Organizational structure

The Organizational structure tab in the Users module (Administration menu) shows the tree of the company’s departments: the department name, its manager, the number of employees and the split of employees by license. A department follows from the line manager rather than from manual assignment, so the tree reflects the reporting line.

The structure underlies the department views in the Resources module and the assignment of departments to tasks. The tab is available to system administrators (see Users and permissions).

Adding and editing a department

The tree table shows the columns Name, Manager, Employee count and the number of employees with a Full, Standard and Free license. Subdepartments collapse and expand under their parent departments.

1. Click Add above the table. The Add department window opens.
2. Enter the department Name (required) and pick a color next to the field.
3. Choose the Manager (required). The list contains people who do not head any department yet.
4. Optionally, Employees — add people with the Add button.
5. Click Add in the window.

Click a department name to open the Edit department window, where you change the name, color, manager and employees. A person can head only one department.

Position of a department in the tree

A department’s place in the tree follows from its manager’s line manager: the department reports to the department headed by that line manager. Changing the manager therefore moves the whole department together with its subdepartments. You cannot build a dependency that forms a loop — the message Circular dependencies in the organizational structure are not allowed. appears.

Line manager and user's department

An employee belongs to the department of their line manager. The line manager is set in the user’s license and permissions window (see User license and permissions), and the Department field next to it shows the resulting department and cannot be edited.

• Choosing a line manager who heads a department assigns the employee to that department.
• Choosing a person who does not head any department brings up the Department Creation question. After you agree, the add department window opens with that person as the manager (the manager cannot be changed there), and the employee moves to the new department.
• Clearing the line manager detaches the employee from the department, so they become unassigned.

Employees can also be assigned in the department window (Employees); this sets their line manager to the department manager.

Deleting a department

The Delete button in the Edit department window needs confirmation in the Delete department window. The message reads: Are you sure you want to permanently delete this department? This action cannot be undone. All employees will be unassigned from the department and their status will change to ‘unassigned’. This change will also affect linked schedules, project templates, and project tasks.

After deletion, the department disappears from tasks and task templates, and its allocations in schedules are removed. The department manager is assigned to their line manager’s department.

Automatic import of the structure from Microsoft Entra ID

When the Microsoft Entra ID integration is running (see Microsoft Entra ID integration), a switch Automatic sync from Microsoft Entra ID appears above the departments table, with the description Sync department hierarchy and employee mappings automatically from Microsoft Entra ID.

1. Switch it on. The change is saved immediately.
2. In subsequent synchronizations, for users from the directory the line manager is taken from the manager attribute in Entra ID and the job title from the title attribute. A department is created for each manager (named after the manager’s department attribute or, if it is empty, after their name) and updated when things change.

Note: synchronized data overwrites manual changes of line manager and department made for directory users.