Overview:

The Departments page allows administrators to create and manage the organisational departments used across HR360Hub. Departments are a mandatory field when adding or editing an employee and are used throughout the system for filtering, reporting, and role-based workflows.

📜 Note: Only users with Super Admin or HR Manager roles can access the Core HR module. If you cannot see the Core HR menu in the sidebar, contact your system administrator to verify your role and permissions.

Prerequisites:

Setup requirement: Employees must already exist in the system to assign a Department Head.

Configuration Guide:

Accessing Departments

· Log in to the HR360Hub portal with your administrator credentials.

· On the left-hand sidebar, locate and click Core HR to expand its sub-menu.

· Click Departments to open the Departments list.

Adding a New Department:

· Click the + Add Department button at the top-right of the page.

· The Add Department dialog will open.

Field	Required	Description
Department Name	Yes	The full name of the department (e.g. Human Resources, Finance, Information Technology).
Country	No	The country this department is associated with.
Department Head	No	Select the employee who leads this department.
Department Code	Yes	A unique alphanumeric code that identifies the department (e.g. HR01, FIN02).
Status	Yes	Set to Active by default. Change to Inactive to disable the department without deleting it.

· Click Save (orange button) to create the department, or Cancel to close without saving.

⚠️ Important: Department Codes must be unique across the system. Duplicate codes will cause a validation error. Plan and document your department coding convention before creating departments.

Viewing Department Details

· Click the eye icon (👁) on any department row to open the Department Details dialog.

Department Details dialog — read-only summary of all department fields

· The dialog displays all configured fields: Department Name, Department Code, Department Country, Department Head, and Status. Click Close to dismiss.

Editing a Department:

· Click the pencil icon (✏️) on any department row to open the Edit Department dialog.

Edit Department dialog — all fields pre-filled and editable

· Modify the required fields and click Save (orange button) to apply the changes, or Cancel to discard.

📜 Note: Changing a department's name or code will update it across all employee records that reference this department. Verify changes are intentional before saving, particularly for departments referenced in active payroll cycles.

Summary:

The Departments sub-module forms the organisational backbone of HR360Hub. Every employee must belong to a department, and departments are referenced throughout payroll, reporting, and role-based workflows.

· Purpose: Create and manage the organisational departments used to categorise employees and scope HR workflows.

· Key Fields: Department Name, Department Code (unique), Country, Department Head, and Status.

· Cascading Updates: Renaming or changing a department code updates it across all linked employee records.

· Inactive Status: Departments can be deactivated without deletion, preserving historical data integrity.

· Dependencies: Departments are required for Designations and Positions — configure departments first.

💡 Tip: Plan your department structure and coding convention before creating records. Consistent, well-named departments make filtering, reporting, and org-chart generation significantly easier.

Departments