What is a company structure?

A company structure is an organizational chart that shows the hierarchy and layout of different departments, teams, and roles. It defines who is responsible for specific tasks and how communication flows within the company. A good structure allows for the appropriate division of duties and competencies as well as the segmentation of employees. Creating a hierarchy ensures order in the functioning of the company.

Why is a company structure important?

Clarity and transparency - helps in understanding who is responsible for what, which facilitates management.
Better planning - enables effective scheduling because you know what roles and resources are available.
Communication - improves the flow of information, making it clear who to approach for specific matters.
Performance management - makes it easier to monitor and evaluate employee performance because their roles and responsibilities are clearly defined.

Important: A well-defined company structure allows for effective task assignment, change planning, and employee time management, leading to better organization and productivity for the entire team.

Creating an Organization Structure

As an Organization Administrator, you manage all operations, system settings configuration, and support for all users. You are responsible for human resources management.

Remember: Correct configuration at the beginning is crucial, as its elements will become default settings that can be modified later as needed.

1. Company Settings

The first step after creating a company account is configuring the company settings. These will apply to your entire organization. They include settings such as:

General Settings - set your company's basic information, such as name, address, contact details, contact persons, and VAT invoice details. Also, configure the organization's global settings, such as the start day of the workweek, time format, country, currency, time zone, and date format.
Positions and Tags - create positions and tags that will be used in your company.
Requests - create and configure types of requests (e.g., leaves, sick leaves) that will apply in the organization, which you will then assign to your employees. Guidelines on how to assign types of requests to your employees can be found here.
Holidays - specify which holidays will apply in your company.
Labor Code - specify the labor code regulations that will apply in your company, which will be important when creating work schedules. Also, choose the method of sending labor code-related communications.

After completing the company settings configuration, you can proceed further. The next step will be to create locations if they exist in your organization.

2. Adding Locations

The next step will be to add locations in the company and configure their settings.

Remember: In Proplanum "Locations" can refer to different structures depending on the specifics of your company. Here are some examples of how you can interpret locations:

Different facilities - for example, several stores in different cities.
Different departments - for example, in a large store divided into departments.
Different production lines - for example, in a factory with multiple production lines.
How you decide to interpret locations depends on the structure and needs of your company.

More information can be found in the Locations category. You can read about creating and managing locations here.

3. Organizational Structure

The third step will be to determine the organizational structure. In the "Team" tool, you will add new users and define the structure and their role in the organization. More information can be found later in the article.

Important: Organization Administrator, Advisor, and Location Manager have permissions to add new employees in the Proplanum system. Only Advisors and Organization Administrators can import employee data.

Employee Team in Proplanum

The "Team" section allows for effective management of the staff. You can view and manage employee information, add new team members, approve registration requests, and personalize employee settings.

Employee List and Profiles

The employee list is the command center for your crew. You can filter employees by roles, locations, or positions.


All information about the status, position, and role of employees is available here. This helps maintain proper organization and quick access to needed information.

Adding employees

You can add new crew members in various ways – enter their data manually, individually, or in groups. You can find more about this in the article "Adding team members".
If you want to quickly add even a large group of people, use the function to import a list of employees from a .csv or .xlsx file. You can read more about this in a separate article titled "Import of employees into the system"

Setting employee settings

By selecting an employee, you will proceed to personalize their profile – setting vacations, employment conditions, working hours, salaries, as well as access to schedules and time registration systems. Tips on these settings can be found in the category "Employee team" in the section "Editing team member data".

User Roles in Proplanum

Proplanum allows precise determination of what functions and information are available to individual team members. The application offers various access levels that define user permissions for specific functions. By assigning appropriate roles to users, you can create a suitable hierarchy within your company. This allows for effective management and control over who can perform certain tasks and view specific data.

Employee - a person who performs daily tasks and duties assigned to their position.
Supervisor - organizes team work, schedules, coordinates activities, is the leader and first point of contact for employees.
Location Manager - manages operations, personnel, financial results, development, and activities at the assigned location.
Advisor - monitors and controls the quality of work across all locations, supports location managers in conducting effective and planned operations.
Organization Administrator - the highest role in the system, has full access to all settings, manages users, the team, and locations, as well as billing and licensing matters.

More information about user roles can be found in the article "User Access Levels in Proplanum"

Updated on: 31/07/2024