3.2 – Organisation Structure – LeavePlanner Help File

On the Organisation Structure page, you can define your company’s departments and teams.

Defining the structure for your organisation

If you have set LeavePlanner so that employees can only see their own department (and sub-departments), then you will want ensure the structure reflects how your managers cover employees in different departments. For more information of how the structure may differ, see the examples on the Creating Departments page.

Your Divisions/Departments

On the left-hand side you will see a list of all created departments, to create a department click the ‘Add a new department’ button and you can start entering the information on the right side of the page. To edit an existing department, click on the name in this list and you can edit the current details, and hit ‘Save Department’ to confirm.

Division/Department Settings

Here you have the options for the department you are currently editing:

Department Name
Parent Department – Either choose the company name for top level – or pick another department to make this a sub-department
Set default public holidays – Either organisation default, regional (if configured) or none (this department works public holidays).

Leave Authorisation

If you have the same authoriser for an entire department, then this feature makes it quick to set up the authorisation, and easy to maintain should there be any changes. Also, if an employee moves between departments, the authorisation steps set for their new department will instantly take effect. Departmental Authorisers can be set before or after the standard authorisation steps, or even instead of; replacing what is set in the Manage Users page for members of the selected Department.

Departmental Authorisers

The Departmental Authorisation tab contains the settings for the selected Department’s authorisation steps. You can set authorisers and backup authorisers, and when the Departmental Authoriser is used (Before/After or instead of the normal process). You can add multiple authorisers, and this will require that all authorisers accept the request before it is granted. You will notice that there is a second column for backup authoriser; this is someone who can approve the requests if the main authoriser is absent themselves. To add a Departmental Authoriser, click ‘+ Add an authoriser’ and you will see the ‘Add this Authoriser’ window appear with the following options:

Select the Authoriser – Choose the person who will authorise the current Department’s requests. You can filter by department to find the authoriser.
Action if Authoriser is on leave – Decide what happens when your selected authoriser is on leave.
- No-one – The request will wait until the chosen authoriser returns from leave. Administrators are able to accept any requests if required.
- Their stand-in – Select to choose the default Stand-in for this authoriser (this is set on the authoriser’s manage user page).
- A specific person – Choose an individual, who wouldn’t normally by the stand-in for this authoriser.

When you have finished hit ‘Add this Authoriser to return to the Leave Authorisers page.

Additional Notifications

Use this option to add an additional person to be notified regarding employees in the current Department. The default persons will still receive notifications without adding anyone in here. Use this setting if you want to notify another employee who is not the requester or an authoriser. You can select a user in the same way that you add an authoriser. The notifications are triggered based on selecting from the following events in LeavePlanner:

Requested – As soon as a user (in this Department) submits a request.
Authorised – When leave has been approved (for a user in this Department).
Rejected – If a request (for a user in this Department) has been denied by an authoriser.
Cancelled – When a request (for a user in this Department) is deleted.
Modified – If part of the request (for a user in this Department) is removed.

A good example of this feature in practice is where you might have a manager for a department who wants to be informed of any leave requests or cancellations.