It is important to keep your organisation structure and posts up to date to ensure employees can be added and transferred into the correct positions within the business.
Manage your Organisation Structure
The organisation structure is made up of a department, divisions, sections, subsections then post. You can add new departments, divisions, sections and subsections into your organisation structure, provided you have permission to do so. It is important that any changes you make to the organisation structure, including adding new areas, is replicated in the payroll system to ensure a smooth process on the next payroll run when any employees added to the new area of the organisation are exported from Access People.
You are most likely to need to create new Sections as you open up newer sites or new Subsections as you create new areas of an existing site, i.e. Front of House, Back of House.
You may wish to be aware of the following points if creating a new section or amending an existing section:
When a new section is created, a permission specific to that Section will also be created. You will need to assign the section permission to the relevant employees to allow them to see, edit or delete a section.
Rota approvals are set against the section the rota belongs to. You can change the rota approvals if required.
Set the EPOS Site ID for the new section so that sales from your EPOS provider import automatically into the Access People rotas.
If you clock in via the Clock URL (Time Tracker), you may want to configure the Time Tracker password for the section.
For employees to clock in using the People HR and Rota mobile application, you will need to set the Latitude, Longitude and Tolerance values against each section.
Make an existing section obsolete. Sections are not fully deleted from the system as they are linked to historic data such as Position History and Rotas so marking a section as obsolete is how you will indicate a section as no longer being in use.
You can create section specific rota variables.
If you need to alter an existing subsection or create a new subsection, you should be aware of these points:
When creating a subsection, you will need to manually create the new subsection permission using the Create Permission button.
Make an existing subsection obsolete. Subsections are not fully deleted from the system as they are linked to historic data such as Position History and Rotas so marking a subsection as obsolete is how you will indicate a subsection as no longer being in use.
You can create subsection specific rota variables.
Ensure a new subsection is displayed on rotas.
Managing Posts
Posts are the jobs in which employees will be employed in for their day-to-day work i.e. Chef De Partie or Housekeeper. Each employee in the system should have a post assigned to them as part of their employment. If you find you do not have an existing post configured, you can create new posts within posts in the system, provided you have permission to do so.
Should you need to stop using specific posts, you can mark these posts as obsolete. Posts are not fully deleted from the system as they are linked to historic data such as Position History and Auditing so marking a post as obsolete is how you will indicate a post as no longer being in use.
The reporting structure and approval structure is configured by setting the approvals on each post in the system. If you are adding a new post or need to amend the approval structure on an existing post, you should ensure the configuration of each approval type on the Approvers tab is configured as you require by changing the listed approver against the specific approval types.
If a post is going to be part of an approval group, you can configure and assign an approval group to a post. This will allow multiple posts to form the approval group and allow the group to be assigned as an approver for specific approval types.
You can also change the listed Reports To / Line Manager on the post to be another post within the organisation. It is important to note that within Access People, posts report into posts rather than people into people, this means that if there are 2 employees in the approver post, both will be treated as the approver or the line manager.
📌Note: Set access levels on posts by assigning roles, permissions, or employee access. This ensures employees inherit the correct access when moved, rather than keeping outdated permissions.