Managing departments
You can setup departments in absentify in order to keep your company and staff organized. Keep reading to learn how you can maximize managing your company's departments for your benefit! Whether you'd like to group together employees who have similar roles or use the existing departments within your company, this feature will make managing you company's time off a lot easier.
You can find all the tools you need to manage your departments on the "Settings" > "Departments" page.
From there, you can create new departments, edit existing departments, and assign department managers.
If you need to create a new department, click the "Add new department" button.
A window will open where you'll be prompted to enter the details of the new department.
Name: Enter the name of your department.
Manager: Each department must have a manager who is responsible for approving time off requests and managing department settings. You can select more than one manager if you have the "More than one Approver" add-on which you can get here.
Approval process: Here you can specify by how many members of management the request needs to be approved by and in what order they will receive the request (if you've selected more than one manager).
Maximum absent: This is the maximum number of users that can be absent in the department at any given time. This helps you keep track of absences and ensures that there are always enough people available to cover the department's workload.
Allowance days: This is the number of days that each employee in the department is allowed to be absent per year. This helps you manage leave entitlement and ensures that employees do not exceed their allowance.
Once you have entered all the required information, don't forget to click the "Save" to create the department.
That's it! The new department will now appear in the list of departments.
By default, the department manager is the approver but you can easily configure this to be whichever employee you choose. Learn more by visiting our Helpdesk article "Selecting a user's approver" here.
If you need to edit an existing department, click on the pencil icon next to the department, from the "Settings" > "Departments" page.
This will bring you back to the same window where you can edit any of the settings you previously made.
If you need to delete a department, click on the dustbin icon next to the department. A confirmation window will appear, asking if you are sure you want to delete the department. If you are sure, click on the "Delete" button again. This will permanently delete the department.
Please note, that if you have users that are only assigned to this department, you will first need to move them to another department before you can delete it. Otherwise, you will receive an error message.
If you need to move users from one department to another, you can do so by navigating to "Settings" > "Users".
From the users page, you will see a list of all the users in your company. To change a user's department, click on the pencil icon next to their name for "Edit".
A window will appear with the user's details. From the "Department" dropdown-menu, select the department you want to move the user to.
If you wish, you'll have the option here to add users to more than one department. But if you only want them in one department, simply click on the "x" next to the unwanted department.
Don't forget to click "Save" to move the user to the selected department(s).
In the privacy settings, you have the option to make the departments visible to all users. If you choose to hide the departments, employees will not be able to see any other department except their own on the Overview page.
To do this, go to "Settings" > "General" > "Privacy". At the bottom of the page, you will see a toggle switch with the option to make all departments private.
For more information on department visibility, check out our Helpdesk article, "Who can see department types?" here.
That's all you need to know about managing departments in absentify! If you have any further questions, please feel free to reach out to our support team.
Add a new department
You can find all the tools you need to manage your departments on the "Settings" > "Departments" page.
From there, you can create new departments, edit existing departments, and assign department managers.
If you need to create a new department, click the "Add new department" button.
A window will open where you'll be prompted to enter the details of the new department.
Name: Enter the name of your department.
Manager: Each department must have a manager who is responsible for approving time off requests and managing department settings. You can select more than one manager if you have the "More than one Approver" add-on which you can get here.
Approval process: Here you can specify by how many members of management the request needs to be approved by and in what order they will receive the request (if you've selected more than one manager).
Maximum absent: This is the maximum number of users that can be absent in the department at any given time. This helps you keep track of absences and ensures that there are always enough people available to cover the department's workload.
Allowance days: This is the number of days that each employee in the department is allowed to be absent per year. This helps you manage leave entitlement and ensures that employees do not exceed their allowance.
Once you have entered all the required information, don't forget to click the "Save" to create the department.
That's it! The new department will now appear in the list of departments.
Hint:
By default, the department manager is the approver but you can easily configure this to be whichever employee you choose. Learn more by visiting our Helpdesk article "Selecting a user's approver" here.
Edit existing departments
If you need to edit an existing department, click on the pencil icon next to the department, from the "Settings" > "Departments" page.
This will bring you back to the same window where you can edit any of the settings you previously made.
Delete existing departments
If you need to delete a department, click on the dustbin icon next to the department. A confirmation window will appear, asking if you are sure you want to delete the department. If you are sure, click on the "Delete" button again. This will permanently delete the department.
Please note, that if you have users that are only assigned to this department, you will first need to move them to another department before you can delete it. Otherwise, you will receive an error message.
Move users from other departments
If you need to move users from one department to another, you can do so by navigating to "Settings" > "Users".
From the users page, you will see a list of all the users in your company. To change a user's department, click on the pencil icon next to their name for "Edit".
A window will appear with the user's details. From the "Department" dropdown-menu, select the department you want to move the user to.
If you wish, you'll have the option here to add users to more than one department. But if you only want them in one department, simply click on the "x" next to the unwanted department.
Don't forget to click "Save" to move the user to the selected department(s).
Privacy: Department Visibility
In the privacy settings, you have the option to make the departments visible to all users. If you choose to hide the departments, employees will not be able to see any other department except their own on the Overview page.
To do this, go to "Settings" > "General" > "Privacy". At the bottom of the page, you will see a toggle switch with the option to make all departments private.
For more information on department visibility, check out our Helpdesk article, "Who can see department types?" here.
That's all you need to know about managing departments in absentify! If you have any further questions, please feel free to reach out to our support team.
Updated on: 07/04/2023
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