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The company hierarchy is used to define different levels of employee groups. The company hierarchy defines the approval rights for individuals in a specific group. The company hierarchy is used with different user roles to limit the scope of access rights. The company hierarchy can be used to view employee information, approve working hours entries, perform factual verification and approve travel and account of expenses reports, and approve payroll calculations.

The company hierarchy defines whose employee information the user can view or manage.

The company hierarchy menu can be found at Company menu (company name) > Users and access rights > Company hierarchy

Editing the name of the top level of the company hierarchy

If the company's name has changed and the old name is displayed as the top level of the company hierarchy, you can send a support request to expert services to change the name displayed in the hierarchy level. Users cannot edit the name of the company hierarchy themselves. Please provide the old and new company names in the support request.

Building the company hierarchy

The top level of the hierarchy is always the company name, under which the company hierarchy is built. Sub-levels can be created for different levels, and they can have their own sub-levels, as many tiers as needed. When creating a hierarchy, it is important to note that a higher hierarchy level always grants rights to all its sub-levels.

 

Adding a new hierarchy level

Access the view from Company menu > Company hierarchy

  1. Select "Add new hierarchy"
  2. Give the hierarchy level a name
  3. Select under which level the new hierarchy will be added
  4. Save

 

Editing a hierarchy level

The name and location of an established hierarchy level in the company hierarchy can be edited.

  1. Click the pencil/notepad icon next to the hierarchy level to be edited under "edit"
  2. Edit the name of the hierarchy level or assign it a new location
  3. Save

 

Deleting a hierarchy level

A hierarchy level can be deleted from the red cross at the end of the row. A hierarchy level can only be deleted if it has not been used in payroll administration and is not selected as the default hierarchy level for any employee. For example, when an employee has a default hierarchy level attached and a travel expense report is created for them, the hierarchy level is saved on the travel expense report. After this, it is no longer possible to delete the level. Factual verification and approval rights assigned to the hierarchy level do not prevent the deletion of the hierarchy level. When a hierarchy level is deleted, all its sub-levels are also deleted, even if employees are attached to them.

 

Defining hierarchy rights 

Once the hierarchy structure is complete, default hierarchy levels are assigned to employees, and factual verification and approval rights are added for desired individuals. The definition is done on the "hierarchy rights" tab under Company menu > Company hierarchy.

  1. Click the pencil/notepad icon next to the employee's name under "edit"
  2. Set the default hierarchy level to the level the employee belongs to (see image below, point 1)
  3. Set the factual verification right to the level whose information the user can verify (2)
  4. Set the approval right to the level whose information the user can approve (3)
  5. Save (4)
  6. Close the window (5)

The factual verification column is visible only if factual verification of travel expense reports is enabled in the payroll settings.

 Mass operation tool

Default hierarchy levels for employees can also be defined using the mass tool in the employee listing.

  1. Payroll > Personnel > Employee listing
  2. Select the employees to be processed
  3. Process x selected
  4. Edit access rights > Set hierarchy level
  5. Select the desired hierarchy level > Save

You can see all hierarchy settings in the employee listing by selecting Show columns menu and choosing Access rights > Hierarchy level/Factual verification right/Approval right

 

 

Example of setting hierarchy rights

In this example, there are management personnel, supervisors, and employees who have been assigned a hierarchy as shown in the image. Below is described how different access rights work in this example.

Default hierarchy level column

  • Antti Asentaja is an installation employee. His default hierarchy level is set to "Installers".
  • Mikko Myyjä is a sales employee. His default hierarchy level is set to "Sellers".
  • Matti Myyntipäällikkö is a sales supervisor. His default hierarchy level is set to "Team leaders".
  • Ossi Omistaja is the company owner, his default hierarchy level is set to the top level, which is the company name.
  • Reino Reilu is the office manager. His default hierarchy level is set to the top level, which is the company name.
  • Teija Teknikko is the supervisor of installers. Her default hierarchy level is set to "Team leaders".

Factual verification right column

  • Antti Asentaja is an installation employee. He has no factual verification rights assigned.
  • Mikko Myyjä is a sales employee. He has no factual verification rights assigned.
  • Matti Myyntipäällikkö is a sales supervisor. He has factual verification rights assigned to "Installers" and "Sellers". He has the right to verify travel and account of expenses reports of individuals whose default hierarchy level is "Installers" or "Sellers". In this example, Antti Asentaja and Mikko Myyjä.
  • Ossi Omistaja is the company owner. He has no factual verification rights assigned.
  • Reino Reilu is the office manager. He has no factual verification rights assigned.
  • Teija Teknikko is the supervisor of installers. She has factual verification rights assigned to "Installers". She then has the right to verify travel and account of expenses reports of individuals whose default hierarchy level is "Installers". In this example, Antti Asentaja.

Approval right column

  • Antti Asentaja is an installation employee. He has no approval rights assigned.
  • Mikko Myyjä is a sales employee. He has no approval rights assigned.
  • Matti Myyntipäällikkö is a sales supervisor. He has approval rights assigned to "Sellers". He has the right to approve travel and account of expenses reports, time entries, and payroll calculations of individuals whose default hierarchy level is "Sellers". In this example, Mikko Myyjä.
  • Ossi Omistaja is the company owner. He has approval rights assigned to the top level, allowing him to approve travel and account of expenses reports, time entries, and payroll calculations of all individuals. A higher hierarchy level always includes rights to all lower hierarchies. Thus, approval rights to the level "TEST-Salary model test" also grant rights to the levels "Installers", "Sellers", and "Team leaders".
  • Reino Reilu is the office manager. He has approval rights assigned to "Team leaders". He has the right to approve travel and account of expenses reports, time entries, and payroll calculations of individuals whose default hierarchy level is "Team leaders". In this example, Matti Myyntipäällikkö and Teija Teknikko.
  • Teija Teknikko is the supervisor of installation. She has approval rights assigned to "Installers", allowing her to approve travel and account of expenses reports, time entries, and payroll calculations of individuals whose default hierarchy level is "Installers". In this example, Antti Asentaja.

 

Access rights

Access to the company hierarchy view requires the user administrator role (KH) or accounting firm administrator role (TPK). The default hierarchy level for employees can also be set through the employee listing with the personnel information manager role (HH) or payroll accountant role (P).

In the payroll function-specific rights, there must be edit rights to "Payroll".

Payroll accountant role (P) bypasses hierarchy rights, so with the P role, the user gets access to all employees regardless of company hierarchy settings.

Supervisor role (E) and personnel information manager role (HH) respect the defined company hierarchy, so they can only manage employees for whom there is factual verification or approval rights through the company hierarchy.

See detailed instructions on payroll section roles and their purposes.


This article has been translated using an AI-based translation tool. The contents or wording of these instructions may differ from those in other instructions or in the software.


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