Manage by organisation group

This workflow lets HR prepare an organisation change without altering the live hierarchy before review. It finishes when the published structure is correct, group members and managers are accurate, and data access has been tested.

Primary owner: HR or the organisation administrator.

Contributors: group managers and the access owner.

Four changes that must remain separate

• Editing the organisation hierarchy changes a group’s name, type, or parent.
• Editing the Employee list changes membership used by the group area.
• Changing an employee’s Primary department requires a Transfer event.
• Granting data access is a separate action; group membership does not create it automatically.

Recommended sequence

Stage	Where to work	Result to confirm
Edit	HR → Organization → Organization chart	Changes exist only in the draft
Review	Chart view and Tree view	Parent, name, type, and descendants are correct
Publish	Organisation editing toolbar	State returns to Synced
Maintain people	Group detail → Employees	Members and manager are correct
Grant access	Grant role to group or access settings	The role has the intended recipient and data access

1. Choose the useful view

Open HR → Organization → Organization chart.

• Use Chart view to understand relationships and edit directly on the diagram.
• Use Tree view to review names, levels, and parents in a compact hierarchy.

Both views use the same draft. Edit in one, review in the other, and publish only after they agree.

2. Edit the draft hierarchy

1. Choose Edit on chart.
2. Select the group and open its action menu.
3. Choose the intended action:
   • Add child group to create a unit below it;
   • Rename to change group information;
   • drag a group to an intended parent when reparenting is allowed;
   • Inactivate organization when the unit no longer operates.
4. In the edit dialog, review Parent group, Name, Organization type, and description.
5. Choose Create or Save to add the change to the draft.

The toolbar shows Unsaved changes while the draft differs from the published hierarchy. Use Undo or Redo for the most recent editing actions.

Inactivation affects the branch

Publishing Inactivate organization makes the selected group and all its descendants inactive while retaining history and related configuration.

Move or remove active employees from the branch first. Rifena blocks publication while active members remain.

3. Save or discard the draft

• Choose Save draft to pause. The draft remains in the current browser on the current device and does not change what other users see.
• Choose Discard draft to return to the latest synced hierarchy. Review the number of changes in Discard draft changes before confirming.

Do not assume the draft will appear in another browser or on another device. Finish it where it was created, or publish before switching.

4. Review and publish

1. Review both Chart view and Tree view.
2. Confirm every changed group has the intended parent.
3. Expand affected branches and check for an impossible hierarchy or wrong level.
4. Review the planned creates, updates, and inactivations in the toolbar.
5. Choose Publish from draft.
6. Wait for completion, reload the changed groups, and confirm Synced.

If publication fails, the draft remains the source for correction. Read the message, fix the named group, and publish again. Do not create another draft in a second window.

5. Update group members and manager

After the hierarchy is correct, select a group and open its detail panel.

1. Choose Employees.
2. In Employee list, choose Edit.
3. Add employees who genuinely belong in the group’s operational membership and remove those who no longer do.
4. Under Manager for this group, select a person from that same employee list.
5. Choose Update employees.
6. Reopen the list and confirm the manager label appears against the right name.

Rifena only offers group members as manager candidates. Add the intended manager to Employee list first if the manager selector is empty.

Membership does not change Primary department

This action updates group membership only. If the employee profile still shows the previous primary department, that is expected. Use a Transfer event to change it with an effective date.

6. Grant the role at the intended level

Choose Grant role to group when you want the grant dialog preselected to this group. Before confirming:

1. Confirm the selected group.
2. Select a role containing only the actions needed for the work.
3. Review whether the data access includes descendants.
4. Save the assignment.
5. Test with a representative account and confirm the manager sees only the intended records.

Naming someone Manager for this group does not grant every management action. Similarly, granting a role does not make the recipient the group’s manager. See Roles, data access, and approvals.

7. Use the group as a work entry point

The group detail panel offers contextual actions:

Action	Use it for
Employees	View or update group members and manager
Add employee	Start an employee record with this group in context
Shifts/timekeeping	Open time data for the group
Group payroll	Open payroll runs for the group’s employees
Insurance	Open relevant insurance information
Employee compliance	Review compliance in the group
Payroll builder	Open payroll configuration in group context
Grant role to group	Assign a role with group-level data access

Whenever Rifena opens another area, confirm the group filter before a bulk action.

If the result is not as expected

• Editing action missing: check organisation-management access.
• Group cannot be made inactive: expand the branch and move or remove every active employee first.
• Manager cannot be selected: add that person to the group’s employee list.
• Primary department unchanged: create a Transfer event.
• Manager sees too much or too little: review the role assignment, group access, and descendant option; do not alter the hierarchy to fix an access problem.

Complete when

• Hierarchy is correct in both views
• Editor shows Synced
• Relevant groups have the intended members and manager
• Primary-department changes use Transfer
• Role and data access tested with a representative account
• The manager can perform the needed work without seeing out-of-scope data

Related guides

• Organisation structure and positions
• Career and job changes
• Roles, data access, and approvals
• Access and account security
• Manager handbook
• Support for profile or organisation problems