⚠️ Prerequisite: having the Edit organizations permission.
📖 Introduction
The organization directory is the backbone of Workelo that reflects your company's hierarchical structure and ensures each employee accesses the correct information.
The concept of organization
With Workelo, you can structure your account into multiple subgroups called organizations. You can have a single organization or multiple ones.
If you have multiple organizations, they are structured into different levels (Level 1, Level 2, etc.). Employees are always assigned to the lowest level.
For example, an organization can be structured as follows:
- Level 1: Entity (e.g., Entity A)
- Level 2: Region (e.g., Rhône-Alpes)
- Level 3: Establishment (e.g., Lyon Sud)
In this example, employees are assigned to the final organizational level: Lyon Sud.
The concept of environment
Workelo allows you to use environments to structure and manage your organizations independently.
By selecting an environment-based setup, you can:
- Manage journeys by environment;
- Configure your library (resources, moments of truth, guides, welcome messages) by environment;
- Personalize the experience (visuals, email senders) by environment.
Example
Imagine a company with multiple entities, such as Entity A and Entity B, each operating independently.
With Workelo's environments, the company can:
Assign HR teams to manage their own entity-specific settings
Create customized journeys for employees in each entity
Restrict access so that HR from Entity A cannot modify settings for Entity B.
Maintain a Shared Environment for common resources, accessible to all but only editable by administrators.
💡 You can set a time zone for an organization from the settings window. All journeys created within this organization will automatically use the selected time zone (unless another one is defined at the journey level, in which case it will take priority).
🤨 Setting up the account for your needs
Our clients typically use one of these three setups:
Scenario A: Simple and transparent
The account has a single organizational level. For example, the account includes multiple entities: Entity A, Entity B, and Entity C. In Workelo, each entity corresponds to an organization.
The concept of environment is not activated since the experience should remain the same regardless of the organization. Library elements can be applied to all journeys, regardless of the employee's organization.
Scenario B: Simple and secure
The account also has a single level of organization, but the concept of environment is activated. The local administrator of an entity can manage their assigned organization. However, they cannot access the journeys or library settings of other organizations. This ensures independent management while maintaining a clear organizational structure.
Scenario C: Fine-tuned configuration
The account contains 2 to 3 organizational levels. For example: Entity, Region, Establishment.
The environment feature must be enabled because entities want to personalize the experience based on the employee’s assigned entity.
💡 To choose the environment level, we recommend two options:
Set the environment at the highest level (Level 1). Library configuration is centralized,
and each organization will see the journeys of other organizations within the same environment.
For example, if the environment is the entity (Level 1) and I am an HR representative for Entity A:
- I can see the journeys for Paris, Nanterre, Chambéry, and Lyon combined, if needed.
- I can configure templates for my Entity A only.
Set the environment at the lowest level. The user will only see the journeys of their organization, but each organization can have a personalized library configuration.
For example, if the environment is the establishment (Level 3) and I am an HR representative for Entity A in Paris:
- I can only see the journeys for Paris.
- I can configure templates for Paris only.