How-To Guide

Setting Up a Department or Division

Adding to your org structure is quick — the one part worth slowing down for is location-based clock-in on divisions.

Division or department?

Divisions are the larger unit (often a location or business line); departments sit within them. Both carry a name, a manager, a GL code for cost tracking, and an active/inactive status. The practical difference for setup: divisions can enforce where staff clock in, departments can't. Full detail in Company & Organization.

Adding one

Settings → Divisions or Departments → create.
Set the name, assign a manager, and add the GL code your accounting export should use for this unit's costs.
For a division you want to geofence, turn on Restrict Clock In/Out to Assigned Location, search the address on the map, and set a radius (10–100 metres). Staff in that division can then only punch within the fence.

Moving people in

A new unit is empty until you assign people. For a handful, edit each profile's employment record. For many — a reorg, a new site opening with transferred staff — use a bulk update to move everyone at once, effective on the reorg date. Because the move is an employment-record change, it's dated: payroll, reporting, and the org chart all reflect the new structure from that date forward, and history before it stays intact.

The GL code is what your accountant sees The code you set here flows into the accounting export, mapping this unit's payroll to the right line in your books. Get it from whoever owns your chart of accounts before you create the unit — adding it later means the early pay runs posted to the wrong place.

Knock-on setup

A genuinely new part of the business may also need its own pay configuration or time-off policies — a new division of shift workers, for instance, wants its overtime rules and a shift-worker leave policy. Check whether the new unit fits your existing employment levels and policies or needs new ones.

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