigned employees have left the company;
every department has positions.

If something is wrong, the system will show what needs to be fixed. Vacancies don’t prevent publishing.

After publishing:

the previously published structure is moved to the archive;
deputies already assigned in requests remain in effect;
the new structure immediately takes effect in requests, projects, meetings, timesheets and recruiting.

You can also export and copy the structure.

How to edit a published structure

Click “Edit”. The system creates a draft — a copy of the current structure. Change anything in it: add and delete positions, move them, reassign employees. The current structure keeps working until you publish the draft.

Changed your mind? Just delete the draft.

If two administrators edit the structure at the same time, each gets their own draft.

The exception is when an employee leaves the company. That changes the structure immediately, without a draft.

What happens when you delete

What you delete	What happens
A position with an employee	The employee moves to the “Unallocated” section (no position)
A position used in approvals	You can delete it. The approvals administrator gets a notification that the route needs updating
A department	Its positions stay in the structure, just without a department

FAQ

Can I publish a structure without employees? Yes. Open positions don’t prevent publishing.

Why can’t I assign an employee? Most likely, they’ve been deactivated. Deactivated employees can’t be assigned.

The job title in the contract doesn’t match the position. Is that an error? No. The system will warn you, but you can still assign the employee.

Will employees see my changes right away? No. They’ll see them only after publishing.

What happens to the previous version of the structure? It’s view-only. Its data isn’t transferred, and it will be switched off on a set date.