Workforce management · Departments
Org chart software: your department structure is the record itself, not a separate drawing
The Departments screen is your company’s organisation chart: who sits in which unit, who manages it, how many people work there and how many were planned. The chart is drawn from employee records; when an employee changes department, the chart changes too. Department Management is enabled for every company and is free of charge.
Why does an org chart go stale in a separate file?
In most companies the org chart lives in a presentation file: drawn once, never updated with hires and departures. Six months later it shows a manager who has left and misses a unit that was created; the real structure lives elsewhere, in the answer to whose approval a leave request goes to.
In this system the chart and the permissions are the same record. A department’s manager is the person who approves that team’s leave and overtime requests; an employee’s department decides which manager sees them. Keeping the chart current stops being a separate job, because the daily work keeps it current.
This page covers the department side of the system: how the hierarchy is built, which views the chart is read in, what a department manager sees and how the staffing plan is kept. The manager’s approval flow is described separately on the leave management page.
Department management: what is on the screen?
All on one screen, under the Departments menu; no separate drawing tool or plug-in is needed.
A tree of any depth
Departments nest to any depth. A unit can report to more than one parent unit; the chart shows it under each parent.
Three views
In the tree view, “Expand all” opens the whole hierarchy; the same structure can be read as cards or as a relationship diagram. “Fit to screen” brings a large chart into a single view.
Manager and headcount
Each department’s manager and the number of people working in it are shown on the chart.
Deputy manager
When a manager goes on leave, a deputy is assigned for a date range. The deputy has authority only within that range; when it ends the deputyship lapses on its own, so a forgotten deputyship never becomes permanent access.
Drag-and-drop moves
In the tree view a department is dragged by its handle and dropped under another unit; you are asked to confirm on drop. Without dragging, the same is done from the keyboard through the “Move” dialog.
Print, PDF and PNG
The chart can be printed or saved as PDF from the print dialog; “Download PNG” gives the whole chart as a single image. The department list downloads as CSV (opens in Excel).
Staffing plan: how are vacancies and overstaffing shown?
The staffing plan starts with a position catalogue: which titles exist in which department and how many people are planned for each. The actual headcount is measured from each employee’s recorded job title; matching ignores case and Turkish characters, so “Satış Uzmanı” and “satis uzmani” count as the same position.
For each position, planned and actual stand side by side; a shortfall is shown as open, an excess as over. A position with no plan shows “—” for open, not zero: writing “0 open” without a plan would present a measurement that does not exist.
Titles that match no catalogue entry are listed separately. A typo or a department name typed in place of a title shows up here and can be added to the catalogue as a position in one step; the number of people with no title is reported as well.
What does a department manager see, and what not?
The manager is set from the “Manager” field on the Departments screen; no second “whose team” list is kept.
| Item | Department manager | Administrator and HR |
|---|---|---|
| Attendance and attendance report | Only the departments they manage and their sub-departments | The whole company |
| Leave, overtime and early-leave approval | Their own team’s; they cannot approve their own request | The whole company |
| Team announcement | To their own department, optionally including sub-departments | To any department |
| Personnel record (national ID, IBAN) | Cannot see | Sees and edits |
| Mandatory training and document records | Cannot see | Sees and edits |
During the deputyship a deputy gets the same scope as the manager. A user who manages no department has an empty scope and sees no one.
Budget and staff turnover strips
Two strips above the chart answer two questions per department: where are we against budget, and who is leaving.
- Annual budget — each department can have an annual budget and a cost centre. The strip compares personnel cost incurred since 1 January with the pro-rata budget for the months elapsed.
- Incurred cost is an estimate — it is based on gross pay and excludes the employer’s social security share; the screen labels it “estimate”. Someone hired during the year counts only for the months they worked.
- An employee with no recorded pay is not counted as zero — each row states how many people have pay on record; if coverage is incomplete, the total is flagged as incomplete.
- Turnover rate — by default the last 12 months: leavers in the period divided by the period’s average headcount. The resignation rate counts only departures with SGK exit codes 02 and 03.
- Unmeasurable records are reported — records missing a start or leaving date are left out of the rate and their number is shown. Because department-change history is not kept, a person is counted in their current department.
How are two departments merged in a reorganisation?
A merge starts with a preview: how many employees, which positions and which sub-units will move, and anything that blocks the merge. After confirmation the move happens in a single transaction; active and inactive employees, positions and the parent link of sub-units pass to the target department.
The source department is not deleted but deactivated, so past reports keep referring to it. Budgets are not added up automatically, because an annual budget is a decision; the source’s budget is stated in the result and the target’s can be edited by hand. The target department keeps its manager; the people who lose a managing role are named.
How is the department structure set up?
Add the departments
One by one or in bulk from a CSV file. A bulk import shows a preview first; the file is written in one transaction only if every row is valid.
Assign managers
Choose a manager for each department; from that moment the manager sees their team’s approvals.
Link employees
When the employee list is uploaded in bulk as CSV, the department is given too; the chart fills in with headcounts.
Plan the headcount
Enter the position catalogue and planned headcounts; open and over positions are calculated automatically.
Where else is the department record used?
Leave approval
The department manager approves their team’s leave requests; in two-level approval they give the first level.
Leave managementShift plan
Shift assignments can be made in bulk by department; a unit’s staff are selected in one go.
Shift schedulingAttendance
A department manager sees attendance and the attendance report only for their own team and its sub-units.
Time and attendanceQuestions about org charts and department management
Is Department Management charged separately?
No. Department Management, including the org chart and the staffing plan, is enabled for every company and is not sold separately. Pricing depends on the modules you use and your headcount; details are on the workforce management page.
Can a department report to two parent units?
Yes. A department can be linked to more than one parent unit and appears under each parent on the chart. When you move it by drag-and-drop, only the link you dragged changes; its other parent links are kept.
Can I get the org chart as a PDF or an image?
Yes. “Print / PDF” prints the chart or lets you save it as PDF from the print dialog; “Download PNG” gives the whole chart as a single image. The PNG draws the entire chart, not just the part that fits on the screen.
What happens to approvals while a department manager is on leave?
A deputy is assigned for the manager with a date range; within that range the deputy sees and approves the same team. The range can be at most 366 days and the deputyship lapses on its own when it ends.
How is the “open” number in the staffing plan calculated?
Open is the planned headcount minus the actual headcount; the actual number comes from matching each employee’s recorded title against the position catalogue. For a position with no plan, open shows “—”, not zero.
Can we import our existing department list in bulk?
Yes. Departments are added in bulk from a CSV file; a preview first shows which row is invalid and why, and the file is written in one transaction only if every row is valid. The CSV from “Download list” uses the same format.
Next
Pages people read alongside this one
Employee records
Personnel fields, KVKK consent, OHS and document expiry
ExploreAbsenteeism records
Absenteeism records in Türkiye: the art. 25/II-g thresholds (two days, two post-holiday days, three days), excuses, the six-working-day limit, the record.
ExploreWorkforce software comparison
Workforce management software comparison in 12 criteria: why each matters, what to ask the vendor and MedyAjans’s verifiable answer. Not a ranking of rivals.
ExploreSet up your chart once and let daily work keep it current
We do the setup with you, free of charge: we define departments and managers and link your employees. Department Management is free for every company; try it free for 30 days.