Organisation Records are used within Eploy to replicate your internal Company structure. There are also used to represent any Supplier and Customer organisations you may work with.
The organisational structure serves as the foundation of the entire data structure within your system, with all records, other than Candidates (though, not always), ultimately being linked back to an Organisation record.
Maintaining your Organisation records is crucial to keeping your system running smoothly.
Create and Edit an Organisation
There are several ways to begin creating an Organisation record within Eploy:
From the Create button on the main menu
From within the View menu - View > Organisations > New Organisation
From the Organisations Grid View - View > Organisations > New
When looking at the Summary tab within any organisation - click New within the Toolbar
Whichever route you choose to take, you'll end up at the same place - the Create Organisation screen. From here you can:
Select a Parent Organisation, placing your new organisation in the correct location within your Organisation Hierarchy
Set a User - a useful reporting mechanism if members of your team have responsibility for that part of your organisation
Enter the Name for the Organisation and select a Business Area
Within the Relationships section you can:
assign a Location and Function to the Organisation. This can be copied to any new Vacancies raised against that Organisation and is useful for reporting and filtering purposes
If Job Roles are in use within your system, relevant ones can be assigned to the Organisation here
Select a suitable Organisation Type and set the Status to Active
Finally, within the Address section you can either enter an address manually or select an address from the list.
🤓 Tip the Business Area, Location, Function and Address can be automatically copied to any new Vacancies raised against this organisation.
Having added all required information, including any additional fields included within your specific system, click Save.
To Edit your organisation details at any time, click the Edit icon next to the All Fields option, visible on the Organisation Summary tab.
🤓 Tip Organisations can also be created in bulk via an Import and can be created automatically by linking Eploy to your HR system using our API. If you'd like to explore these options, please speak to your Account Manager or the Support Team.
Logos, Onboarding Files and Toolkit Documents
The Organisation record is a great place to store any useful files pertinent to that part of your organisation.
In the case of Customer and Supplier organisations, you might wish to save Contracts and T&Cs for future reference.
Files saved against an organisation can also be referenced by other parts of the Eploy system:
Logos can be attached to Vacancies and displayed on your Vacancies page
Toolkit Documents can be displayed to Hiring Managers within the Hiring Manager Toolkit - great for process documents and user guides
Policies can be displayed to Candidates as part of Onboarding
To upload a file, access a suitable Organisation record and open the Files tab.
From the Toolbar, click New. Upload a document, select a suitable File Type and click Upload File.
Edit, Replace and Delete a File
To Edit a file, using Eploy's Document Editor, open the Files tab of the Organisation in question, locate the file to edit and click the Edit File pencil.
To upload a replacement file, click the Upload button. Load your replacement file and, when prompted, select Confirm Overwrite then click Upload File. Your selected file will be immediately replaced with the new version wherever it is referenced within your system.
To delete a file, select the file to be deleted and click Delete.