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Set up your groups & management reporting lines

Josh Williamson
Updated

Set up Groups

By establishing Groups you are setting the foundation for the efficient assignment of content in bulk, such as policies, documents and certification requirements, for specific employees within your organisation.

Groups allow you to personalise your employee's experience by ensuring they only receive onboarding and other shared content relevant to their role. 

Step 1: Create your initial Group categories
  1. Log in to Employment Hero. 
  2. Click on the Settings menu. 
  3. In the People tile, click the Groups submenu.
  4. Click Add Group
  5. Enter the Group name and allocate a Leader (optional)
Step 2: Assign Groups

There are two ways to assign an employee to a group - either one-by-one from within their employee file or in bulk using the Import Employees feature for CSV upload. 

Assign one-by-one
  1. Click People.
  2. Click the Employees List from the submenu.
  3. Select an employee from the list to update their details.
  4. Click on the Employment Details tab. 
  5. Click the Edit button.
  6. Use the drop-down menu to select the relevant teams.

  7. Save. 

    Helpful Hint

    The Employment Details tab is also used to update Primary and Secondary Manager. If you are updating one-by-one you may wish to update these fields at the same time for efficiency.

Assign in bulk using a CSV upload
  1. Click People.
  2. Click the Import Employees from the submenu.
  3. Export the template for bulk updates by selecting Update Employee Employment Details and Download.

  4. To update an employee's Group, edit the respective column in the template. To add multiple groups, separate each group with a pipe symbol '|'. For example: Sales | Management | Remote.

    Helpful Hint

    Groups entered in the CSV are case-sensitive and must match the naming convention used in the platform.

  5. Once complete, save as a CSV file.
  6. In Employment Hero, click or drag your file into the grey upload frame.
  7. The import fields will be automatically configured. If you have chosen to use your own CSV template, use the Map Your Columns feature to align each field
  8. Select, Continue.

Set up Management Reporting lines and your Organisation Chart

Assigning a Primary Manager to your employees plays to roles. It forms the foundation for your approval workflows and also establishes the structure of your Org Chart. 

An employee will sit nested under their primary manager in the org chart and their primary manager will be the recipient of any requests the employee submits such as leave, timesheets or expenses. 

Other platform features, such as Workflows and Permissions can support variations to this logic (such as granting access to a finance employee to approve expenses). However it is critical to first establish this foundation structure. 

Assigning a Secondary Manager is optional, you can find out more about which features a Primary, Secondary and Indirect Manager can access here.

Assign Managers one-by-one
  1. Click People.
  2. Click the Employees List from the submenu.
  3. Select an employee from the list to update their details.
  4. Click on the Employment Details tab. 
  5. Click the Edit button.
  6. Use the drop-down menu to select the employee's manager.
  7. Save. 
Assign Managers in bulk using a CSV upload
  1. Click People.
  2. Click the Import Employees from the submenu.
  3. Export the template for bulk updates by selecting Update Employee Employment Details and Download.
  4. To update an employee's Primary and Secondary Manager, update the respective columns by entering the manager's account email (we recommend copying and pasting this data to ensure accuracy). 
  5. Once complete, save as a CSV file.
  6. In Employment Hero, click or drag your file into the grey upload frame.
  7. The import fields will be automatically configured. If you have chosen to use your own CSV template, use the Map Your Columns feature to align each field
  8. Select, Continue.

Frequently Asked Questions

What can managers see in an employee file in Employment Hero

By default, managers will have access to the following details for any employee who reports to them:

  • Employee Overview (name, job title, team, work email).
  • Leave Details including current leave balance if you are integrated with a payroll platform.
  • Company Assets that have been assigned to the employee.
  • Performance Reviews.
  • Additional Information (this is a platinum/plus/unlimited feature know as Custom Fields)
I have uploaded my CSV and have received conflicts, how do I fix these? 

There are two ways to assign an employee to a group - either one-by-one from within their employee file or in bulk using the Import Employees feature for CSV upload. 

The Employment Hero platform will provide you with conflict notes which explain the error and its specific location within your CSV. Download the CSV and amend the values in those cells. Remember to save the file before attempting to upload again. 

If errors persist, while the error message is displaying in your platform, reach out via live chat and a team member will assist with diagnosing the issue and provide next steps. 

I cannot see an employee on my Organisation Chart 
  1. Ensure your Organisation Chart is enabled. You can view this vis settings by selecting Menu Customisation on the Security & Access Control tile. Organisation Chart should be ticked if you would like this to be visible to employees and managers. 
  2. Check the employee's Start Date. An employee will only appear on the org chart from 12pm on their start date.
  3. Check the employee's manager. An employee cannot be a manager of themselves and no two managers can report into each other. If any of these scenarios exist, the chart will not display the impacted employee.
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