Managing users & org structure

What you can do here

• Create and maintain employee records.
• Place people in the org: business unit, department, designation, and who they report to.
• Handle the lifecycle — probation, converting an intern, recording a leaver.
• Maintain the org scaffolding itself.

The user list

Users shows each person's Employee, Department, Roles, when they Joined, and their Status, with actions to view their profile, edit them, and deactivate or activate them. Filter by Business Unit (AtliQ, IdeaTick, Common), Department, and Roles.

/users

Adding and editing someone

The form is grouped:

Basic Information — Employee ID, Full Name, Email, and a Password (rarely needed, since sign-in is normally through Microsoft).

Company Information — Business Unit, then Department, then Designation. They cascade in that order, so picking the business unit narrows the departments available. Then Roles (more than one is fine), Reporting To, Date of Joining, and:

• Employment Type — Regular, Intern, or Probation.
• Status — Active, On Notice, Inactive, or Terminated.

Personal Information — phone, personal email, date of birth, gender, blood group and the rest.

Role versus designation

A designation is the job title in the org chart — it belongs to a department, and it's what colleagues see in the directory. A role decides what someone can do in Kaizen. They're unrelated: a Senior Developer and an Office Manager might hold the same role, and one person can hold several roles but only one designation.

Lifecycle

• Convert an intern to regular when they come off an internship, from their record.
• Record a separation with a Last working day when someone resigns. On Notice is the status for the period in between.
• Cancel a separation if they stay after all.
• Deactivate blocks sign-in while keeping the record and everything attached to it. Reactivate the same way.

Deactivating rather than deleting is the rule. Their time logs, leave history and payslips all remain, and the reporting that depends on them stays correct.

Org structure

Three levels, each depending on the one above:

• Business Units — the top level.
• Departments — each belongs to a business unit.
• Designations — each belongs to a department, and can nest under a Parent Designation to build the reporting tree.

Set these up before adding people. Adding a designation mid-flow because it doesn't exist yet is how inconsistent org data starts.

Per-person permission overrides

A person's profile has a Permissions view where an individual grant can be added or removed on top of what their roles give them.

Use this sparingly. Overrides are invisible from the role matrix, so a permission puzzle that "makes no sense from the roles" is usually an override somebody added months ago. Where several people need the same thing, change the role instead.

Good to know

• You can't delete a business unit, department, or designation that's still referenced. Deactivate it instead — the history stays intact.
• Cascading selects mean an empty department list is usually the wrong business unit rather than missing data.
• Reporting To drives approvals. Leave, WFH and attendance corrections route by reporting line, so a blank or wrong manager is why requests reach nobody.