How to set up your organisational hierarchy

Instead of a flat list where every team looks the same, the Organisational Hierarchy feature allows you to group teams into logical levels (e.g., Directorate → Department → Sub-team).

 

Why use a hierarchy?

• Clearer Structure: Easily distinguish between high-level directorates and specific teams.
• Smarter Access: Automatically give managers or templates access to everything "underneath" a specific level.
• Better Reporting: View analytics for an entire department or the whole organisation in one click.

Before You Begin

You will need the Hierarchy Spreadsheet provided by our team. You’ll use this to map out:

1. Your Team Structure: How teams roll up into one another.
2. Template Access: Which teams should see which forms.
3. Manager Access: Who needs oversight of which levels.

Step 1: Map Your New Structure

Open your spreadsheet to see your current list of teams. For each team, you’ll need to define its "Parent" level.

• Define Levels: Start at the top (Level 1) and work down.
  • Example: Level 1 (Adult Social Care) → Level 2 (Safeguarding).
• Add New Teams: If the new structure requires teams that don't exist yet, list them in the spreadsheet.

Tip: If you're stuck, contact our support team! We can provide specific examples based on your industry.

Step 2: Set Template Access

Decide the highest level where a template should be available.

• The Global Rule: If you assign a template to a "Parent" team, every "Sub-team" underneath it will automatically inherit access.
• Custom Fit: You can assign templates to the entire organisation, a specific directorate, or just one individual team.

Step 3: Assign Manager Visibility

Specify which managers belong at which level.

• Top-Down Visibility: A manager assigned to a Directorate can see all data and teams within that directorate.
• Targeted Visibility: A manager assigned to a Sub-team will only see that specific team's data.

Step 4: Submit for Implementation

Once your spreadsheet captures your new teams, template rules, and manager levels, send it back to us. We will handle the technical setup and notify you once your new hierarchy is live.