# Organization and master data Maintain the organization hierarchy, departments, designations and locations. Master data is the set of building blocks the rest of Open Core HR relies on — departments, designations, levels, locations, shifts, holidays, expense types and policies, and document types. You set these up once (and keep them tidy over time) so that everywhere else in the app — employee records, attendance, expenses, onboarding — can refer to them. These screens live in the left **menu** under **Settings**. Two of them sit directly under **Settings**, and the rest are grouped in a **Master Data** submenu. ## What's here Directly under **Settings**: - **Organization Hierarchy** — a read-only view of the org chart, reporting lines and departments. Under **Settings → Master Data**: - **Departments** — the departments in your organization, optionally arranged in a parent/child structure. - **Designations** — job titles, each optionally tied to a department. - **Locations** — your offices and sites. - **Shifts** — work-schedule definitions (start and end time plus working days). - **Holidays** — public and company holidays per location, with import and bulk tools. - **Expense Categories** — the kinds of expenses people can claim, with receipt requirements and optional per-item limits. - **Document Types** — the documents employees must provide (ID proof, certificates, and similar). > **Note:** You only see the items your role gives you access to. If something described here isn't in your menu, ask an administrator. ## Organization hierarchy The **Organization Hierarchy** screen gives you a read-only picture of how your organization is structured — reporting lines and departments. Open it from the left **menu** under **Settings → Organization Hierarchy**. It pulls everything from your employee records and departments, so there's nothing to edit here directly. ### Finding reporting relationships Search by name, code, designation, or department. Use **Org Chart** or **Reporting Tree** to follow reporting relationships, or **By Department** to find employees and department heads. ### Steps 1. Open **Organization Hierarchy** under **Settings**. 2. Pick the tab that matches what you want to see — the chart, the reporting tree, or a grouping by department or level. 3. Type a name, code, designation, or department in the search box to highlight matching people and trim the view to just them and their reporting line. 4. Click any person's name to open their employee profile. ![Organization Hierarchy: pick a view (1) and search for people (2).](https://media.czappstudio.com/screens/docs/org-hierarchy/light-0cc55d5259-2880.webp) ### Tips - If the chart looks empty or incomplete, check that employees have a **reporting to** manager and a **department** set on their records — that's what builds this view. - The search affects the Reporting Tree and By Department tabs. ## Departments Departments are the org units you assign people to. You can keep them as a flat list or arrange them in a parent/child structure. Open the screen from the left **menu** under **Settings → Master Data → Departments**. ### Adding a department 1. Click **Add department**. 2. In the **Add Department** panel, enter a **Name**. 3. Optionally enter a **Code**, or leave it blank to generate one. 4. Optionally pick a **Parent Department** — choose **No Parent** for a top-level department. 5. Optionally add **Notes**. 6. Use the **Status** switch to set whether the department is active. 7. Click **Create**. ![Add Department panel: enter the name (1), optionally choose a parent (2), then Create (3).](https://media.czappstudio.com/screens/docs/department-form/light-a7231ae310-2880.webp) ### Editing or removing a department - Click the pencil icon on a row to open the **Edit Department** panel, make your changes, and click **Update**. When editing, the department itself and any departments beneath it won't appear in the **Parent Department** list (so you can't create a loop). - Click the delete icon and confirm in the **Delete Department** dialog to remove it. This cannot be undone. ### Tips - Use the search box above the list to find a department by name or code. - A department's place in the parent/child structure is what builds the **By Department** view on the Organization Hierarchy screen. ### Codes Code is optional when creating a record. Leave it blank to generate a code when saving, or supply an existing code of up to 50 characters. Custom codes use uppercase letters, digits, hyphens and underscores; surrounding whitespace is removed. Once saved, the code is read-only and remains reserved when the record is deleted. ## Designations Designations are the job titles you assign to employees — for example "Sales Executive" or "HR Manager". Each one can be linked to a department. Open the screen from the left **menu** under **Settings → Master Data → Designations**. ### Adding a designation 1. Click **Add designation**. 2. In the **Add Designation** panel, enter a **Name** and optionally a **Code**. 3. Optionally choose a **Department**. 4. Optionally add **Notes**. 5. Use the **Status** switch to set whether the designation is active. 6. Click **Save**. ### Editing or removing a designation - Open **More actions → Edit** on a row to open the **Edit Designation** panel, make your changes, and click **Update**. - Open **More actions → Delete** and confirm in the dialog ("This will permanently delete the designation") to remove it. ### Tips - Use the search box above the list to find a designation by name or code. ### Codes Code is optional when creating a record. Leave it blank to generate a code when saving, or supply an existing code of up to 50 characters. Custom codes use uppercase letters, digits, hyphens and underscores; surrounding whitespace is removed. Once saved, the code is read-only and remains reserved when the record is deleted. ## Locations Locations are your offices and sites. They're used in other parts of the app — for example holidays are set per location, and company policy documents are attached to a location. Open the screen from the left **menu** under **Settings → Master Data → Locations**. ### Adding a location 1. Click **Add New**. 2. In the **Add Location** panel, enter a **Name**. 3. Optionally enter a **Code**, or leave it blank to generate one. 4. Optionally add **Notes** and an **Address**. 5. Use the **Status** switch to set whether the location is active. 6. Click **Save**. ### Editing or removing a location - Click the pencil icon on a row to open the **Edit Location** panel, make your changes, and click **Update**. - Click the delete icon and confirm in the dialog ("This will permanently delete the location") to remove it. ### Tips - Use the search box above the list to find a location by name or code. - Keep codes short and consistent — they show up alongside the location name in other screens, such as the **Location** picker on the Holidays screen. ### Codes Code is optional when creating a record. Leave it blank to generate a code when saving, or supply an existing code of up to 50 characters. Custom codes use uppercase letters, digits, hyphens and underscores; surrounding whitespace is removed. Once saved, the code is read-only and remains reserved when the record is deleted.