Manage Divisions

In ClickTime, Divisions group employees by teams, departments, or any structure that fits your organization. Divisions help you (1) streamline reporting, (2) target manager access to the right people, and (3) simplify Project Availability setup.

Jump to:

• Important notes
• Terminology
• Create a Division
• Assign an employee to a Division
• Project List Controls & Availability (Moderate)
• Inactivate / Reactivate
• Using Divisions
• Reporting by Division
• Changing an employee’s Division
• Summary

Important notes

• Divisions are not available on the Starter or Basic plans.
• Once created, a Division cannot be deleted. You can inactivate a Division to stop using it.
• Employees are assigned to a Division only from their Person Details page.
• The term Division is customizable (e.g., Group, Department) in Company → Preferences. More details

Terminology (customizable)

Your local Administrator can relabel “Division” from the Company Preferences page. Reporting and access behaviors are unchanged if you rename it.

Create a Division

1. Go to Company → Divisions, then click + Add Division.

2. Name the Division. Optionally add an Accounting Package ID (IDs need not be unique).
3. Set Status to Active so you can assign employees to it.
4. Click Save (or Save & Add Next to add another).

After creating Divisions, view them from Company → Divisions.

Assign an employee to a Division

1. Go to Company → People. Click the Edit (pencil) for an existing person, or click + Add Person.

Select the Division in the Basic Information section of the Person Details page. Any person without a selection shows No Division.

For existing people, click Edit Section, choose the Division, then click Update.

Project List Controls & Availability (Moderate)

Project List Controls in Company → Preferences determine who can see Projects. For Divisions, set controls to Moderate to manage visibility by Division. (Maximum controls determine visibility on a person-by-person basis.)

With Moderate enabled, a Project Availability step appears on Project Add/Edit so you can grant Division access on the Project.

You can also manage visibility from the Division by selecting which Projects are visible to that Division.

Changing availability affects who can see/select the Project on time entry and pickers; historical data remains intact. See the Project Availability guide.

Inactivate or reactivate a Division

To inactivate from the list, select one or more Divisions and choose Actions → Mark as Inactive.

Or, click the Division’s Edit pencil, set Status to Inactive, then Save.

When a Division is inactive, employees assigned to it are set to No Division on their Person Details page, and you cannot assign new people to that Division.

Reactivate any time by switching Status back to Active. If you don’t see inactive Divisions, adjust the filter to show Inactive or Active & Inactive.

Using Divisions

View people in a Division • Manager permissions by Division

View people in a Division

From Company → Divisions, click a Division’s Edit pencil. The Division Details page lists assigned employees.

Or, in Company → People, show the Division column and sort by it.

Manager permissions by Division

Manager permissions can be scoped to “specific Divisions” for reports, timesheet review, expense review, time off review, and more.

Choose which Divisions a Manager can act on at the bottom of Security & Permissions on their Person Details page.

Move the appropriate Divisions to the right and click Update.

For more details, see Understanding Security Levels.

Reporting by Division

All People-based reports include a filter to run by Division:

Managers limited to specific Divisions only see the Divisions they’re allowed to access.

In Company → Timesheets, you can select everyone in certain Divisions:

Similar options are available in Company → Expenses for Expense Sheet Review.

Changing an employee’s Division

Update the employee’s Division from their Person Details page:

Note: Changing a person’s Division re-associates their past time entries to their current Division.

To preserve historical association with the former Division while recording new work under the new Division, use this approach:

1. Modify the employee’s name to include the former Division (e.g., Bart Dellums (Marketing)).

2. Update the email address to distinguish the inactive record (e.g., bart_MARKETING@acme.com).

   

3. Inactivate the employee and click Update.
4. Create a new record for the employee in the new Division using the original email.
   You’ll see the separation in future reports:
   
   

Summary

Divisions help you keep projects visible to the right groups, scope manager access cleanly, and run clearer reports. Pair Divisions with Project List Controls (Moderate) to manage project visibility by Division. For related setup, see the Project Availability guide and Understanding Security Levels.