---
title: "Configure Groups, Management Levels, and Approval Processes"
slug: "configure-groups-management-levels-and-approval-processes"
description: "Learn to create group structures, configure management levels, and set up approval workflows for effective organizational management and visibility."
tags: ["Approval Workflows", "Group Structure", "Management Levels"]
updated: 2026-09-20T16:52:52Z
published: 2026-09-20T16:52:52Z
canonical: "help.workeasysoftware.com/configure-groups-management-levels-and-approval-processes"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://help.workeasysoftware.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Configure Groups, Management Levels, and Approval Processes

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.

Some configuration steps may be completed during initial setup. These settings are available in **Global Settings**.

## 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

> [!CAUTION]
> **Group Structure** needs to be activated by WorkEasy Software Technical Support first to appear in **Platform Settings**.

1. Go to **Global Settings → Platform Settings → Group Structure**.
2. Click the three dots to create a new group.
3. Enter a **Name** and optional **Description**.
4. 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.
5. Click **Save**.

![](https://cdn.us.document360.io/88d7ebef-752e-45d9-95e1-ee13bd7279c5/Images/Documentation/01-create-new-group2-ezgif.com-added-text.gif?sv=2026-02-06&spr=https&st=2026-11-01T14%3A10%3A09Z&se=2026-11-01T15%3A10%3A09Z&sr=c&sp=r&sig=tcOrumW4dGkoumZ7OdJ6buhRDG568673V8b7wooNs%2FU%3D)

### Define the group hierarchy

1. Select the group you created, such as **Department**.
2. Click the three dots, then select **Group Structure**.
3. Click the group name, such as **Department**, then click **Add** to create levels in the hierarchy.
4. For each level:
  1. Click the three dots > **Add**.
  2. Enter a **Name**.
  3. Select the title for who this level will be **Managed By**.
  4. Select **Required** if applicable.
  5. Select **Use in filters** to make the level available in reporting and other filters.
  6. Select **Employees** under **Targets**, if applicable.
  7. Click **Save**.
5. Click **Save**.

![](https://cdn.us.document360.io/88d7ebef-752e-45d9-95e1-ee13bd7279c5/Images/Documentation/02-define-group-hierarchy (1).gif?sv=2026-02-06&spr=https&st=2026-11-01T14%3A10%3A09Z&se=2026-11-01T15%3A10%3A09Z&sr=c&sp=r&sig=tcOrumW4dGkoumZ7OdJ6buhRDG568673V8b7wooNs%2FU%3D)

- The Groups option may temporarily appear in the left navigation while creating or editing group hierarchies.
- The workspace is context-based and may disappear after refreshing the page or leaving the configuration screen.
- 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

1. Go to **Global Settings → Group Structure**.
2. Select a group type, such as **Departments**.
3. Enable **Is managed** for that group.
4. Set the **Managed by** field to the corresponding management level, such as **Manager**.

![](https://cdn.us.document360.io/88d7ebef-752e-45d9-95e1-ee13bd7279c5/Images/Documentation/03-assign-management-levels-to-groups1-ezgif.com-added-text.gif?sv=2026-02-06&spr=https&st=2026-11-01T14%3A10%3A09Z&se=2026-11-01T15%3A10%3A09Z&sr=c&sp=r&sig=tcOrumW4dGkoumZ7OdJ6buhRDG568673V8b7wooNs%2FU%3D)

### Assign managers to employees or groups

1. Go to **Employees → Manager Assignments**.
2. Select the structure type, such as **Department**.
3. Choose a specific group, such as **Engineering**.
4. Click **Add**.
5. Set the **Start Date** and optional **End Date**.
6. Select the appropriate **Role**, such as **Manager**.
7. Choose the assignment and select one or more employees from the right.
8. Click **Apply**, then click **Save**.

![](https://cdn.us.document360.io/88d7ebef-752e-45d9-95e1-ee13bd7279c5/Images/Documentation/04-assign-managers-to-employees-or-groups1-ezgif.com-added-text.gif?sv=2026-02-06&spr=https&st=2026-11-01T14%3A10%3A09Z&se=2026-11-01T15%3A10%3A09Z&sr=c&sp=r&sig=tcOrumW4dGkoumZ7OdJ6buhRDG568673V8b7wooNs%2FU%3D)

## Use management levels in alerts and workflows

### Assign alerts to managers

1. Go to **Global Settings → Time Tracking → Alerts**.
2. Click the three dots, then select **Add** to create a new alert.
3. For **Audience**, select **Manager**.
4. Select the alert type.
5. Set a name, if needed, and enable the alert by selecting **Enabled > Yes**.
6. Under **Alert Rules**, define the rule condition.
7. Under **Scope**, select groups such as **Department** or **Location**. Optionally, use custom fields to filter further.
8. Under **Who to notify**, select **Manager**.
9. Click **Save**.

![](https://cdn.us.document360.io/88d7ebef-752e-45d9-95e1-ee13bd7279c5/Images/Documentation/05-assign-alerts-to-managers1-ezgif.com-added-text.gif?sv=2026-02-06&spr=https&st=2026-11-01T14%3A10%3A09Z&se=2026-11-01T15%3A10%3A09Z&sr=c&sp=r&sig=tcOrumW4dGkoumZ7OdJ6buhRDG568673V8b7wooNs%2FU%3D)

### Use management levels in workflow approvals

1. Go to **Global Settings → Platform Settings → Workflows**.
2. Select a workflow category and open a specific workflow, such as **Time Off Management**.
3. Click **Edit**. ![](https://cdn.us.document360.io/88d7ebef-752e-45d9-95e1-ee13bd7279c5/Images/Documentation/image-T43TTNM3.png?sv=2026-02-06&spr=https&st=2026-11-01T14%3A10%3A09Z&se=2026-11-01T15%3A10%3A09Z&sr=c&sp=r&sig=tcOrumW4dGkoumZ7OdJ6buhRDG568673V8b7wooNs%2FU%3D)
4. Select the applicable step in the workflow diagram.
5. In the **Properties** panel, use **Approval tiers** to assign one or more management levels, such as **Manager** and **Supervisor**.
6. Save the workflow.

![](https://cdn.us.document360.io/88d7ebef-752e-45d9-95e1-ee13bd7279c5/Images/Documentation/06-use-management-levels-in-workflow-approvals2-ezgif.com-crop.gif?sv=2026-02-06&spr=https&st=2026-11-01T14%3A10%3A09Z&se=2026-11-01T15%3A10%3A09Z&sr=c&sp=r&sig=tcOrumW4dGkoumZ7OdJ6buhRDG568673V8b7wooNs%2FU%3D)

## 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](mailto:support@workeasysoftware.com), or [submit a ticket](https://www.workeasysoftware.com/resources/submit-a-ticket).

## Related

- [Configure Groups, Management Levels, and Approval Processes](/configuring-groups-management-levels-and-approval-processes-2.md)
- [Configure Groups, Management Levels, and Approval Processes](/configuring-groups-management-levels-and-approval-processes-1.md)