In ClickTime, Divisions allow you to group employees based on teams, departments, or any other relevant structure. This provides several key benefits:
- Streamlined Reporting: By grouping employees into divisions, reporting becomes more efficient and tailored. You can generate reports focused on specific divisions, ensuring you only see the data relevant to those groups.
- Targeted Manager Access: Divisions allow you to control which employees Managers can review, ensuring they only have access to the employees they need to manage. This improves data security and reduces clutter for Managers.
- Simplified Project Availability Setup: Assigning employees to specific divisions makes it easier to set up Project Availability, ensuring that only the right team members have access to relevant projects.
Important Notes about Divisions:
- Divisions are not available to organizations on the "Starter" or "Basic" plans.
- Once a Division is created, it cannot be deleted. However, you have the option to inactivate a Division, though it will still remain in your account.
- Employees can only be assigned to a Division via their Person Details page.
- The term Division is fully customizable. Your local Administrator can choose a different term (e.g., Group, Department) from the Company → Preferences page. [More details here]
Read on to learn more about Divisions or use the links below to skip to the appropriate section of this article.
Create a Division
Assign an employee to a Division
Inactivate a Division
Using Divisions
Reporting by Division
Changing an Employee's Division
To create a Division, go to the Company --> Divisions page and click "Add Division":
Next, give your Division a name. If you are exporting data for an accounting integration, you can also enter an Accounting Package ID (note that these IDs do not need to be unique).
Ensure the Status is set to "Active"—if it's set to inactive, you will not be able to add employees to the Division.
Once everything is set, click "Save" to create the new Division, or "Save and Add Next" to save this Division and immediately proceed with adding another one.
Once all of your Divisions are created, you can view the full list from the Company --> Divisions page.
Then you can start adding employees to the appropriate Divisions.
Assign an employee to a Division
To assign an employee to a Division, go to the Company --> People page and click the "edit" pencil icon for the existing employee, or click "Add Person" if the employee is not already in the system.
The Division option is in the "Basic Information" section of the Person Details page.
To assign an employee to a Division, click "Edit Section" when editing an existing person’s details. Then, select the appropriate Division for the employee from the drop-down menu.
Finish setting up the new employee, or click "Update" to update their record with the new Division.
If you determine that a Division is no longer needed in your account, you can inactivate it from the Company --> Divisions page. Either select the name(s) of any unnecessary Divisions and use the "Actions" option to "Mark as Inactive":
You can also click the "Edit" pencil icon to navigate to the Division's Detail page. From there, you can change the Division's status to "Inactive" and then click "Save" to apply the changes.
Any employees currently assigned to an inactive Division will automatically default to "No Division" on their Person Details page. Additionally, you will not be able to assign any employees to an inactive Division.
You can reactivate an existing Division at any time by following the same steps. If you don’t see the inactive Divisions, be sure to adjust the filter to show "Inactive" or "Active & Inactive."
View People in a Division
Managerial Permission by Division
Project Availability by Division
To view all employees in a specific Division, go to the Company → Divisions page and click the "Edit" pencil icon next to the Division you’re interested in. On the Division Details page, scroll to the bottom to see the list of employees assigned to that Division.
Click the "Edit" pencil icon to navigate to the employee’s Person Details page.
Alternatively, you can navigate to the Company → People page, ensure the Division column is displayed, and sort by that column to view employees by Division.
Managerial Permissions by Division
Certain permissions for Managers allow them to perform actions for all employees or only for those within specific Divisions. These permissions include the ability to run reports, review timesheets, review expenses, and view or edit Divisions, Employees, or Employment Types.
When specifying that a Manager can only perform actions for employees in certain Divisions, you can select those Divisions using the options at the bottom of the Security & Permissions section on their Person Details page.
Choose the Divisions they should have access to on the left and use the arrows to move the Divisions to the right. Click "Update" when you are finished.
For more details on Security and Permissions, please see the Understanding Security Levels guide.
Project Availability by Division
When the Project List Controls are set to "Moderate – control which projects are visible to each division," you can limit certain Projects to only be visible to employees in specific Divisions. This can be done from either the Project Details page or the Division Details page.
More information can be found in the Project Availability - Moderate List Controls guide.
All of the "People" based reports will have an option to run the report by Division:
This option makes it easy to run reports for everyone within a specific Division. Managers who are restricted to running reports for "specific Divisions" will only see the Divisions they have access to.
When using the Company --> Timesheets page to review, you can also select everyone in certain Divisions:
Similar options appear when using the Expense Sheet Review options from the Company --> Expenses page.
Changing an Employee's Division
You can change an Employee's Division at any time from their Person Details page by simply updating this field:
However, please note that if you update an employee’s Division, all of their past time entries will be associated with their current Division.
In some cases, employees may change Divisions due to a change in their role within the organization. If you’d like to ensure that all previous time entries remain associated with the former Division, and only newly logged hours are associated with the new Division, we recommend the following steps:
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Modify the Employee's Name: First, update the employee’s name to reflect the Division their past records are associated with. For example, change Bart Dellums to Bart Dellums (Marketing).
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Update the Email Address: Next, modify the employee's email address to make it clear this email is linked to their former Division. For instance, change the email to bart_MARKETING@acme.com.
- Inactivate the Employee: Set their status to "Inactive" and click "Update." This will deactivate the Bart Dellums (Marketing) user.
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Create a New Record: Finally, add a new record for the employee in their new Division. Since the email was modified in step 2, you can now use the original email to set them up as a new employee.
You will then be able to see the difference when running future reports
Please feel free to reach out to ClickTime Support if you have any additional questions about this and we will be happy to help!
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