Groups

General

A group allows several persons to be grouped into organizational units, which can serve different grouping purposes in the context of the employee portal:

• department
• team
• area

The assignment of the group to the organizational structure indicates whether the group is a hierarchical organizational unit (referred to in the Personalwolke as "organizational chart XXXX", where XXXX corresponds to the client abbreviation) or a loose group.

Hierarchical Group

If the group is part of a hierarchical organizational plan (organizational chart XXXX), additional relationship options to other groups are available:  These relationships to each other are regulated, for example, by determining a "top group in the structure" or a higher-level or lower-level group. 

If a higher-level group is selected, all other groups in the organizational chart appear subordinate to this group. A higher-level group can have several subgroups.

Each employee MUST be assigned to a hierarchical group.

Loose Groups

The non-hierarchical (loose) groups are groups without a systematic organizational purpose, i.e. these groups do not have hierarchical relationships with each other that allow employees to be grouped according to various criteria (e.g. full-time employees, part-time employees, flat-rate employees, departures, maternity/paternity leave, projects, etc.). Employees can be assigned to several loose groups at the same time.

Depending on the account type (TimeFree, TimeBase, TimeProfessional), loose groups are created in the Personalwolke by default from the beginning, via which the possibilities of the employees assigned to them are controlled.

TimeFree

• XXXX-ALLE
  Basis group to which all employees must be assigned
• XXXX-Management
  Group, the employees who are to receive extended rights (person/group administration, correction/absence client, various evaluations and statistics).

TimeBase & TimeProfessional

• XXXX-ALLE
  Basis group to which all employees must be assigned
• XXXX-Management
  Group for employees with extended rights (account evaluation, absence calendar, statistics)
• XXXX-Admin
  Group for employees with extended rights in client administration (organization chart, person administration, group administration, role administration, user switching) 

Each employee MUST be added to group XXXX-ALLE (where XXXX stands for the respective fixed client abbreviation).

By adding to one or both other loose groups, additional rights can be granted to the employee. 

Group membership and group change

Members of groups are persons.

Each active person must be assigned to a hierarchical group throughout. It is not possible to create a person without assigning him/her to a hierarchical group.

The assignment of a person to a hierarchical group causes that person to lose membership in his or her previous hierarchical group. Memberships in hierarchical groups replace each other without interruption. When changing from one group to another, entering a start date for the membership automatically sets the expiry date for the previous group.

Information on how to carry out a group change can be found in the chapter "Transferring employees (department, group, location, cost centre)" in the FAQs. [Link to the chapter will be added soon]

If the group is a Loose group, it is possible for persons to be members of several such groups at the same time!

Roles

Roles can be assigned to groups created by the user. All employees in this group are then the owners of the assigned role(s) ( Manager, Personnel).
They have inherited these roles (=because of their group membership), they are "inherited roles".