Overview

This guide walks organization owners and administrators through setting up a new FTE Tree organization for live position control. Each section covers one step in the recommended setup order and links to the full help article for details.

After creating your organization, the Setup guide in Settings provides quick links to each step below. You can return to it at any time.

Download the organization setup checklist workbook to assign owners, track target dates, and keep notes for each setup step.

Access needed

Activity Access needed
Use this setup guide Organization owner or a user with the required setup permissions
Complete organization setup tasks Manage organization profile, Security settings, Manage identity providers, View users, Invite users, Assign user access, Manage departments, Configure position settings, Create data imports, Manage approval workflows, Run reports, or Manage billing as needed
Access setup See Permissions and roles.

Creating your organization

After signing up and confirming your email address, you will be directed to a welcome page where you can create your first organization. On this page you will:

  • Review the available subscription plan and pricing.
  • Enter your Organization name, which appears throughout FTE Tree.
  • Confirm your First and last name for your user profile.
  • Choose your Historical baseline date for initial setup history.
  • Choose your Organization time zone, which becomes the default for organization dates, reports, and new users.
  • Choose the number of active approved positions your organization needs.
  • Agree to the Terms of Service and Privacy Policy.

After you submit the form, your trial begins and the new organization's setup guide opens.

Getting started

Step 1: configure your organization

Start under Settings > Organization > General settings.

  • Organization name identifies your organization across FTE Tree.
  • Time zone controls how dates and times are displayed across FTE Tree.
  • Organization help note gives users guidance when they do not have access to a page or there is no data available for them to view.

Related article: For full details, see Organization settings and users.

Step 2: enable security settings

Before inviting users, configure your security requirements under Settings > Security & sign-in > Security settings.

  • Require two-factor authentication when your organization needs MFA for all users.
  • Configure single sign-on providers when your organization uses Google, Microsoft, or enterprise identity providers.
  • If you require MFA, decide whether trusted browsers can satisfy that organization requirement and how long that trust should last.
  • Use email domain restrictions to limit which email domains may be invited and which addresses can receive outbound notifications.

Related article: For full details, see Authentication and security.

Step 3: build your department structure

The department tree is the foundation for position access, approval review, job-code availability, GL setup, and reporting.

  • Plan your hierarchy before creating departments.
  • In most cases, keep one root department and place every division, location, cost center, or team underneath it.
  • For each department, configure Name, Parent department, and whether it is Available to assign positions.
  • Add department job-code availability after job codes exist, or import the mapping in bulk.

Related article: For full details, see Departments.

Step 4: set up access and approval roles

Access roles define what users can do. Department access rules define where department-limited permissions apply. Approval roles define who is selected as an approver during approval review.

  • Review the standard access roles created for new organizations.
  • Create custom roles only when your organization needs a clear separation of duties.
  • Assign department scopes to roles that should be limited by department.
  • Keep sensitive-data permissions separate from ordinary view access.
  • Define approval roles for approval review, such as Finance reviewer, Department leader, or Executive approver.

Related article: For full details, see Permissions and roles.

Step 5: invite users

Invite users under Settings > Users & access > Invitations.

  • Users must create an account or sign in with an existing account and accept the invitation.
  • Assign access roles when inviting users if you have access-assignment authority.
  • Cancel invitations that should no longer be accepted. Cancelled invitations remain visible for history.
  • Configure the default optional invitation message under Settings > Users & access > User settings.

Related article: For full details, see Organization settings and users.

Position configuration

Step 6: configure position settings

Before creating positions, review Settings > Positions > Position settings.

  • Configure position numbering and labels.
  • Set the headcount FTE amount.
  • Decide whether position base wage rate is required or can fall back to job-code defaults.
  • Configure funding source behavior and external position IDs.
  • Enable position comments if your team will discuss positions in FTE Tree.

Related article: For full details, see Position settings.

Step 7: configure compensation

Compensation settings control how FTE and wage rates become annualized cost.

  • Set annual hours per FTE.
  • Configure pay grades and effective-dated pay ranges where wage-range comparison matters.
  • Decide whether job codes will provide default wage rates.
  • Configure adjustments for benefits, wage differentials, premiums, or other cost layers.

Related article: For full details, see Compensation settings and Position adjustments.

Step 8: create job codes

Job codes classify positions and can provide compensation defaults.

  • Plan the job code structure before creating entries.
  • Add job-code default wage rates, pay grades, and adjustments where they should be inherited by positions.
  • Map job codes to departments where they are available.

Related article: For full details, see Job codes.

Step 9: set up details and custom details

Detail settings control the built-in and custom data captured on positions, employees, job codes, departments, and approval requests.

  • Review built-in details for each area.
  • Create custom details only when the value is important for position control, approval, reporting, or integration.
  • Choose the detail type that matches the data, such as text, number, date, yes/no, single select, or multi select.
  • Configure detail display so important values appear where users need them.
  • Use option sets and status values for controlled choices.

Related article: For full details, see Details and custom details.

Position inventory

Step 10: add positions

With your foundation in place, create positions.

  • Open Workforce > Position list and create new position records.
  • Each position gets a position number that is unique within your organization.
  • Set the department, job code, FTE, base wage rate or wage source, funding allocation, reporting relationship, and any required custom details.
  • Use proposed changes and approval requests for changes that require review.

Related article: For full details, see Positions.

Step 11: import existing data

If you have existing positions, employees, job codes, or departments, use Manage > Batch imports to load or update them in bulk.

  • For a new organization, import job codes, departments, department job-code availability, employees, positions, and assignments in that order.
  • Download the template for the import type and mode you need.
  • Prepare the file using the column labels shown in the downloaded template.
  • Validate the whole file before applying changes.
  • Review the preview and confirm only when the result matches your expectations.

Related article: For full details, see Batch imports and exports.

Workflows and tracking

Step 12: set up approval workflows

Approval workflows send proposed position changes through defined approval steps.

  • Define approval levels that match your organization's review tiers.
  • Create workflows for each request type and level your organization uses.
  • Add ordered steps with approvers, required approval count, and denial rules.
  • Configure FTE impact and cost impact thresholds.
  • Assign workflows to departments.
  • Configure request reasons, attachment requirements, and approval action notes where needed.

Related article: For full details, see Approval settings and workflows.

Step 13: configure Activity history notes and notifications

Set up Activity history note rules and notification preferences to keep your team informed.

  • Under each area's Audit events settings, configure which action notes users can or must provide.
  • Configure Collaboration, messages, and notifications to set comment email defaults, missed-activity timing, and organization-wide digest behavior.
  • Users can manage their own email notification preferences from their profile.

Related article: For full details, see Activity history and Collaboration, messages, and notifications.

Step 14: review reports

Run Workforce > Reports to confirm that position totals, costs, funding allocations, and approval activity look correct.

  • Use position reports for department totals and period output.
  • Use position cost audit detail when finance needs line-level calculation evidence.
  • Use approval reports to review request volume, workflow status, and decision history.
  • Use access review reports to confirm user permissions.

Related article: For full details, see Reports.

Billing

Step 15: set up your subscription

Review billing under Plans and usage.

  • Review the subscription connected to your account and the number of active approved positions included in your plan.
  • Manage your subscription, payment method, invoices, billing contact, plan changes, and cancellation through the secure billing portal.
  • Confirm your plan includes enough active positions for the workforce you expect to manage.

Related article: For full details, see Billing and subscriptions.

Next steps

With your organization set up, here are some areas to explore:

  • Return to the Setup guide in Settings at any time to review these steps.
  • Getting started: new user guide provides orientation for users joining your organization.
  • Reports provide position totals, approval history, and exports.