Departments

Departments identify employee groups for the active business unit. They are used on employee records, support payroll mapping, and help keep labor and administrative reporting organized.

Before You Start

• Confirm that you are working in the correct business unit.

• Review existing departments so you do not create duplicates.

• Decide whether the department should be active for employee setup selection.

• If Greenshades payroll integration is enabled, decide whether to import departments before creating them manually.

Add or Update a Department

1. Open Departments from the Shared Setup area.

2. Search the list to confirm whether the department already exists.

3. Select New to create a department, or open an existing department to update it.

4. Complete the department fields.

   • Code: The short identifier for the department. Use a stable code that can match payroll, migration, or imported department values when applicable.

   • Name: The display name users see when selecting a department on employee records and setup pages.

   • Active: Controls whether the department is available for normal selection. Inactive departments remain available for historical context but should not be used for new setup unless reactivated.

5. Save the department.

6. Review the saved row to confirm the code, name, and active status are correct.

7. Use the department on employee records where the group should apply.

Import Departments from Greenshades

1. Open Departments and select the Greenshades import action when it is available.
   Run the import to add missing departments from Greenshades employee department values.

2. Review the import results.

   • Created: Departments added because no safe local match already existed.

   • Matched: Greenshades departments matched to existing local departments by code or unique normalized name.

   • Skipped: Values the import did not create, usually because they were blank or not usable.

   • Conflicts: Values that need manual review because the system could not identify a single safe match.

3. Manually review conflicts and update local departments as needed.

4. Rerun the import if needed after cleanup. The import is additive and does not automatically delete or deactivate local departments.

Troubleshooting

• A department is missing from employee setup: Confirm the department is active and belongs to the current business unit.

• A duplicate appears in the list: Compare the code and name, then inactivate the duplicate that should no longer be selected.

• Greenshades import is not available: Confirm payroll integration is enabled and that your role can run setup imports.

• Import shows conflicts: Review the conflicting values and update local codes or names so each value has one clear match.