Configure HRM Departments And Positions

Departments and positions help organize employee records, HRM reports, and team structure.

How Departments And Positions Are Used

Departments and positions appear on employee records. They help HR teams filter employees, review headcount, assign managers, structure teams, and keep payroll or people reports understandable.

They also make exports and HR reviews easier to compare over time. Use a small, stable list that matches how the company actually manages people.

Add A Department

1. Open Settings.
2. Go to HRM.
3. Open Departments.
4. Select the add action.
5. Enter the department name.
6. Save it.

Before Adding Values

Review current employee records and planned imports before creating new departments or positions. Add only values that managers and HR will actually use for reporting, payroll review, or organization structure.

If the new value is being added for an import, create it before uploading the employee file. This keeps imported employees from landing with blank or near-duplicate department data.

Add A Position

1. Open Settings.
2. Go to HRM.
3. Open Positions.
4. Add the position name.
5. Save it.

Use names that match how your company talks about teams and roles.

After adding a department or position, edit one employee profile and confirm the new value appears where expected. Then check HRM reports if the value will be used for headcount or payroll review.

Naming Guidance

Use department names for durable groups such as Operations, Sales, Finance, Delivery, Support, HR, or Engineering. Use positions for job roles such as Account Manager, Project Manager, Developer, Designer, HR Coordinator, or Finance Lead.

Avoid creating a department for every temporary project. Use projects or teams for temporary work groups instead.

Avoid duplicate variations such as Sales, Sales Team, and Sales Dept. Pick one label before importing employees so imported records do not split headcount across near-duplicate values.

Before Editing Or Removing

Before renaming or removing a department or position, check employee records and HRM reports. Changing names can make historical exports harder to compare if the company used the old names in earlier reviews.

If employees cannot choose a department or position from their edit form, verify that the value exists in HRM settings first.

For reorganizations, export or review the affected employee list before making changes. Update a small group first, confirm reports still group correctly, then continue with the rest of the team.

After Changes

Edit one employee with the new value, then open headcount or HRM reports to confirm the label appears correctly. This catches spelling or structure issues before many records are updated.

Cleanup Routine

Review departments and positions before large employee imports, after reorganizations, and before payroll/reporting cycles. For each value:

• confirm it is still used by active employees
• merge naming variants before importing more employees
• update employee profiles after a rename
• check saved reports or exported workflows that reference the old label
• document any historical naming change for HR reviewers

Troubleshooting Department Lists

If a department or position is missing from an employee form, confirm it was saved in settings and that the page has been refreshed. If the value appears in settings but reports do not show it yet, check whether at least one active employee is assigned to that value.

If headcount looks split across two similar departments, search employee records for both labels and standardize the records before sharing the report.

Related Docs

• HRM Settings
• Employees And Teams
• Edit Employee Details