Populating Your Organisation Hierarchy Sheet

This guide walks you through how to complete your Organisation Hierarchy Sheet (please find the Excel file at the bottom of this page) for Magic Notes.

You can use this whether you are:

• Setting up Magic Notes for the first time
• Updating or restructuring your existing setup

We recommend using this guide alongside the videos provided, but everything you need is outlined below.

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What the sheet is used for

The Organisation Hierarchy Sheet helps us:

• Build your team structure
• Create and assign users
• Set permissions and roles
• Control access to templates

There are four key tabs to complete:

1. Structure
2. Users & Managers
3. Roles
4. Templates

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📹 Video guides:

Steps 1-3:

Step 4:

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1. Structure Tab (Team Hierarchy)

This is where you define how your organisation is structured.

How it works

Each row represents a relationship between:

• A Team
• Its Parent Team

Both fields are required for every row.

Example structure

Team	Parent Team
Adults	Social Care
Children’s	Social Care
Older Adults	Adults
Mental Health	Adults
East Locality	Older Adults
West Locality	Older Adults
SEND	Children’s

Key rules

• Every team must have a parent team
• Structure should flow from top → down
• Build one branch fully before moving to the next (e.g. Adults before Children’s)
• Team names are case sensitive
  • Please ensure they match exactly how they should appear

Important note on hierarchy

Access flows downwards.

For example:

• A manager of Adults will automatically have access to:
  • Older Adults
  • Mental Health
  • Any sub-teams beneath those

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2. Users & Managers Tab

This is where you tell us who should be set up in Magic Notes.

Required fields

For each user, include:

• First Name
• Last Name
• Email Address
• Team

Managers

If a user should be a Team Manager, list the teams they manage.

Example:

Name	Email	Team	Managed Teams
Sabrina	[e-mail]	Mental Health	Mental Health, Older Adults

Key things to know

• You only need to list the team they belong to
• You do not need to include service area or directorate
• Managers can oversee multiple teams
• If a user manages a parent team, they will automatically manage all sub-teams

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3. Roles Tab (Permissions)

This is where you assign additional permissions.

Available permissions

User Management

Allows users to:

• Create users
• Create teams
• Reassign roles

Team Manager

• Can be assigned here if not already defined in the previous tab
• You can list specific teams they manage

Template Centre

Allows users to:

• Request new templates
• Request edits to existing templates

Important note

• Users with User Management will automatically get Template Centre access 

Example

Name	Email	User Management	Template Centre
Michael	[e-mail]	❌	✅

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4. Templates Tab (Access Control)

This is where you control who can use each template.

You can assign access at different levels:

• Organisation-wide
• Directorate
• Service area
• Team
• Sub-team
• Individual users

Example

Template	Access Level	Team / Area
General Meeting	Org-wide	—
Case Note	Directorate	Children’s
Supervision	Team	SEND
Mental Capacity Assessment	Team	North

Assigning multiple teams

If multiple teams need access:

• Duplicate the row
• Add a different team each time

Example:

Template	Team
Supervision	SEND
Supervision	Mental Health
Supervision	Older Adults

Tips

• Be as specific as needed
• You can go as deep into sub-teams as your structure requires
• If teams have similar names, clarify them clearly

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🚨 Common mistakes to avoid 🚨

• Missing parent teams in the Structure tab

• Inconsistent naming (case sensitivity matters)

• Assigning managers without listing managed teams

• Forgetting to duplicate rows for multiple template access

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💭 Need help?

If you’re unsure about anything or want us to sense-check your sheet before submission, we’re always happy to help.

You can reach us via:

• Email - [e-mail]
• Live chat (Monday to Friday, 9am–5pm)

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