Departments

Create different departments to reflect the structure of your company. You can give the different departments different access rights and thus also restrict access to your own department. For example, if you want to separate different teams, whether they are different departments or different branches, at the level of access rights, then work with departments.

Filter your jobs and projects by department by entering the relevant department in the jobs.

Create departments

Create your departments under Administration > General > Departments. Give the department a name and select which department it is subordinate to. Add a description if necessary. Also define the head of department and their deputy, as well as the associated employees. In this way, you can map the entire company structure. Note: If the head of department and their deputy are also to be available for personnel planning in the job, they must also be listed under the employees.

Access rights for departments

In each user group (Administration > General > User groups), it is possible to define for individual rights whether they should apply “Globally”, for the “Own department”, for “Directly subordinate persons” or for “All subordinate persons”.

Global: Access to all employees from all departments.

Own department: Access to all employees in the same department.

Directly subordinate persons: Access to all employees from departments for which the employee is defined as department head or deputy.

All subordinate persons: Access to all employees in departments for which the employee has been defined as head of department or deputy of department, as well as all subordinate departments.

This means that if there are two or more departments in which the respective dispatcher should only plan with the employees in their department, this could be stored accordingly. Thanks to the breakdown of rights, it is also possible, for example, to approve vacations or working hours only for your own department. The calendar views can also be released for specific departments.

Departments in the job or project

In order for projects & jobs to be divided into departments, this must first be activated under Administration > Projects > Defaults or Administration > Jobs > Defaults. Additional dropdowns for selecting a department can then be found in the dialog for jobs & projects. How the fields are pre-assigned for new data records can also be defined here. Possible values are “No department” (empty) or “Department of the user”. Of course, all calendar views can now also be filtered by department. This makes it quick and easy to display the jobs of a desired department.

Application examples

Example 1 - 2 branches with 3 departments each

Assumption: Example company Mega Gig GmbH has 2 branches (Berlin and Hamburg) with 3 departments each (Cast, Technical Service, Security).

Based on the existing processes and structures in the company, it must first be clarified which department hierarchy exists.

The two branches should operate separately from each other and in each branch there is a Cast department with a head of department (and possibly a deputy), Technical Services with a head of department (and possibly a deputy) and Security with a head of department (and possibly a deputy). In this case, the two superordinate departments “Berlin Department” and “Hamburg Department” would be created first. Now the 3 departments “Cast”, “Technical Service”, “Security” can be created, each subordinate to the Berlin department and the Hamburg department (i.e. a total of 6 sub-departments).

With the help of the additional specifications in the user groups, the rights can now be restricted to your own department. In our example, the Employees user group would be configured so that the department manager and deputy are only granted the right to request and book employees who report to them. This optimizes the employee pool from which the job can be selected, as only the employees of the relevant department are displayed.

In some cases, it may also be useful to create a user group for each department and assign the rights individually to the user group. In this case, you can work with the “Own department” option and thus restrict the rights of the individual user groups to your own department.

Example 2 - Time off entries for your own department

Assumption: 3 departments, each with 1 department manager. The respective department head should be able to see but not edit time off entries from other departments. They should only be able to enter and edit leave for employees in their own department.

In this case, 2 user groups must be assigned to each of the 3 department heads:

Head of department global

Access rights for the time off and availability view: “Read”

Restriction: “Global” (no restriction)

Head of department

Access rights for the vacation and availability view: “Write”

Restriction: “Own department”

Note: all other rights must of course also match the desired access rights for heads of department.