Organising Employees

Now that you have added your employees to Employment Hero, the next step is to structure them into management reporting lines (i.e., assigning primary and secondary managers to employees) and teams.

This links to the organisation chart feature as an employee’s manager dictates their placement within the organisational chart.

Teams refers to a group of employees, or a department within your business that an employee is associated with, so an example might be your HR team or a leadership team.

Teams are linked to different features within the platform. You can use teams to send a custom survey or drive communications and announcements that are specific to those teams. You can set up a policy and delegate it to certain teams. You can also use teams to drive certifications that are required for certain teams only.

Employees can be assigned to multiple teams to further customise this experience.

In Employment Hero, there are three different manager types available: 

• Primary Manager
• Secondary Manager
• Indirect Manager

An employee’s primary and secondary manager can approve leave requests, timesheets and expenses for their employees. They can also submit leave requests and timesheets on behalf of their employees. 

Secondary managers can be assigned typically for two reasons:

• If you have a two-level leave approval within your organisation, i.e., where you need both a primary and a secondary manager to approve a leave request.
• If your organisation wants a back-up approver when primary managers are on leave.

Primary and secondary managers will have a basic view of their employee’s profile.

Indirect Managers refer to the management chain above the primary manager; for example, the primary manager of an employee’s primary manager.

While a primary and secondary manager can see their employees’ profile, their view will not be as comprehensive as somebody with admin status on the platform.

By default, your managers will have access to the following details for any employee who reports to them:

• Employee Overview (this is where you will see an employee’s name, job title, teams & work email).
• Leave Details including their current leave balance.
• Company assets that have been assigned to the employee.
• Performance Reviews. 
• Additional Information (this is a platinum feature also known as Custom Fields).

Follow the steps below to assign managers one-by-one:

• Navigate to People in the side panel and select Employee List 
• Click into the Employee profile 
• Click the Employment Details tab 
• Click Edit
• Choose the Manager from the Primary Manager drop down menu
• If the Employee also has a Secondary Manager, choose the Manager from the Secondary Manager drop down menu.

Before we can assign employees to teams, we need to create the teams. 

Follow the steps below to create your teams: 

• Navigate to Settings in the side panel and scroll to the General Settings section
• Click Teams
• Click Add Team
• Choose a name for your team 
• Choose a team leader for your team (optional) 
• Click Create 
• Follow the same process to add as many teams as you need.

Note: You can edit and delete your team if you make a mistake, however, once you have assigned this team to an employee, you will not be able to delete, but will have the option to archive the team.

Follow the steps below to assign your teams one-by-one: 

• Navigate to People in the side panel and select Employee List 
• Click into the Employee profile 
• Click the Employment Details tab 
• Click Edit

Choose the team from the Teams drop down menu. You can assign multiple teams if required.

Employment Hero offers a range of CSV templates that you can use to upload employee information in bulk. If you completed the Loading employees via CSV module, you would have been introduced to the Quick Import Employees CSV template. 

In this module, we will cover how to use the Update Employee Employment Details CSV template to update employment details for employees such as managers and teams. 

Follow the steps below to assign your managers and teams in bulk:

• Navigate to People in the side panel and select Import Employees
• Select the Update Employee Employment Details CSV template
• Click Download to open up your pre-filled CSV template

To add Managers:

• Navigate to the primary managers, and if required the secondary managers columns (Column M or N).
• Enter the employee’s manager’s account email address in the relevant manager column. 
• You can find this email in the account email column for the manager. Copy and paste the manager’s account email into the relevant manager column for the employee. 

To add Teams:

• Navigate to the Team column (Column L) and add the team name that you have previously created. 
• NOTE: You can also use this stage to create a brand new team. 
• If your employee is part of multiple teams, separate each team name with a Space Pipe symbol Space (i.e., Sales | Leadership). This formatting is important to ensure you add them correctly.

• Only the columns with the asterisks must be completed as these are the mandatory fields, so it’s not necessary to fill every blank space on the CSV.
• Save the changes to your CSV file.
• Return back to Employment Hero and click or drag the document to the grey box to upload. 
• Employment Hero will then show you what information is filled in each field. This is a helpful step if you are using your own template, however, since we used an Employment Hero template, the columns will have matched to the correct Employment Hero fields. 
• Click Continue to begin the import to Employment Hero. 
• If you receive conflicts at this stage, the error message will tell you exactly which cell has caused the problem. Go back to your CSV and make the necessary changes and re-upload the document. 

The Organisation Chart allows you and your employees to view the unique relationships between the various reporting lines, teams or individuals within your organisation. 

One person or multiple people will sit at the very top of your organisation chart, they will be the most senior people in your organisation. Everybody else will sit beneath them in this structure. 

There are two versions of the Organisation Chart. One is a basic view in a listed format; the other is an interactive view.

Follow the steps below to access your Organisation Chart:

• Navigate to People in the side panel and select Organisation Chart 
• Click into the employee to view reporting lines 
• You can also use the search bar to view an individual employee’s reporting line. 

Please note the following: 

• Both active and pending employees are displayed on the organisation chart.
• Employees will only appear on the organisation chart on their start date. 
• Contractors will also be displayed on the organisation chart, however not in reporting lines. 
• If you have an employee floating to the side, it’s likely they have not been assigned a manager. As an admin, you can select the file option in the top corner of the box to access their Personnel File to update this. 
• An employee cannot be a manager of themself or have a reporting line that will lead to themselves, and no two managers can report into each other. If any of these scenarios exist, the organisation chart will not display these employees.