Configuring Teams in Hejj

What is a Team?

A team in Hejj represents a group of employees working together under a designated manager. Each team has a name and one manager who oversees the team members.

Creating Teams

To create a new team:

1. Navigate to the Teams section in your organization.

2. Click Create teams

3. Enter the team name.

4. Select the manager for this team.

Note: Team names must be unique within a organization. If a team with the same name already exists, you will receive an error.

Creating employees, and add them to the team:

1. Navigate to the Employees section in your organization.

2. Click Create employees

3. Enter firstname, lastname, email

4. Choose a team

Managing Teams

Once created, you can:

• Edit team details: Change the team name or reassign the manager.

• Manage employees: Add or remove employees from the team.

• Delete team: Remove a team permanently. When deleting, you can choose to move employees to another team or leave them unassigned.

Assigning Managers

Every team requires a manager. The manager is an employee within the same organization who will be responsible for overseeing the team members. When you assign someone as a manager of a team, all employees in that team automatically become their subordinates.

Consequences of Making Someone a Manager

Important: When you assign an employee as a manager, they gain significant access to employee data. Carefully consider these implications before assigning manager roles.

Data Access for Managers

A manager can see all data about their subordinates, including:

• Employee profiles and personal details

• Performance reviews and submissions

• Goals and tasks

• Tasks assigned to or created by subordinates

• Notes (when marked as visible to managers)

Hierarchical (Cascading) Access

If a manager manages other managers, they automatically gain access to all subordinates in the entire hierarchy below them. This means a senior manager can see data for employees managed by their direct reports, and those managed by their direct reports' subordinates, and so on.

Example: Management Hierarchy

Consider the following organizational structure:

In this example, the CEO manages the Management team (where Sally and Bob are members). Therefore, the CEO can see all data for Sally, Bob, and all employees in the Sales and Business teams.

What Managers Can Do

Beyond viewing data, managers have additional capabilities for their subordinates:

• View reviews: Access performance review submissions for their team.

• Manage tasks: Create, view, and update tasks for subordinates.

• Edit goals: Modify objectives set for their team members.

• Update team settings: Managers can edit their own team details.

Note Visibility Options

When creating notes, you can control who sees them. Managers will only see notes when one of these visibility options is enabled:

• Visible to targeted employee's managers: Managers of the employee the note is about can see it.

• Visible to creator's managers: Managers of the person who wrote the note can see it.

What About HR?

Need someone who can see everything across the entire organization, regardless of team structure? That's what the HR role is for.

Employees with the HR role have organization-wide access to all employee data, reviews, notes*, tasks, and goals, without needing to be anyone's manager. This is ideal for:

• HR administrators who need oversight of all employees

• People operations staff managing company-wide reviews

• Compliance officers who need full visibility

*notes are only visible for HR, when setting the visibility to: visible for hr.

To give someone HR access, assign them the HR role in their employee profile. They will then have the same visibility as if they were the manager of everyone in the organization.

Tip: Use the HR role sparingly. Most employees should only see data relevant to their team hierarchy. Reserve HR access for those who genuinely need organization-wide visibility.

Organizational Chart

Hejj provides an organizational chart view that visualizes your team structure. This chart shows the manager-subordinate relationships across your entire organization, making it easy to understand the reporting hierarchy.

Bulk Importing Teams

If you need to create multiple teams at once, you can use the bulk import feature with a CSV file.

https://hejj.featurebase.app/en/help/articles/9511185-manage-employees-via-a-csv-import

Best Practices

1. Plan your hierarchy carefully: Consider who should have access to what data before setting up teams.

2. Avoid circular management: An employee cannot be their own manager.

3. Use meaningful team names: Clear names help everyone understand the organizational structure.

4. Review access regularly: As your organization changes, ensure manager assignments still make sense.

5. Communicate changes: Let employees know when team structures change, as this affects who can see their data.

Deleting Teams

Warning: Deleting a team is permanent and cannot be undone.

When you delete a team, you have the option to move employees to another team. If you do not select a target team, the employees will have no team assigned after deletion.

Deleting a team also triggers a recalculation of the manager-subordinate relationships throughout your organization.