Department and Employee Management

Organization administrators can access “System Administration > Org Structure Management > Departments & Employees” to manage the organizational structure.

1. Organization/Department Concepts

• Entire Company/Group: The default top-level node in the department hierarchy, representing the highest-level department. The name can be modified.
• Organization: When [Multi-Organization] is enabled, organizations and sub-organizations can be created, typically used for subsidiaries or branches.
• Department: Sub-departments can be created under “Organization/Department.” Managers of parent departments can view all data from subordinate departments.
• Organization/Department Manager: Each organization/department can assign one manager with read/write permissions for its business data.
• Organization/Department Assistant: Multiple assistants can be assigned per organization/department, with the same read/write permissions as managers.
• Organization/Department Observer: Excluding the top-level organization, multiple observers can be assigned per organization/department with view-only permissions for Feeds.

2. Organization Management

Under “Entire Company/Group,” sub-organizations can be created. Organizations allow creating peer or subordinate units, with options to deactivate/edit. Departments cannot create organizations.

2.1 Create Organization

View the org chart to quickly create subordinate or peer organizations.

• Organization Name:
  • Must be unique among peers.
  • Supports multilingual configurations: Default, Simplified Chinese, English, Traditional Chinese. Other languages display the default value.
• Organization Code: Serves as a unique identifier for imports/exports (e.g., “BJ-R&D” for Beijing R&D Branch).
• Manager: Single assignee with read/write permissions for the organization’s data.
• Assistants: Multiple assignees with manager-equivalent permissions.
• Parent Organization: Automatically inherited; modify via drag-and-drop in the org chart.
• Observers: Can view Feeds shared with the organization.
• Group Settings:
  • Options: “Include Sub-Department Members” and “Include Isolated Sub-Department Members.”
  • When enabled, members automatically join the organization group upon creation.
• Isolation Settings:
  • Visibility in Contacts: Choose to hide from external parties (with whitelist exceptions).
  • Contact Access: Restrict to internal members or self-only (with whitelist exceptions).
  • Work Information: Control receipt of messages (e.g., receipts, @mentions).

2.2 Edit Organization

Editable fields: Name (multilingual), Code, Manager, Assistants, Observers, Group/Isolation Settings.

2.3 Deactivate Organization

Deactivation requires no active sub-organizations, departments, or employees. If directly assigned employees are deactivated, their primary organization remains unchanged.

picture coming soon:

3. Department Management

Under “Entire Company/Group” or organizations, sub-departments can be created. Departments allow creating peer or subordinate units, with options to deactivate/edit.

3.1 Create Department

View the org chart to quickly create subordinate or peer departments.

• Department Name:
  • Must be unique among peers.
  • Supports multilingual configurations (same as organizations).
• Department Code: Unique identifier for imports/exports (e.g., “BJ-R&D-Product” for Product Team).
• Manager: Single assignee with read/write permissions.
• Assistants: Multiple assignees with manager-equivalent permissions.
• Parent Department: Automatically inherited; modify via drag-and-drop.
• Observers: Can view Feeds shared with the department.
• Group/Isolation Settings: Functionally identical to organization settings.

3.2 Edit Department

Editable fields: Name (multilingual), Code, Manager, Assistants, Observers, Group/Isolation Settings.

3.3 Deactivate Department

Deactivation requires no active sub-departments or employees. Directly assigned employees retain their primary department.

picture coming soon:

4. Employee Management

4.1 Create Employee

View the employee list to add new entries. For WeCom-linked enterprises, manual sync replaces the “Create” button.

• Account Info:
  • System Name (Nickname): Unique identifier; supports multilingual configurations.
  • Full Name: Non-unique display name.
  • Login Method: Phone or email (required for activation/recovery).
  • Phone/Email: Format-validated (e.g., +852-1234567 for international numbers).
  • Login ID: Optional system username.
  • Gender: Male/Female/Private.
  • SSO Account: For third-party platform logins.
  • Password: Admin-set initial password.
  • Status: Active/Inactive.
  • Login Ban: Blocks system access.
• Organizational Relations:
  • Primary Department: Single assignment for workflow routing.
  • Affiliated Departments: Multiple assignments.
  • Position: Job title.
  • Reporting Manager: Direct supervisor.
  • Roles: Administrative/business roles (including primary role).
  • Dates: Hire/employment dates.
  • Employee ID: Unique identifier.
  • Multi-Dimensional Assignments: Regional/territorial/product lines (if enabled).
• Personal Info:
  • Avatar: Max 20MB (JPG/GIF/PNG).
  • Birthday: Optional.
  • Work Phone/Extension: Optional.
  • QQ/WeChat: Optional.
  • Language/Timezone/Region: Localization settings.
• Custom Fields:
  • Two preset text fields for flexible configurations (e.g., virtual departments).

4.2 Employee List

Quick actions: Role assignment, login control, password reset, activation reminders, reporting manager updates, status changes, department reassignments, and batch imports/exports.

• View Filters:
  • Scenarios: Active, Inactive, Unactivated, Login-Banned, No Reporting Manager, etc.
  • Customizable filters for data range, fields, and sorting.
• Operations:
  • Role Management: Assign/update roles (with primary role preservation options).
  • Login Control: Ban/allow access.
  • Password Reset: No notifications sent.
  • Activation Reminders: SMS/email for inactive accounts.
  • Status Changes: Activate/deactivate employees.
  • Department Adjustments: Modify primary/affiliated departments.
• Import/Export:
  • Import: Batch add/update employees. Validate for required fields, uniqueness, and department existence.
  • Export: Customize exported fields.

picture coming soon:

4.3 Employee Object Settings

4.3.1 Hover Card Field Configuration

Configure fields displayed when hovering over names in Web.

• Default Fields: Avatar, System Name, Gender, Position (fixed order).
• Custom Fields: Primary Dept, Phone, Email, etc. (adjustable order).
• Notes:
  • Custom fields support formulas (e.g., displaying cross-department roles).
  • Grayed features require enablement.

4.3.2 Profile Page Field Configuration

Customize fields displayed on employee profile pages.

• Default Fields: Avatar, System Name, Gender, Position (fixed).
• Custom Fields: Reporting Manager, Work Phone, Hire Date, etc. (adjustable order).
  • Empty fields are hidden.