Branches
Under Organisation → Branches, your organization's locations form a tree — every branch can have a Parent Branch, and leaving that blank makes it a root branch. A new organization starts with one root branch, Head Office.
Each branch has a Branch Name, an optional unique Branch Code, a Position (its display order among siblings), a Level (see below), and a Reporting Currency. Moving a branch to a new parent automatically updates every report and hierarchy view that depends on it.
A branch can't be deleted while it still has staff assigned to it or child branches beneath it — move or remove those first.
Levels
Under Organisation → Levels, a Level is a separate, flat classification every branch belongs to — for example "Head Office", "Regional Office", "Branch" — each with a Level Name and a Position (lower numbers sit higher in the hierarchy).
A Level is not the same thing as depth in the branch tree — it's a label you assign, independent of a branch's actual parent/child position. Levels are for organizing and reporting, not for routing approvals: they play no part in who approves a request. That's controlled entirely by roles — see Configuring stages and parallel groups.
A Level can't be deleted while any branch is still assigned to it.
Departments and positions
Under Organisation → Departments and Organisation → Positions, both are simple named lists used to classify staff — for example a Department of "Finance" and a Position of "Accountant". A Position can't be deleted while staff still hold it.
Both support bulk creation via a CSV upload with a single name column — handy when you're setting up a new organization with a long list already on hand.
Staff and login access
Under Organisation → Staff, click Add Staff Member and fill in their First Name, Last Name, Email, Phone, required Department and Position, and optional Branch.
A staff record on its own doesn't grant anyone the ability to log in — that's a separate step. Check Grant login access to reveal two choices:
- Create new account — set up a brand-new login with an email, password, and roles.
- Link existing account — attach the staff record to a user who already has a login but no staff profile yet.
A user account can only ever be linked to one staff record.
For bulk setup, use the Staff import — an XLSX template with columns for name, contact details, department, position, branch, and whether to grant login access. Unlike the Departments/Positions import, this one is row-by-row: any row with a problem is skipped and reported individually, so the rest of the file still goes through. Granting login access during import creates the account with a random password and no roles assigned yet — assign roles afterward.
Next, set up who can approve what in Roles & Permissions, or jump straight to Payment Requests if your organization's structure is already in place.
