Maintain titles, units, positions and assignments¶

Organogram administration defines where work sits, who holds a position, and which relationships support reporting and shared work. A job title is reusable wording, a unit groups part of the organization, a position is a seat in that unit, and an assignment connects a person to a seat for a period. Changing one does not automatically change all the others.

The steps below follow WorkOS Final Screens. The inspected frontend still uses sample data and simulated saves. Connected availability must be verified, and several backend limits described here need resolution before a dependable rollout. These instructions do not establish that the current preview saves real changes.

Use the browsing guide to select the correct structure and inspect cover. Use the draft lifecycle guide to create a proposal and understand validation, publication and deletion.

Prepare the change and confirm authority¶

Agree the intended unit, position, accountable holder, reporting relationships and effective dates with the structure owner. Managers should review the responsibility being assigned; business owners should check continuity of cover and the shared work affected by a transition. Creating a title or assigning a person does not itself change their employment state, grant sign-in access or assign product permissions.

Viewing, creating and editing job titles have separate permissions. Creating a title also requires an active workspace and a staff profile belonging to that workspace. A title-management permission alone does not replace those requirements. Unit, position, assignment and queue changes require permission to edit the Organogram. Publishing requires a separate permission. Ask an administrator to check the actual operation if a control is unavailable or access is denied.

Work in the intended draft for structural changes. The current service does not consistently enforce the designed published-structure edit lock across these operations. Do not rely on a hidden or disabled button as protection for a published structure. Confirm the selected draft and have the implementation owner resolve that enforcement gap before a connected rollout. Reusable job-title changes are different: they update shared title wording and are not held for a particular draft's publication.

Create or edit a reusable job title¶

1. Open Operations → Organogram → Job titles.
2. Review saved titles before adding another one. A title can be reused by positions in different units.
3. Choose Add job title, enter the Job title name and Code, then choose Create title. Keep the name within 200 characters and the code within 10 characters.
4. To change a title, choose Edit on its card, review the existing name/code, make the change and choose Save changes.
5. Refresh the saved titles and review positions using the changed title. Choose Cancel if you do not intend to submit the form.

Codes are stored in uppercase. The current name check rejects an existing name without distinguishing letter case; avoid accidental leading or trailing spaces. It is not a guarantee against simultaneous duplicate creation. A title has no separately editable hierarchy level. A “Level” shown beside a title in some design choices does not establish a supported field.

Renaming a title changes the shared wording used wherever that title is referenced. It does not create a new position, move a person, change reporting authority or create a new employment record. Related displays may refresh through separate processing. There is no job-title delete action in this journey.

Add an organizational unit and its head position¶

1. Open the intended draft and choose Add unit.
2. Enter Unit name and Unit code. The limits are 200 and 50 characters respectively.
3. Choose Unit type from Department, Unit, Division, Directorate, Team or Branch.
4. Select a Parent unit when this unit sits below another one, and review Unit is active.
5. Complete the Head position section: head position name, code and saved job title are required. Use at most 200 characters for the name and 50 for the code.
6. If needed, choose the head's Fallback position and Administrative manager from the same draft.
7. Choose Add unit, then reopen the unit and check its identity, parent and newly created head position.

The unit and its head position are created together. Creating the head seat does not assign a person to it; add the appropriate assignment separately. The new head starts with the unit's active setting. Unit codes must be distinct within the selected structure, and the head's position code must not duplicate another position code in that structure.

Leaving the parent empty makes the unit top-level in the hierarchy. Creating that unit does not immediately save it as the draft's publication root. If no root has been designated and this is the draft's only top-level unit, validation can identify it and publication can attach it. No top-level unit or several candidates blocks automatic selection. Follow the draft validation and publication guidance and review leadership cover as well.

Edit a unit¶

1. Open the unit in the intended draft and choose its edit action.
2. Review the name, code, type and parent.
3. Choose the existing Head position for this unit. The intended design limits the choice to positions in the selected draft unit; confirm that relationship yourself until its enforcement is completed.
4. Review Unit is active, then choose Save changes.
5. Refresh the unit and inspect its parent, head and child relationships.

This action selects an existing head; it does not create another head seat. Clearing a parent removes that parent relationship. A unit cannot be its own parent, but the current checks do not establish complete protection against longer circular hierarchies. Avoid moving a unit under one of its descendants. There is no unit delete action here.

An inactive unit remains saved and can still appear in current structure reads. Changing a unit's active setting does not automatically change its positions, end assignments or prove that related work has stopped routing.

Add or edit a position¶

1. Open the intended draft and choose Add position, or open a position and choose Edit position.
2. Select its Unit and saved Job title.
3. Enter the Position name and Position code, within 200 and 50 characters. Use a code distinct from other positions in that structure.
4. Review the optional Administrative manager, Fallback position, Functional manager and Advisory manager.
5. Review Position is active and choose Add position or Save changes.
6. Reopen the position and check the saved relationships before assigning people or reviewing risks.

Administrative, functional and advisory relationships serve different purposes. A fallback is a separate route for authority cover; it does not replace the administrative reporting line. Select related positions in the same structure, and do not select the position itself as its manager or fallback. The current checks do not prove every longer chain is free of cycles.

Clearing fields has different effects. Clearing the fallback removes it. Leaving an existing administrative, functional or advisory manager empty does not remove that saved relationship. Choosing another manager replaces the effective relationship from the time of the save; this form does not schedule a future reporting-line change. If a relationship must be removed, ask the structure owner to resolve the unsupported removal path instead of assuming an empty field did so.

The position's head and critical states are not editable checkboxes here. The unit selects its head, and current criticality follows that relationship. Changing a position's unit does not automatically reassign every unit that references it as head; review those references together. Creating a position does not assign a person. There is no position delete action in this journey.

Inactive positions remain saved, and current browser reads can still include them. The inspected position detail does not supply the active value needed to initialize an edit control reliably. Treat that as an implementation gap; do not assume a checked default reflects the saved value or that deactivation alone ends cover or access.

Assign a person to a position¶

1. Open the intended position in the selected draft and choose Add assignment.
2. Choose Cover type: primary holder, acting cover or co-occupant.
3. Select the intended Person. The design offers active people; confirm the person's eligibility with the responsible administrator.
4. Set the effective start and, when known, the effective end. Confirm the time zone and precise handover times. An end cannot be before its start.
5. Choose Add assignment.
6. Review Assignment history and the position's current cover. A future assignment is saved but is not current cover before it starts.

The same person cannot hold overlapping primary and acting assignments on the same position. These checks are local to that position; they do not establish a global rule that a person can hold only one seat across the organization. Current checks also do not verify employment-active or sign-in-access status as part of assigning the person.

Effective end times are inclusive. An assignment starting at the exact instant another of the same authority type ends still overlaps. Agree a nonoverlapping handover rather than assuming two equal boundary times are safe. No end means the assignment continues without a scheduled end.

Review the separate primary and acting details instead of inferring the recipient of every work item from one coverage badge. The browsing guide explains how that summary is calculated. Saving an assignment does not prove that every downstream task or screen has refreshed.

Correct or end an assignment¶

1. In the position's Assignment history, find the specific saved assignment and choose Correct where the intended action is available.
2. Review the person, cover type and complete effective window. Correction replaces those saved details while keeping the same assignment identity.
3. To end cover, set its end time while retaining the intended person, type and start. Recheck overlap with any successor.
4. Choose Save correction and refresh the ledger and current cover.

The current service can correct primary, acting and co-occupant entries. The design shows only View for one ended co-occupant example, so a complete correction entry point for every permitted case still needs reconciliation. There is no assignment delete action. The ledger is not an immutable copy of every prior version of an edited assignment. The current frontend's correction note also has no matching field in this save contract; do not assume it is stored.

Add membership to a shared queue¶

A pooled queue is a shared work destination. Its membership can refer to a position or directly to a person for an effective period. Adding membership is separate from assigning a person to a position.

1. Open the intended position and choose Manage routing to reach the designed pooled-membership form.
2. Choose Use existing queue and select the queue, or choose to create a named queue.
3. For a new queue, provide its name and code, within 200 and 50 characters, and optionally select its unit context. For an existing queue, this form does not change its name, code or unit.
4. Choose the target type and the actual position or person. A Temporary routing override requires a person.
5. Enter the effective start and optional end, checking time zone and handover boundaries.
6. Choose Add membership, then verify the saved queue, target and dates through the connected implementation.

This action always adds a membership; it does not revise an existing one. There is no verified edit, end or remove action for an existing queue membership in this journey. Choose the period carefully. If an existing membership is wrong, ask the structure owner for a supported correction; adding another row is not a reliable way to cancel it.

The current service rejects overlapping entries for the same position and the same temporary-override setting, and overlapping temporary overrides for the same person. It does not reject every possible duplicate direct-person membership. Check existing membership before adding one. The intended active-person picker also does not establish that the service enforces active employment or access eligibility.

A position can be listed in a queue while its seat lacks effective cover. A queue label or temporary-override label does not prove which person receives a particular work item. How your organization structure directs work explains the inspected core routing rules; claiming and the consuming workflow's full lifecycle still require verification. Queues without a unit and without currently effective position membership also have the copy/deletion limitations described in the draft guide.

Check the outcome and recover¶

After a set of draft edits, review risks and validate again before following the separate publication process. Record business approvals through your organization's agreed process. For support, provide the workspace, structure and affected item plus the approximate time and action; keep unnecessary personnel information out of general messages.