Open the org chart to see which positions report to other positions on a chosen date. A position’s Reports to value sets its reporting line. The chart can also show the people assigned to those positions when you have permission to see them.
Open Org chart from the main navigation to explore reporting relationships. The available tabs depend on your access. Use a position dashboard’s Reporting structure widget to review manager spans and layers, or an individual position’s Reports to value to review or change one relationship. Your organization may use different labels for people and positions.
Use Planning to review structure and staffing. Edit the position’s Reports to value when the relationship should change.
In View options, choose Today to follow the current date in your organization’s timezone, or Specific date to review a day in the past or future. The applied date stays visible above the chart. A historical or future date stays fixed when you change view options or reopen its link.
Choose Return to today to resume the current view. If a Today view remains open overnight, Refresh to view today updates the whole chart for the new day.
In dashboard reporting details and the Position Reporting Structure and Span report, Hierarchy level starts at 1 for each top included position. Direct reports are level 2, followed by level 3, and so on. Levels are counted within your access and selected filters, so a position whose manager is outside that scope starts at level 1. Reporting layers counts the levels in the longest included reporting chain.
Build your first chart
Organization charts are included in Position Control and Workforce Budgeting. Start with the structure; pay and budget information can be added separately.
- Open the Organization setup guide in Settings. Add an assignable department and an available job classification.
- Choose Create position in Org chart > Planning, or use Actions > Import positions for a spreadsheet. Create the manager positions before the positions that report to them.
- Set each position’s name, department, job classification, FTE, effective date, and Reports to relationship. A top-level position can have no reporting position when your access permits it.
- For manually created positions, choose Proposed above the chart to review the proposed structure. Open a position and choose Request approval when ready. The approved chart changes after the request completes under your organization’s approval rules.
- Add employee records, then use Add assignment on an approved position to show who fills it. A position can remain vacant.
Spreadsheet imports use their existing review and confirmation steps. Review the import result and the chart on the imported effective date. Employee records and assignments use separate import templates.
Done when: the intended reporting lines appear on the correct date, approved positions appear in the approved view, and assignments show the people you intended. If the chart is empty, check draft changes, the selected date, your team filters, and your department access before adding duplicate positions.
Before you begin
Directory requires the separate View organization chart permission and active membership in the organization. It does not grant access to position or employee records. An administrator can include this permission in an appropriate organization role; it is not granted merely by having an account.
In Planning and Compare, position visibility follows the View positions or Manage positions permission for the relevant department. Changing Reports to requires the Manage positions permission for the position and the selected higher-level position. Employee names require the View employees permission for the department on each employee’s record. You can see a position and its vacancy or staffing status without seeing the employee’s name.
The planning chart and its totals cover only positions you can access. Other departments or reporting lines may be omitted. A position at the top of your view may have a manager outside your access; the chart does not draw a replacement reporting relationship across a hidden manager. Employee names have separate access rules.
Published directory
Directory shows current approved position titles, departments, and direct reporting relationships that your organization has chosen to publish. Assigned people’s names appear only when publication of those names is enabled. Search finds only this published information.
The directory does not include staffing gaps, FTE, pay, drafts, future structures, or historical views. Its entries do not open full position or employee records. Unpublished managers are omitted, and their published reports start at the top of the published view. That does not necessarily mean they are top-level positions in the organization.
Choose Chart for the visual structure or Outline for a compact hierarchy. Select a manager to collapse or expand published reports. With a keyboard, use Up and Down to move through visible entries, Right to expand or move to a child, Left to collapse or move to a parent, and Home or End to reach the first or last visible entry.
Export CSV appears in the page header only with the separate Export published organization chart permission. It exports the same current published information, including names only where published.
Publish or withdraw a directory entry
Publication requires Publish organization chart and separate access to view the positions being published. To publish names, you also need employee viewing access to every current assignee. These permissions do not grant themselves or automatically publish existing positions.
- Open Org chart > Publication.
- Choose a position or select its name in Publication settings.
- Choose Position and department only or Position, department, and assigned names. Publishing names includes current and future people assigned to the position.
- Select Save publication.
Choose Not published and save to withdraw the entry. Keep confidential positions unpublished. Current approved titles and reporting relationships update as the underlying information changes; an eliminated position is no longer shown.
Compare structures
Open Org chart > Compare to review Two dates, or choose Approved and proposed to compare both structures on the same date. The comparison identifies changed titles, departments, reporting lines, position status, and position FTE.
Each side follows your position access for its own selected date. A position marked as appearing only in one view is not necessarily newly created or deleted: dates, status, department coverage, or proposed changes can affect whether it appears. Review its details before drawing that conclusion.
Comparison does not apply any changes. Edit the relevant position and complete any required approval to change the structure.
What the org chart shows
Each position in the chart can show:
- Position name and number.
- Vacancy or staffing status.
- Job classification and department.
- Assigned employee names when you have the View employees permission for the employee’s department.
- Positions that report directly to it.
The chart search and assigned-employee label use your organization’s name for employees. Position details use the singular label for one assigned employee and the plural label for none or more than one.
Draft positions with current proposed values can appear in proposed views. Approved and proposed structures remain distinct.
When a manager has many direct reports, the chart can arrange them across several rows. The Direct reports to label identifies their shared manager; those rows do not represent additional reporting levels.
Select a position to review its staffing and reporting details in a side panel. Closing the panel preserves your zoom, chart location, and selected position, and returns keyboard focus to the chart. Choose Open position in the panel to open the full position record. When your access permits, Next steps links directly to Change reporting line, Add assignment, or Request approval. Editing opens the usual form and follows the same approval rules. From the position summary, View in org chart returns to that position on the selected date. From the Team menu above the chart, choose View selected position’s team to see that position and the positions beneath it, with its direct manager above it when that manager is within your access. Select a position first to make this action available.
Close the details panel to return to the chart controls. The manager provides context and is excluded from the focused team’s totals. Use the reporting path above the chart to focus on another manager, or choose Return to entire organization from the Team menu. Entire organization (current view) means you are already viewing the full chart within your access. Team totals include the full branch within your access, including positions you have not expanded yet.
Open View options and turn on Highlight staffing to distinguish vacant, partially staffed, and overassigned positions and see their staffing gaps. Unfilled FTE totals add each position’s gap; an overassigned position does not cancel another position’s vacancy.
Choose Outline for a list of reporting relationships. On small screens, the chart uses the outline automatically. In either view, select the arrow beside a manager to expand or collapse direct reports. A spinner appears while reports load; select the arrow again to cancel. If reports could not be loaded, select the arrow to try again. Select the position itself to open its details.
Select Proposed above the chart, then open View options and turn on Changed positions only to keep changed positions and their managers visible. Previous change and Next change move through the proposed changes. Positions with a proposed reporting move are labeled Reporting line changed; their details show the approved and proposed manager when those managers are within your access.
Copy the address from your browser to share the current date choice, view, focused team, and selected position. A link set to Today follows the current date when opened; choose a specific effective date first if you want the link to stay on that date. Anyone opening the link sees only information their own access allows.
Print or save PDF
Printing requires permission to export the positions in the selected team. If the chart includes employee names you can view, you also need permission to export that employee information. Ask your administrator if Export PDF is unavailable or the selected team is outside your export access.
Export PDF in the page header opens an overview of the focused team, or the organization when no team is focused. Each chart shows a manager above their direct reports. Follow the team numbers to continue through the printed charts. The overview includes up to three reporting levels, 84 positions and 12 chart sheets; branch totals still include every position within your access. Choose Print this team to print a smaller branch, or select Complete branch and Update preview to work through the complete structure. The preview shows the position and chart-sheet counts before you print.
Use Print / save PDF to print the current preview or save it as a PDF. Complete branches show up to 12 chart sheets at a time; use Next print page and Previous print page to open and print the remaining sheets.
Those pages retain the same date and approved information. The organization, effective date, approved or draft view, preparation time, and page number appear in the footer. Changed-position filtering also applies to the printed charts. Focus on a team when you need a smaller working document.
Show eliminated positions
Open View options, turn on Show eliminated positions, then select Apply view. Eliminated positions are hidden by default. When included, they are labeled Eliminated in the chart and search results, and you can open their details.
You need the Manage positions permission as well as permission to view positions in the relevant department. The filter uses the selected effective date: it does not reactivate a position or add it back to staffing capacity. Turn the filter off to return to the current-position view.
Choose the effective date
Reporting lines can change by date. Select the date you want to understand before reviewing the hierarchy.
Open View options and choose Today to follow the current date, or Specific date to enter the day you want to review. Select Apply view to update the chart. The applied date stays visible above the chart.
When reviewing dated values on a position’s Details page, open a row’s Field actions menu and choose View org chart on this date. The chart opens at that row’s effective date and focuses on the position. Approved rows open the approved chart; draft rows include draft changes. The date stays fixed when you reopen the link.
A future reporting-line change does not alter today’s chart. A backdated correction can change historical and current structure beginning on that date.
Change a reporting line
- Open the position whose reporting line you want to change.
- Select Details.
- Edit Reports to.
- Enter the effective date.
- Choose the position it should report to.
- Save the value and submit it for approval if required.
The available Reports to choices are active positions in departments where you can manage positions. FTE Tree prevents a position from reporting to itself, directly or anywhere through the reporting structure beneath it.
Position reporting lines can contain up to 25 levels, counting a top-level position as level 1. Reports to choices that would place the position, or any positions beneath it, below level 25 are not offered. If information changes before the form is saved, the same limit is checked again and the change is blocked with an explanation.
Top-level positions
A top-level position has no Reports to value. If your organization requires Reports to, a user with the Manage positions permission in All departments can still leave it blank to create an intentional top-level position.
An organization can have more than one top-level position. You do not need to create an extra position above them.
Changing the field setting to Required does not automatically add reporting relationships to existing top-level positions.
Before suspending or eliminating a position
Review the positions that report to the affected position. In the suspension or elimination request, choose another Reports to destination or make them top level. Approval applies that choice on the inactive date and includes the required department reviews. A position cannot continue reporting to a manager position while that manager position is Suspended or Eliminated.
Copying an Eliminated position creates a new draft and does not rebuild its former relationships. Review Suspend, reactivate, or eliminate a position when planning a position status change.
Common questions
Why is a position missing from the chart?
Check the effective date, approved versus proposed view, position status, department access, and whether the position has current values for that date.
Why can’t I choose a Reports to position from another department?
Reports to choices are limited to active positions in departments where you can manage positions.
Why did a position become top-level?
Check the selected date and the position’s approved Reports to history. Also check the chart filters and your department access. Suspending or eliminating a manager position does not automatically move its reporting positions: the affected reporting relationships must be resolved before the position status change can be applied.
Form choices
Use this reference to choose form values. Available choices depend on the task, selected date, and your access.
Reports to
Choose the position this position reports to. A blank choice means there is no reporting position recorded for that date.
This relationship places a position in the reporting chart. It is separate from the department on the position record and from the employee assigned to it. Review the intended reporting line on the effective date after saving.
Optional practice: find who a position reports to
For exercises that change records, use a separate practice organization and complete the preparation below.
Practice steps and checks
- Open Org chart > Planning.
- Choose the date you want to review.
- Find Patient Services Coordinator by name or position number.
- Follow its reporting line to the position above it. Expand the visible positions below it when available.
If a position is missing, check the filters and which departments you can see.
On a separate practice position, change Reports to beginning July 1 and complete its request. Compare June 30 with July 1: the chart and the position details should show the same change. Saving a draft alone should not change the approved reporting line. See suspending or ending a position before ending a manager position.