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. Some configuration steps may be completed during initial setup. All settings described in this guide are available and editable from Global Settings.
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 the three dots > Group Structure.
Click Department > Add to create levels in the hierarchy.
For each level:
Click Add and enter a Name.
Select the title for who this level will be Managed By.
Select 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.
Click Save.
Part 2: Configuring management levels and linking to groups
Management levels define the reporting hierarchy and determine who can approve requests or receive alerts.
Assign management levels to groups
As shown in Define the group hierarchy.
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.
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.
When an employee is assigned to a group with a future effective date, shift generation respects the new group’s shift pattern starting on that effective date. If shifts are generated in advance and the future effective date falls within the generation window, the system automatically applies the new group’s pattern beginning on that date. Any shifts already generated beyond the effective date are updated automatically to reflect the correct group pattern.
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 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, for example 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.
Need help?
If you have questions, please call us at (888) 783-1493, email support@workeasysoftware.com, or submit a ticket.