How to Set Up your Organization Hierarchy

Overview

Rather than relying on a flat list where every team looks identical, the Organizational Hierarchy feature allows you to group teams into logical, multi-tiered levels (e.g., Directorate → Department → Sub-team).

Why Use an Organizational Hierarchy?

• Clearer Structure: Easily distinguish high-level directorates from operational teams.

• Smarter Access (The Global Rule): Automatically grant managers or templates access to everything sitting "underneath" a specific parent level.

• Better Reporting: Roll up usage analytics for an entire department or directorate in a single click.

Before You Begin

Reach out to your Beam Account Manager or Support to obtain the official Hierarchy Spreadsheet. You will use this template to map out three core elements:

1. Team Structure: How individual teams roll up into parent bodies.

2. Template Access: Which organizational levels require access to specific forms/templates.

3. Manager Visibility: Who requires managerial oversight across specific levels.

Step-by-Step Implementation Guide

Step 1: Map Your New Structure

Open your Hierarchy Spreadsheet to review your current team roster. For each team, define its "Parent" level:

• Define Levels: Work top-down from Level 1.

  Example: Level 1 (Adult Social Care) → Level 2 (Safeguarding)

• Add New Teams: If your new structure requires teams that do not exist in Beam yet, list them in the spreadsheet for technical creation.

Step 2: Set Template Access ("The Global Rule")

Decide the highest organizational 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 to that template.

• Custom Scoping: You can assign templates to the entire organization, a specific directorate, or a single operational sub-team.

Step 3: Assign Manager Visibility

Specify which managers belong at which level to define data oversight boundaries:

• Top-Down Visibility: A manager assigned to a Directorate can see all data, reporting, and teams within that entire directorate.

• Targeted Visibility: A manager assigned strictly to a Sub-team will only see data for that specific team.

Step 4: Submit for Implementation

Once your Hierarchy Spreadsheet accurately reflects your teams, template rules, and manager assignments, submit the file to [e-mail]. Beam's technical team will implement the hierarchy and notify you once it goes live.

---

Need more help? Get in contact by emailing us:

• UK and EU: [e-mail]
• US: [e-mail]
• AU: [e-mail]