Organisation structure and positions

At the end of this stage, the organisation draft has been published and every position needed for the rollout is Active.

Before you begin

Owner: an organisation administrator or HR user responsible for structure.

Prepare the list of organisational units, parent–child relationships, expected managers, and real positions. Agree a naming convention before entry so that two groups do not describe the same unit.

Build the organisation hierarchy

Path: HR → Organization → Organization chart.

1. Choose Edit on chart.
2. Select the parent group, then choose Add child group.
3. Enter the Name, choose the organisation type, and add a description when useful.
4. Work from the highest level down and confirm each group has the right parent.
5. Choose Save draft if you need to pause.
6. Review the planned additions, updates, and inactive groups in the editing toolbar.
7. When the complete draft is correct, choose Publish from draft.

Save draft does not change the hierarchy other users rely on. Use Publish from draft only after reviewing every addition, update, and group that will become inactive.

Before making a group inactive

The confirmation explains that the selected group and its descendants will become inactive when the draft is published. Move or remove active employees first. Historical records remain available.

Create positions

Path: HR → Position.

1. Choose Add position.
2. Enter the Position name.
3. Enter a Position code if the organisation has a convention; otherwise Rifena uses the active auto-code configuration.
4. Choose the Level, then add Description and Key responsibilities when useful.
5. Choose Create position.
6. Open the new position and confirm its state is Active.

Create the positions used for hiring and career changes. Do not create a unique position for every employee.

Verify the published result

Open HR → Organization → Organization tree:

1. Expand representative branches.
2. Check each group’s name, level, parent, and child groups.
3. If employees already exist, confirm managers and members are attached to the intended groups.
4. Return to Organization chart and edit the draft if anything is wrong.

Result to confirm

• The organisation editor shows Synced.
• Newly published groups remain visible after a reload.
• Position shows the intended names, codes, levels, and Active states.
• After Recheck, the Operational readiness hub recognises active groups and positions.

If a change is missing, confirm whether you only chose Save draft or also chose Publish from draft. Do not recreate the group before checking the current draft.

Next step: Assign roles and data access against the structure you have just verified.

If the hierarchy, group, or employee profile does not reflect the change, see Profile and organisation problems.