This help guide will explain how to access, configure, and use Workforce's new Organisation Charts (a.k.a. Org Charts) feature.

Our new Organisation Charts (Org Charts) feature offers a clear, visual representation of your business’s internal hierarchy. This powerful tool enables organisations to map, track, and visualise their internal structures and reporting lines directly within Workforce.

Additionally, it helps track headcounts across different locations, making it easy to identify staffing gaps in specific positions. For example:

To access our Organisation Charts feature, navigate to Workforce > Positions > Organisation Chart.

Once on this page, you will be prompted to begin configuring your Org Chart. You can do this either manually or using AI. We provide specific details on both methods below.

Please note that you must first have Position Titles configured in your account before you can build an Org Chart. If any employees are missing a Position Title, you will be prompted to rectify this via the following notification:

This section provides information specific to configuring Position Titles and Templates for your Org Chart. For more detailed insights on Position Titles and Templates, please refer to our Positions help guide.

As mentioned above, employees must have a Position Title assigned before they can be included in your Org Chart. However, first, you must create the Position Title.

To create a position title:

At this step, you'll be prompted to name the Position Title and select the Position Title it reports to (if applicable). While this step is optional within Workforce, it is required to establish the hierarchy in your Org Chart.

Then, you will need to nominate whether this reporting line is specific to a certain location or if it applies organisation-wide. Please note that non-location-specific positions cannot report to location-specific positions.

Finally, assign this Position Title to a related Position Template and ensure you click ‘Save Position Title.’ For more details on Position Templates, please see our help guide.

After creating the necessary Position Titles and assigning them to a Template, you can link them to an employee by navigating to their Staff Profile and selecting the Pay Conditions tab. Click ‘Edit Current Pay Conditions’, choose the appropriate date, select a Position from the dropdown menu, and then click ‘Confirm Changes’.

There are two ways to configure your Org Chart: using AI for a quick setup or manually defining the hierarchy yourself.

If preferred, you can skip the manual steps of assigning Position Titles and defining their hierarchy and instead use AI to build your Org Chart. However, you must still create Position Titles beforehand.

This AI-powered option provides a quick-start solution, but we recommend assigning employees a Position Title for other important reasons.

If you proceed with AI, it will intelligently estimate the parent positions for each Position Title and generate an Org Chart based on those assumptions.

To use this feature, simply click ‘Build my Org Chart.’ For example:

You can also configure your Organisation Chart manually. Once you have assigned a Position Title to each employee and nominated a hierarchy of Position Titles, you’re ready to build your Org Chart.

To do so, navigate to Workforce > Positions > Organisation Chart. Click ‘Build My Org Chart’, and it will automatically be built based on your nominated hierarchy of Position Titles.

If you want to change your Org Chart from this point, simply click the button below the Org Chart to edit your Position Titles.

Once configured, you can filter the Org Chart by either Employee or Location using the dropdown menus in the top right corner of the page.

If you filter the Org Chart by an employee, it will show their entire reporting line, with the selected employee highlighted. For example:

Filtering by location will show you the entire Org Chart for that location. For example:

You can use your Org Chart to set a Required Headcount for each position, specifying the minimum number of employees needed. This allows you to quickly identify any staffing gaps.

To assign a Required Headcount, click on a position in your Org Chart to expand it. Then, open the 3-dot menu and select ‘Add Required Headcount.’

You will then be prompted to nominate the required headcount for that position. Simply enter a figure in the box and click 'Close.'

If you have not met the required headcount for a certain position, you will see the following alert:

Organisation Charts can also interact with your Performance Reviews and Written Warnings.

When creating a Performance Review or Written Warning, you'll see a section titled "Org Chart Hierarchy Visibility." Here, you can choose who can view the Warning/Review:

If set to "up the Org Chart," the Warning/Review will be visible to anyone above the employee in the Org Chart. You can check this by clicking ‘Review ____'s Org Chart.’