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Defining Head of Company Structure

This guide explains how to configure a manager as the head of a company structure, allowing them to view all employees within that structure.

Why Configure a Department Head?​

In organizations with multiple offices or branches, you may need managers to have different levels of visibility:

ManagerShould See
Headquarters HR ManagerAll employees across all offices
Branch ManagerOnly employees in their specific branch
Department HeadOnly employees in their department

By assigning someone as the head of a company structure, they gain access to view all employees within that structure and its sub-structures.

Example Scenario​

Consider a company with two offices:

  • USA Office — Main headquarters
  • UK Office — Secondary location

Goal:

  • The USA HR Manager should see all employees (both USA and UK)
  • The UK Manager should see only UK employees

Solution:

  • Assign the USA HR Manager as the head of the top-level company structure
  • Assign the UK Manager as the head of the UK Office structure only

How to Configure​

Step 1: Access Company Structure​

Navigate to Admin > Company Structure

Company Structure Configuration

Step 2: Select the Structure​

Choose the department, branch, or office you want to configure.

Step 3: Assign the Head​

  1. Click Edit on the selected structure

  2. In the Head field, select the manager who should oversee this structure

  3. Click Save

Step 4: Enable the Setting​

For the department head functionality to work, you need to enable it in system settings:

  1. Go to System > Settings

  2. Find the relevant company structure setting

  3. Set the value to 1 (enabled)

  4. Click Save

System Settings

What Happens After Configuration?​

Once configured, the assigned head can:

CapabilityDescription
View EmployeesSee all employees in the structure and sub-structures
Access ReportsView reports for their structure
Approve RequestsHandle leave and other approvals for their team
Important

The head must have Admin or Manager user level to access the employee list and related features.

Multi-Level Example​

Company (Head: CEO)
├── USA Office (Head: USA HR Manager) ← Sees all USA + UK employees
│   ├── Engineering Dept
│   └── Sales Dept
└── UK Office (Head: UK Manager) ← Sees only UK employees
    ├── Engineering Dept
    └── Support Dept

In this setup:

  • The CEO sees all employees across the entire company
  • The USA HR Manager sees all employees (as head of the main structure)
  • The UK Manager sees only UK Office employees

Troubleshooting​

Manager Cannot See Employees​

  1. Verify the manager is assigned as Head of the correct structure
  2. Check that the system setting is enabled (set to 1)
  3. Confirm the manager has Admin or Manager user level
  4. Ensure employees are assigned to the correct structure

Manager Sees Too Many Employees​

  1. Review which structure they are assigned as head
  2. Consider assigning them to a more specific sub-structure
  3. Check for any additional permission settings

Best Practices​

Recommendations
  • Plan your structure first — Define your company hierarchy before assigning heads
  • Use the right level — Assign heads at the appropriate structure level for their role
  • Review regularly — Periodically check head assignments when organizational changes occur
  • Document assignments — Keep records of who manages which structures