This guide combines the steps for creating and configuring group structures with the setup and application of management levels and approval workflows. Following these steps ensures your organization’s structure is accurately reflected in the platform and that managers have the appropriate visibility and approval authority.
Part 1: Setting up group structures
Groups define the organizational units used for scheduling, reporting, and assigning managers. The only default group in the system is Location, which 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
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 Targets:
All: applies to both employees and devices.
Employees: use the group for employee records.
Devices: use the group for hardware configurations.
Click Save.
Define the group hierarchy
Select the group you created, for example Department.
Click Group Structure.
Click Add to create levels in the hierarchy.
For each level:
Click Add and enter a Name.
Select Managed by and Required if applicable.
Check Use in filters to make the level available in reporting and other filters.
Select Employees under Targets if applicable. Assign users to groups from their profile or via Employee Groups.
Click Save.
Enable Is managed for groups that will have managers assigned.
Part 2: Configuring management levels and linking to groups
Management levels define the reporting hierarchy and determine who can approve requests or receive alerts.
Define your management level structure
Go to Global Settings > Platform Settings > Management Levels.
Add levels that match your hierarchy, for example Administrator, Regional Manager, Manager, Supervisor.
Use the ellipsis menu to add subordinate levels under each role.
Check Allow multiple managers if the role can be shared.
Assign management levels to groups
Go to Global Settings > Group Structure.
Select a group type, for example Departments.
Enable Is managed for that group.
Set the Managed by field to the corresponding management level, for example Manager.
Assign managers to employees or groups
Go to Employees > Manager Assignments.
Select the structure type, for example Department.
Choose a specific group, for example Engineering.
Click Add or the plus icon on the right panel.
Set the Start date and optional End date.
Select the appropriate Role, for example Manager.
Choose the Assignment and select one or more employees from the right.
Click Apply, then click Save.
Part 3: Using management levels in alerts and workflows
Assign alerts to managers
Go to Global Settings > Time Tracking > Alerts.
Click the three dots > Add to create a new alert.
For Audience, select Manager.
Select the Alert type, for example “Forgot to clock in after shift started.”
Set a name if needed and enable the alert.
Under Alert rules, define the rule condition.
Under Scope, select Groups such as Department or Location. Optionally use Custom fields to filter further.
In Who to notify, make sure Manager is selected. Only users assigned the Manager role within the scoped groups will receive the alert.
Click Save.
Use management levels in workflow approvals
Go to Global Settings > Platform Settings > Workflows.
Select a workflow category and open a specific workflow, for example Time off request.
Click Edit.
Select the Request approval step in the workflow diagram.
In the Properties panel, use Approval tiers to assign one or more management levels, for example Manager and Supervisor.
Save the workflow.
Knowledge check
Q1: What must be enabled for a group to be linked to a management level?
Show answer
The Is managed checkbox must be enabled for the group structure.
Q2: Where do you define the reporting hierarchy, for example Administrator > Manager > Supervisor?
Show answer
Under Global Settings > Platform Settings > Management Levels.
Q3: What happens if the group structure is not linked to a management level?
Show answer
Managers cannot manage or approve requests for users in that group and approval chains may not function as expected.
Need help?
If you have questions, please call us at (888) 783-1493, email [email protected], or submit a ticket.