Offices, departments, holidays and the org chart

Why this matters#

A few simple facts about your company quietly drive the rest of Hubtoll:

• Your timezone decides what "today" means and when deadlines pass.
• Your weekend days and public holidays decide how many working days a leave request really takes.
• Your offices say which country each person works in, so each person gets the right holidays.
• Your departments decide who the "head of department" is when an approval needs one, and how reports group people.

These four are on the Workspace Setup checklist. See Quick start: your first afternoon.

Set up your company profile#

Open Corporate management›Corporate Profile Settings. The page first shows a read-only overview: your logo, name, web address, industry, Location, Working week (rest days are tinted) and Operating timezone. Everyone who is allowed to open this page can read it.

To change anything, click Update profile. It has three parts. Each part is saved by its own button, so saving one does not save the others.

Click Back to overview to leave the edit view.

Weekend and working week#

Pick every day your company treats as a weekend. Saturday and Sunday are picked at the start. You can pick any mix, for example Friday and Saturday. You must keep at least one working day, so the Save weekend button stays off if you pick all seven.

Leave and holiday maths skip these days when counting someone's leave. See Leave management.

Timezone#

The timezone is used for time-of-day things: deadlines (such as a timesheet cutoff) and timestamps (such as "submitted at 2:05 PM"). Calendar dates are different. A leave day or a public holiday is a plain date, the same day for everyone wherever they are.

Everyone can always see your timezone and the local time in the timezone chip at the top of every page.

Logo#

In the edit view, upload a logo by clicking the upload box or dragging a picture onto it. You can zoom, turn and move the picture before you click Apply logo.

• Use a PNG or JPG, up to 5 MB. A SVG picture is refused.
• Change swaps it, Remove deletes it.

Sub-domain#

The Sub-domain field changes your company's web address. Everyone uses that address, so change it only when you must, and tell your team. The rules are in Create your account and set up your company.

Add office locations#

An office location is a place where your people work. Every employee record is attached to an office, so you need at least one before you add employees.

Open Human Resources›Employee Record Management›Office Locations. Each office shows as a card with its name, type, address, country and an Active or Inactive badge.

Add an office#

1. On Office Locations, click Add location. A window called Add Office Location opens.
2. Type an Office alias, a friendly name such as Lagos HQ.
3. Pick a Category: Physical, Remote or Hybrid.
4. Pick the Country, then the State / Province. The state list fills in after you pick the country.
5. Type the Address.
6. Click Save location.

Switch an office off, or delete it#

Each card has two icons for people who may edit offices:

• Deactivate (and later Activate) keeps the office but stops it being used. This is the gentle choice.
• Delete asks Delete office location? and then removes it. Deleted data is kept for 60 days before it is gone for good. Anyone whose record still pointed at a deleted office is treated as working in your company's own country.

Create departments#

Open Human Resources›Employee Record Management›Departments. The page is called Department Management. It draws your company as a tree: top-level departments, with their sub-departments underneath.

Add a top-level department#

1. Click Create a Top Level Department.
2. Type the Department name and a Description. Both are required.
3. Pick a Department head. This is the person an approval reaches when a workflow says "head of the department". You can leave it empty for now.
4. Optionally pick a Department sub-head.
5. Leave Parent department empty, so it stays at the top.
6. Click Save.

Add a sub-department#

A sub-department is a department inside another one, for example Payroll inside Finance. Click the + on the parent's card. The window now reads Add New Sub-Department and says Sub-department of Finance. Fill it in as above.

One parent only#

A department has exactly one parent. This keeps your structure a clean tree. You can set or change the parent in three ways:

1. Click + on a card, as above.
2. In the department form, use the Parent department box. Clear it to make the department top-level.
3. Drag a card by its handle and drop it onto another department. Hubtoll asks Move into another department? and tells you it will leave its current parent. To lift a department back to the top, drop it on the strip that says Drop here to make it a top level department.

If you try to put a department inside itself or inside one of its own sub-departments, you see A department cannot be moved into itself or one of its own sub-departments. Pick a different parent.

Add people to a department#

Click the pencil on a department's card (or Edit Department on its own page) to open Manage ... Department. At the bottom is Members:

1. In Add a member, search for the person.
2. Click Add.

To take someone out, click the X beside their name (Remove member). If the person is already in, you see a message saying they already exist in that department.

Only people who already have a login in your workspace can be members. See Employee records for how people join.

A department's own page#

Click a department's name on the tree to open its own page, which you can bookmark or share. It shows:

• Leadership: the head and sub-head with their email.
• Sub Departments: click one to go down. A link such as Inside Finance takes you back up.
• Members: everyone in it.
• Add Sub-Department and Edit Department buttons, for people who may edit.

Use All Departments at the top to return to the tree.

Company departments and the org chart#

Not every department belongs on the official picture of your company. A project team or a working group might not. When you create or edit a department you will see a switch called Company Department: "Show this department on the organisation chart. Turn this on for the departments that make up the company's official structure. Leave it off for teams, projects and working groups."

• Departments with the switch on show a small On Org Chart badge.
• Only the owner or someone with full Employee Records edit access can see and use this switch. People who can edit departments but do not have that access never see it, and what they save does not change it.

Read the organisation chart#

Open Human Resources›Employee Record Management›Organisation Chart. The chart shows your company at the top and its company departments below it, each with its head, sub-head and number of members. Every person with an HR seat can open it. It is read-only.

What you can do on the page:

• Search in the box that says Search departments or people. Matches are highlighted and the branches that hold them open.
• Click the small number under a card to expand or collapse its sub-departments. Expand All and Collapse All do it for the whole chart.
• Zoom In, Zoom Out and Fit to Screen change the size.
• Print prints the chart.
• Click a department card to open a side panel with its leads and members. View Department in the panel opens the department's own page, shown only to people who may open it.
• On a phone, the chart becomes an indented list you can expand.

If the chart is empty, an admin sees No company departments yet and a Go to Departments button. Other people see Your organisation chart hasn't been set up yet.

Add public holidays#

Open Corporate management›Holiday management. The page is called Public Holidays: "Days off, by country." Everyone in the workspace can read the list. People with holiday edit access also see Add holiday.

Add a holiday#

1. Click Add holiday. A window called Add a Public Holiday opens.
2. Type the Holiday name, for example Independence Day.
3. Optionally add a Description (optional) of up to 500 characters.
4. Pick the Country. It starts as your company's country.
5. Pick When is it?, one date range. For a one-day holiday, pick the same date twice.
6. Leave Active on to use the holiday right away.
7. Click Add holiday.

If you leave something out you may see Every holiday needs a name, Choose the country this holiday is observed in, or A holiday's end date cannot be before its start date.

The country decides who gets the day off#

A holiday applies to staff whose office is in its country. The country of someone's office comes from their employee record. If they have no office, they follow your company's own country.

Public holidays are plain calendar dates. There is no timezone on a holiday.

Switch off or delete#

On each row, two icons:

• Switch off or Switch on keeps the holiday on the calendar without applying it.
• Delete asks Delete this holiday? and then removes it. Leave requests and timesheets stop treating those days as a holiday.

There is no edit for a saved holiday. To fix one, delete it and add it again.

See holidays on your dashboard#

The Holidays card on your dashboard is a calendar. Each country's days have their own colour, and a key under the calendar says which colour is which. Hover a coloured day, or tap it on a phone, to see the holiday's name, description, country and dates.

When your company has holidays in more than one country, a Countries box appears above the calendar. It opens on the country of your own office. If you have no office, it shows all countries. Type to find a country and tick one or more. Click the x in the box to go back to all countries.

Who can do what#

Everyone gets the All staff role, which lets them look at departments, office locations, public holidays and leave categories. Changing them needs more.

See the Permission reference for the exact codes and Roles: give people the right access to give them out.

Common questions#

A colleague says their leave ends on the wrong day.expand_more

Check three things: your weekend days, the holidays for their country, and the country of their office. Any of them changes the end date. See Leave management.

Why is my department not on the organisation chart?expand_more

Its Company Department switch is off. Someone with full Employee Records edit access must turn it on in the department's form.

Can a department have two parents?expand_more

No. One parent only. If a team works for two areas, pick the main one.

I cannot find the Company Department switch.expand_more

Only the Super admin and people with full Employee Records edit access see it. A department-only editor can create departments but cannot use the switch.

Can I add the same holiday for many countries?expand_more

Add it once per country. Each holiday belongs to one country.

I deleted an office by mistake.expand_more

Deleted data is kept for 60 days. Contact support to restore it within that time.