Go to User Management and click to View Structure.
When you first enter this part of the system during the initial set-up process, the structure will be fairly empty - The name of your business will be at the top of the structure and to help guide you through some of the other set-up processes, a single "Test Team 1" is seeded into your structure.
Don't worry - once you've had an initial play around with the system and you've added your actual structure / org-chart, you'll be able to deactivate the Test Team.
Adding levels to your structure / org-chart
To support the size of your organisation, you can add as many levels as you require.
For example, let's say you have 3 sites (Cardiff, Newcastle and Birmingham) which all sit under your business "British Energy"
Click Add sub-group adjacent to the name of your business (E.g. British Energy) to reveal the following pop-up window.
To create Cardiff, you'd simply add the name "Cardiff".
As part of adding a new sub-group, you can also assign a Reporting Level.
Reporting levels are simply reporting tags that enable you to group parts of your structure/org-chart together in a report. E.g. If, when you are adding Cardiff, Newcastle and Birmingham, you assign the "Site" reporting level to each of these three sub-groups then, when you filter reports by Site, you will be able to view the performance of Cardiff, Newcastle, and Birmingham side-by-side. Just to reiterate: Reporting levels have no influence over where a sub-group is located in your organisational structure or org-chart - it is just a reporting tag.
Repeat Step 1, adding levels under each sub-group until, for each branch of the structure/org-chart, you reach the level where teams are located. At that point, add the name of each team and assign the "Team" reporting level to each team.
There are a number of conditions that need to be considered when creating your structure/org-chart / adding sub-groups:
- To avoid confusion when it comes to reporting, the system won't allow you to add sub-groups with the same name under the same parent. E.g. In the example above, I can't add two sites called Cardiff directly underneath my business "British Energy".
- So long as they don't report to the same parent, sub-groups with the same name can co-exist in the structure/org-chart. However, to avoid confusion when it comes to reporting, we advise you to choose unique names when adding sub-groups to your structure/org-chart.
- It is important to correctly assign the "Team" reporting level to each and every team because you can't add any further levels to a sub-group tagged with the Team reporting level. You can only add agents to sub-groups tagged with the "Team" reporting level.
- You don't assign Agents or users as part of this process - that comes later. The lowest level of the structure you need to create here is Teams.
Some example structures / org-charts
Editing the structure/org-chart
Don't worry if you make a mistake or you want to change anything - You can edit your structure at any time.
Once you've added all of your teams, you're ready to move to the next step of account set-up - setting up roles and permissions.