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How do I manage departments?

Create departments, assign members, and define department heads and deputies

This article is for: Admin, Account owner

Departments allow you to organise users into groups that reflect your company structure. You can assign a department head and a deputy to each department. Department heads and deputies can then manage time entries, requests, and timesheets for users in their department.

Contents

Create a department

Follow these steps

  1. Navigate to Company > Departments in the side menu.
  2. Click Add department.
  3. Enter a name for the department.
  4. Optionally, select a parent department to nest it within an existing one.
  5. Click Add.

Add users to a department

Follow these steps

  1. Navigate to Company > Departments.
  2. Select the department you want to add users to.
  3. Click Add member to assign users.
  4. Select the users you want to add.
  5. Click Save.

Note: You can also assign a department directly in a user's profile under the Employment tab.

Assign a department head or deputy

Department heads and deputies can view and manage time entries, requests, and timesheets for users in their department. Only users with the Manager role can be assigned as department head or deputy.

Follow these steps

  1. Navigate to Company > Departments.
  2. Select the department.
  3. Click Assign a Department head and select a user with the Manager role.
  4. Optionally, click Assign a Deputy and select another user with the Manager role.
  5. Click Assign.

Warning: If you archive a user who is a department head or deputy, their role assignment is removed from the department. You will need to assign a replacement.

Create a department hierarchy

Departments can be nested to reflect your organisational structure. A sub-department inherits the visibility rules of its parent, meaning a department head of the parent department can see users in all sub-departments as well.

Follow these steps

  1. Navigate to Company > Departments.
  2. Click Add department.
  3. Enter a name and select an existing department as the Parent department.
  4. Click Add.

Tip: You can also change the parent of an existing department by editing it and selecting a different parent.

Archive a department

Archiving a department removes it from active views and selection lists. Archived departments still appear in historical reports for past date ranges.

Follow these steps

  1. Navigate to Company > Departments.
  2. Select the department you want to archive.
  3. Click Archive.

Note: Archived users cannot be moved to departments, and users cannot be moved to archived departments.

You now know how to manage departments in TimeTac, assign employees to a department, appoint department managers and deputies, and create a clear department hierarchy within your company.