Work groups

Work groups (Employees → Work Groups) organize employees into teams, departments, or any grouping that fits your organization. Their primary use is scheduling: you assign a work schedule to one or more work groups, and only members of those groups see the shifts.

Work groups are also used for:

• Permission scoping: an admin’s access can be limited to specific work groups, so a manager only sees their own team.
• Reporting: attendance, leave, and payroll reports can be filtered by work group.
• Leave approval matrices: approvers and recommenders can be assigned per work group.

Good to know

Work groups are not departments. A department is part of the organization structure; a work group is a flexible grouping used for scheduling and permissions. An employee can sit in one department but belong to several work groups.

Concept	What it is
Department	Part of the organization structure, used for reporting and org charts
Unit	A sub-division of a department
Work group	A flexible grouping for scheduling, admin scoping, and approval matrices

Creating and editing a work group

Select New Work Group to create one. Give it a Group name and a Description, and set the Activated switch. A group that is not active is not offered when you assign a schedule.

Visibility decides which admins can see the work group, by branch, department, or unit. Any dimension you leave empty is unconstrained. Visibility is about who can administer the group, not about what employees see. A new group starts with the scope of the person who created it, so an admin with limited access cannot accidentally publish a group across the whole organization.

Select a group’s card to open it and manage its members. You can edit its name, description, activated state, or visibility, and you can delete it.

Managing members

Open a group to see its members: name, phone, gender, age, department, when they joined (Since), and when they left (Until).

Adding members

1. Select Add Employees.
2. Search or filter for the people you want, by name, department, branch, and more.
3. Select one or more employees.
4. Set Member since and, optionally, Member until.
5. Save.

Removing members

• Remove Selected ends the membership for the employees you tick, as of today.
• Remove All ends every current membership in the group. It ignores your filters and search, and asks you to confirm.
• The row action Ends membership today. Keeps the history ends one person’s membership.

Removing keeps the history. Use Delete assignment instead only when the assignment was a mistake and never really happened; it disappears from the history rather than ending today.

Caution

The system refuses to erase an assignment once attendance is tied to it. End the membership instead, so the history is kept.

Correcting an assignment

The row action Fix a wrongly-entered start or end date corrects a membership when someone was in the group from a date other than the one recorded. The correction is dated, so the period it already covered stays as it was except for the dates you change.

Viewing history

By default the member table shows current members. Switch the Work Group Membership Filter to History to see everyone who was ever in the group, with their status and full since and until dates.

Filtering members

The filter bar on the member table narrows the list by:

• Employee name, staff ID, or phone
• Department, branch, or unit
• Work group, for viewing across groups
• Outsource company, reports to, or job title
• Contract type or work arrangement
• Age range or gender
• Employment date range or birthday range
• Scope: current members, or the full history

Where work groups matter downstream

• When you create a work schedule, you assign it to work groups. An employee only receives the shifts of groups they belong to on the schedule’s date.
• In Settings → Users, you can scope an admin’s permissions to specific work groups, which limits the employees, data, and schedules they can see.
• Leave approval matrices can fall back to group-based assignments.