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The organization structure is the company’s tree of departments: divisions, branches, teams. Every employee belongs to at least one department. The department drives automatic course assignment, report filters and notifications to managers. The structure is in Company → Organization structure.

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How the structure works

  • Departments are nested inside each other with no depth limit. There can be several root departments.
  • A department has a name, a parent department and a manager.
  • An employee can belong to several departments at once. Each such membership is a separate assignment with its own position and grade.
  • A person cannot have two identical assignments in one department: the same position is not added twice. Two different positions in one department are allowed.
  • The Employees counter in the structure includes nested departments. The list on the department page shows only those who belong to it directly.

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Viewing the structure

The Company → Organization structure page has two views: The Search the structure field finds departments by name.

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Creating a department

1

Open the form

On the Company → Organization structure page, click Add. To create a nested department right away, hover over the parent in the Tree view and click Add.
2

Fill in the fields

Department name: up to 100 characters. Belongs to: the parent department. Leave “Root (outside tree)” if it is a top-level department. Manager is optional.
3

Save

Click Create. The department appears in the structure.

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Department page

Open a department from the list or choose Edit in the tree. The page has two tabs.

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The “Settings” tab

  • Main information: the name, parent department and manager. The Save button appears when you change something.
  • Invite links: links that employees use to join the department on their own. See Adding employees.

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The “Employees” tab

Filters: Position, Grade, Promotion readiness, Source (all, “Added manually” or a specific link) and the date added. The button next to Add employee opens the same people in the All users list.

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Adding employees to a department

This way you can add people who already have an account in the company.
1

Open the “Employees” tab

On the department page, click Add employee.
2

Choose a position and grade

Position (optional): the list contains only positions allowed in this department. Grade (optional): appears if grades are turned on and shows only the grades of the selected position.
3

Select people

Find users with the search and check them. Click Add employees.
You can add up to 250 people at a time. People who already have the same assignment in this department are skipped. Create new users first, see Adding employees.

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Transfer and position change

Rules for transfers and position changes:
  • The new position must be allowed in the new department, otherwise you get the “The position is not available in this department” error.
  • The grade is kept if the new position has it. If not, the grade is reset.
  • The manager mark moves together with the person.
  • After a transfer to another department, the Added column shows who made the transfer. The connection to the invite link is reset.
  • After a transfer or position change, the automatic assignment rules are checked again. Courses that were already assigned stay with the employee.

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Dismissal and rehiring

To remove an employee from a department, open the row menu on the Employees tab and choose Remove from department.
  • If the employee has other departments, they simply leave this one.
  • If this is their last department, the system warns you: “The employee will be dismissed”. After you confirm, the account gets the “Dismissed” status, and the employee can no longer sign in.
  • A dismissed employee disappears from the structure, but their data and statistics are kept. They are visible on the Dismissed tab in the user and student lists.
  • To bring the employee back, open their card and click Add department and position. The status becomes “Active” again.
You cannot dismiss the company owner, and you cannot remove your own last department. If you delete a user’s account, all their assignments are closed automatically.

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Moving and deleting a department

  • Moving. Change the Belongs to field and save. The department moves together with all nested ones. You cannot move a department inside its own branch: “A department cannot be moved inside its own branch”.
  • Deleting. You can delete only an empty department. If it has nested ones, you see “Delete or move nested items first”. If there are employees inside, including in nested departments, you see “There are employees inside — transfer or dismiss them first”.

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Frequently asked questions

The counter in the structure adds up the employees of the department and all nested ones. The department page shows only those who belong to it directly.
Not from the department page: only existing users can be added there. Create an account in People → All users, where you specify the department right away. Or send an invite link with registration.
Courses already assigned and progress stay. If automatic assignment rules are set up for the new department or position, the employee also gets their courses.
It or its nested departments have employees, or it has nested departments. First transfer the people and move or delete the nested departments.
It was their last department, so they were dismissed. Add a department for them in the user card, and access comes back.
If Verifix is connected, its records can be edited only in Verifix. Exode shows “This record is managed in an external system (Verifix) — change it there”.
Yes. For example, their main workplace and a project team. In each department they have their own position and grade, and they get courses from the automatic assignment rules of both.
Updated: 2026-10-15 18:08 UTC