Create at least one active department before adding employees manually or importing them from a file.

What this is

The Employees screen uses tenant-scoped departments as employee form choices and as an organisation classification. Existing employees retain their department when a department is archived, but an archived department is no longer an active option for new assignments.

When to use it

Use this before the first employee, when an import reports that a department does not match an existing option, or when the organisation’s structure changes.

Before you begin

  • Confirm the selected organisation in the desktop session.
  • Decide the exact active department names and check for duplicates.
  • Use an account authorised to change employee setup.

Product navigation

Open Employees, then select Manage departments.

Steps

  1. Open department management

    Select Manage departments and confirm the dialog title is Manage departments.

  2. Add active departments

    Enter a name in Department name, then select Add department. Repeat for each required active department.

  3. Review and rename entries

    Check the Active departments list; these entries appear in employee forms. Use the rename control only when the organisation has approved the change.

  4. Archive an unused department

    To retire a department, select its Archive control, read Archive department?, and confirm with Archive department. Existing employees keep their current department.

  5. Confirm the employee choice

    Select Close, reopen an employee form or import review, and confirm the intended department is selectable.

What to check

The active list contains at least one correct department, imported department values match an active name exactly, and an archived department has not been used for a new employee unintentionally.

Important boundaries

Archiving is a structural change, not a deletion of employee history. Review downstream payroll/reporting effects and keep the change attributable in the organisation’s controls.

Common problems

Create departments before adding employees message appears

Select Manage departments and add an active department first.

Department must match an existing organisation department

Correct the file or add the approved department before validating again.

A department cannot be archived

Review the displayed dependency or permission message and preserve existing employee assignments.

Related guideAdd an employeeRelated guideImport employeesRelated guideEmployee status and terminationRelated guideOrganisation readiness blockers