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Setting Up Employee Groups

Updated

Introduction

Please note that the features described below are only available to our HR Plus customers. If you would like to learn more about HR Plus, please speak with your Customer Success Manager.

Employee groups allow you to create different hiring experiences for your employees, depending on their circumstances. Some companies use employee groups to separate people by department. Other employee groups are configured based on location or country. They can also be defined by employment type (such as groups for interns, part-time, and full-time employees). 

This article will provide an overview on creating employee groups, the adjustment of HR settings based on employee groups, how this affects the Add Employee workflow, and how to modify an employee's group from their profile page.

Setting Up Employee Groups

Creating a New Group

Follow the steps below to create a new employee group. Note that if this is your first time creating an employee group, there will be a parent group called Employees in which all employee groups are created. Repeating these steps will create new groups within the Employees group. 

  1. Navigate to the Administration Workspace > HR Settings > Employee Groups. 
  2. Click Add Employee Group. 
  3. Enter in the name of the group and designate the HR Manager(s) for this group. 
  4. Click Save to continue. 
  5. The newly added group will now show under the Employees group. Click the Edit icon to make any changes to the group, click the Trashcan icon to remove the group, and click the + to add a new group within an existing group. 
  6. Once a group is added, a list of all HR Managers will display showing which groups they manage and list of their access levels. 

    The Consultant Management Access and Advisor Management Access permissions do not adhere to employee groups. If enabled, these permissions grant access to all consultant and advisor reports, workflows, and documents for the company.

Adding Employee Subgroup

By default, employee groups are created within a parent Employees group. To help you better organize your employees, groups can be created within other groups. For example, you could have a group called US Employees, and within that group could be a Remote Employees and In Office Employees. From there, additional subgroups could be created, such as a group for each time zone for the Remote Employees group. 

Follow these steps to add a new employee subgroup:

  1. Navigate to the Administration Workspace > HR Settings > Employee Groups. 
  2. In the list of existing groups, click the + button on the group to which you are adding a new group. 
  3. Enter the group name and select the HR manager(s)s for the new group. Note that this group will inherit default settings from the parent group. 
  4. Click Save. 
  5. The HR Managers list will update to show each subgroup they manage. 

Employee Group Managers

When setting up permissions for your HR team, it is essential to note a few key components of the permissions settings to avoid any potential confusion.

  1. If permissions are edited for the user before they are assigned as a manager of an Employee Group that is nested under another group, they will have access to all of the information of the company and not just the data specific to the employee group they are set up to administer.
  2. If the user is added as an HR Manager for an employee group, but their permissions are not edited to expand their access level, they will not be able to see information pertaining to the group they administer. Instead, we recommend that you add the user as an HR Manager for the appropriate employee group, and then grant them the correct permissions and access levels. 

Setting HR Configurations for Employee Groups

Once you have set up an employee group for your company, you can begin to customize the features that will become the default for the group. These customizations are found in the HR Administration section of the Administration Workspace, specifically within the Offer Workflows and Employment Workflows pages.

When adjusting the Offer Workflow or Employment Workflow settings, select which employee group you are changing from the dropdown menu. 

Any changes to the settings made for the selected group will affect everyone within that group and any subgroups. For example, making changes to the Employees group will affect all employees at your company, whereas select the Interns group would only affect users in that group. See this article for more information on the HR Administration Settings.

Adding or Changing an Employee's Group

New Employees

Once employee groups have been established, an Employee Group option will now show during the Add Employee workflow. Select the appropriate group for the new employee. 

Existing Employees

  1. Navigate to the User Directory and click on the name of the existing employee.
  2. Click on Current Employment.
  3. Select the appropriate group from the Employee Group dropdown menu.
  4. Click Save.

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