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Organization module

Keep the company's lists of departments, designations, grades, cost centres, locations, employment types and employee categories, and link each employee to them.

HRMS CoreManpowerUpdated 6 Oct 2026 · 3 min read · v2026.10

Key screens

  1. Open the lists

    Open Settings and, under Organization, click Organization. The first time, click Seed from data: ZeniaHR creates the lists from what the company already has, its departments, the designations and categories on employee records, a location for each branch and the standard employment types, and leaves existing entries alone. Employee linkage then shows, for each list, how many people are linked and how many are pending, which means their record still holds the value only as text. Click a list, such as Grades, to see its entries with their code and status.

    The Organization page with the employee linkage and the listsFull size
    Step 1

  2. Add or change an entry

    In a list, click Add, type the Name and, if you use one, a Code (optional), and click Save. Edit changes an entry and Archive retires it: archived entries stay on the people who have them but are no longer offered.

    Adding a gradeFull size
    Step 2

  3. Link a person to the lists

    In Employees, open the person's profile and click Employment Details. Under Organization assignment, a value marked text only is not linked yet. Click Assign, pick the Department, Designation, Grade, Cost Centre, Location, Employment Type and Category from the lists, and the Reporting Manager and HR Partner if you like, then click Save. The pending counts on the Organization page go down as people are linked.

    The organization assignment on an employee's profileFull size
    Step 3

    Tip Leaving a picker blank clears that link. The text values shown above it on the profile stay as they are.

What it does

Organization holds the company's official lists: Departments, Designations, Grades, Cost Centres, Locations, Employment Types and Employee Categories. Each employee is then linked to entries from these lists instead of free text, so reports, the org chart and company rules all use the same names. The Employee linkage card shows how far the linking has gone.

Who uses it

  • The Company Head and HR keep the lists, from Settings, under Organization.
  • Everyone who can open an employee's profile sees the linked values there.

How it connects

The department each person is linked to shows under their name in the Org Chart. Grades can carry their own notice period in the company's work terms, and the same lists appear as the choices under Organization assignment on every employee's profile in Employees. Archiving an entry hides it from new choices but keeps it on the people already linked to it.

Questions

Will Seed from data change or duplicate my entries?

No. It only adds what is missing and leaves existing entries untouched, so you can run it again after adding new departments or branches.

What does pending mean?

The person has a department, designation or employment type typed on their record, but it is not linked to an entry in the list yet. Link it under Organization assignment on their profile.

Can I delete an entry?

No. Archive it instead, so the people already linked to it keep their history.

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