This guide explains how to create and configure group structures, management levels, manager assignments, alerts, and approval workflows in WorkEasy Software. These settings help reflect your organization’s structure in the platform and determine how managers are assigned, notified, and used in approval workflows.
Important: Some configuration steps may be completed during initial setup. These settings are available from Global Settings.
In this article
Set up group structures
Groups define the organizational units used for scheduling, reporting, and assigning managers.
The default group in the system is Location. Location is required for core functions and cannot be renamed or archived. Other groups, such as Department, Division, Business Unit, Company, and Position, can be created, customized, and archived as needed.
Create a new group
Group Structure needs to be activated by WorkEasy Software Technical Support first to appear in Platform Settings.
Go to Global Settings > Platform Settings > Group Structure.
Click the three dots to create a new group.
Enter a Name and optional Description.
Select the applicable Targets:
All: Applies to both employees and devices.
Employees: Uses the group for employee records.
Devices: Uses the group for hardware configurations.
Click Save.
Define the group hierarchy
Select the group you created, such as Department.
Click the three dots, then select Group Structure.
Click the group name, such as Department, then click Add to create levels in the hierarchy.
For each level:
Click the three dots > Add.
Enter a Name.
Select the title for who this level will be Managed By.
Select Required if applicable.
Select Use in filters to make the level available in reporting and other filters.
Select Employees under Targets, if applicable.
Click Save.
Click Save.
The Groups option may temporarily appear in the left navigation while creating or editing group hierarchies. This workspace is context-based and may disappear after refreshing the page or leaving the configuration screen.
Note: Users can be assigned to groups from their profile or through Employee Groups.
Configure management levels and link them to groups
Management levels define the reporting hierarchy and determine who can approve requests or receive alerts.
Assign management levels to groups
Go to Global Settings > Group Structure.
Select a group type, such as Departments.
Enable Is managed for that group.
Set the Managed by field to the corresponding management level, such as Manager.
As shown in Define the group hierarchy.
Assign managers to employees or groups
Go to Employees > Manager Assignments.
Select the structure type, such as Department.
Choose a specific group, such as Engineering.
Click Add.
Set the Start Date and optional End Date.
Select the appropriate Role, such as Manager.
Choose the assignment and select one or more employees from the right.
Click Apply, then click Save.
Use management levels in alerts and workflows
Assign alerts to managers
Go to Global Settings > Time Tracking > Alerts.
Click the three dots, then select Add to create a new alert.
For Audience, select Manager.
Select the alert type, such as Forgot to clock in after shift ended.
Set a name, if needed, and enable the alert by selecting Enabled > Yes.
Under Alert Rules, define the rule condition.
Under Scope, select groups such as Department or Location. Optionally, use custom fields to filter further.
Under Who to notify, select Manager.
Click Save.
Use management levels in workflow approvals
Go to Global Settings > Platform Settings > Workflows.
Select a workflow category and open a specific workflow, such as Time Off Management.
Click Edit.
Select the applicable step in the workflow diagram.
In the Properties panel, use Approval tiers to assign one or more management levels, such as Manager and Supervisor.
Save the workflow.
Knowledge check
What must be enabled for a group to be linked to a management level?
The Is managed checkbox must be enabled for the group structure.
Where do you define the reporting hierarchy, for example Administrator > Manager > Supervisor?
Under Global Settings > Platform Settings > Management Levels.
What happens if the group structure is not linked to a management level?
Managers cannot manage or approve requests for users in that group and approval chains may not function as expected.
How do effective dates affect group assignments and scheduling?
An effective date is the date when a change becomes active in the system. Depending on the feature, effective dates can control when schedules, group assignments, employee activations, accruals, or policies begin to apply.
When an employee is assigned to a group with a future effective date, shift generation automatically follows the new group’s shift pattern starting on that date. If schedules have already been generated in advance, any shifts beyond the effective date are updated automatically to match the new group pattern.
Need help?
If you have questions, please call us at (888) 783-1493, email support@workeasysoftware.com, or submit a ticket.