This article explains how to record which branch, department and position an employee works in and who their manager is. HR users who can edit on the Employees screen do this.
Why it matters: In approval processes, the Manager step is resolved from the Manager field on the requesting employee's active position record. If the employee has no active manager, this step is skipped automatically and the request moves to the next step (or is finalised). Enter every employee's manager so that leave, expense, overtime and similar requests reach the right person. For setting up approval processes see Approval processes.
Before you start
Branches, departments and positions must exist (Setting up branches, departments and positions).
The person who will be the manager must be an active employee in Teamso.
Step by step (single employee)
On People > Employee list, click the action icon on the employee's row and choose Edit / Change.
In the window that opens, switch to the Personal Information tab; the Position section is open on the right.
On the Position Information tab, click Add.
Fill in the Position Information window:
Position Start Date (required)
Branch, Department and Position (selected in this order; position is required)
Position End Date (leave empty if the employee continues in this position)
Manager: people are listed with their department and position.
Click Save.
Add records from the past to the present. When you add a new position, the end date of the previous active position is filled in automatically, and which record is Active is decided by the dates. Only one position is active at a time.
Step by step (bulk)
On Employees, choose Actions > Bulk Position Add.
Download and fill in the template (its headers are in Turkish). Required columns: employee ID number (Personel TC Kimlik No), Position Start Date (YYYY-MM-DD), Branch, Department, Position. Give the manager in the manager ID number column (Yönetici TC Kimlik No). Employees and managers are matched only by ID number; name columns are for information.
Upload the file, check the preview and complete the upload.
If even one row has an error (branch not found, department not in that branch, etc.), nothing is saved; fix the errors and upload the file again.
You can do the same with Add with Excel in the People > Personnel records > Position section (Registry Information screen).
Result
The employee's branch, department, position and manager are updated and appear under Work Information on My Info.
The employee appears on the organization chart on the card of their active position record's department. This works the same whether you enter the record one by one, with Bulk Position Add or with the Registry Information Excel. The manager on the position record does not change the department managers on the chart; those are chosen on the Organization Chart screen (Organization chart).
A position record with a future start date becomes active on the day it starts; from then on the employee appears in the new department on the chart. Back-dated records that are not active today do not change the chart.
From now on the manager is the approver in the Manager step of approval processes for new requests.
Common problems
Symptom: The employee's request is approved, or goes to the next approver, without reaching their manager.
Cause: Manager is empty on the employee's active position record, so the Manager step is skipped.
Fix: Edit the position record and select the manager.
Symptom: The position I just added is not Active.
Cause: Position Start Date is in the future; the record becomes active on that date.
Fix: Check the date.
Symptom: A "department is not in this branch" type error in the bulk upload.
Fix: In Organization Management, check that the department belongs to the branch you wrote in Excel.
Symptom: The position record is not saved; you get "not found" or a permission error.
Cause: Only users with the Add Employee List or Update Employee List permission (and, for the assignment in a compensation plan, Compensation Admin) can write position and manager records. The selected employee, manager and position must belong to your company. Employees cannot change their own manager.