Organizations 🏘️

⚠️ Prerequisite: Access to the organisation directory requires the "View Organisation page" and "Edit organisations" permissions.

🔓 Change the environment level

1. Go to Account > Organizations.
2. At the top right of the page, click Edit to display the account structure.
3. In the “Scoping by environment” section, choose a new environment level from the dropdown list (if you have multiple organizational levels).

💡 Immediate impacts

1. Journeys & employees

Journeys and employees remain attached to the lowest organization. The scope extends downwards and upwards depending on the environment level.

2. Templates & resources

The environment is now at the top level 👉 templates and resources will move up to the parent level.

• For example, if the environment was at the higher level “Country” and you select the lower level “Cities” as the new environment level. Cities “Paris” and “Lyon” will gain access to the templates and resources that the country “France” previously had.

The environment is now at the lower level 👉 templates and resources will be shared with the relevant children.

• For example, if the environment was at the lower level “Country” and you select the higher level “Continent” as the new environment level. The continent “Europe” will have access to the templates and resources that the countries “France” and “Germany” previously had.

3. Employee guide, manager guide, welcome message, Moments of truth:

The environment is now at the top level 👉 There will be no customization for guides, moments of truth, and welcome messages in the new environments.

• For example, if a page in the employee guide is set up in the “Germany” country environment and I move the environment level up to the higher level “Continent.” The “Europe” continent will not have a page in the guide.

The environment is now at the lower level 👉 Guides, moments of truth, and welcome messages from the current environments will be duplicated to all child environments.

• For example, if a page in the employee guide is set up in the “Country” environment and I move the environment level to the lower level “Cities,” the cities “Paris” and ‘Lyon’ will have the same pages in the guide as the country “France” previously had.

4. Account customization

The environment is now at the top level 👉 There will be no customization on the new environments (banners, logo, color).

The environment is now at the lower level 👉 customization will be duplicated to all child environments.

⚠️ 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:

1. 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.

2. 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.

⚠️ Prerequisite: You must have the “Edit organisations” permission.

💡 Difference between an organization and an environment

• Organizations represent the structure of your company in Workelo.
• The environment is a specific level within this structure that defines access rights and role scopes.
• The environment level depends on your confidentiality and centralisation needs.

👉 More details in this documentation.

🧑🏽‍🎨 Create/Edit a level

👉 A level groups several organizations. For example, I can have 3 levels on my account: Continent, Country, City. Each of these levels includes as many organizations as needed (as many continents as necessary, etc.).

1. Add a level

• Go to Account > Organizations.
• In the top right corner, click Edit to display the account structure.

• In the “Organization levels” section, you can add levels by clicking the “+” located above or below an existing level.

  👉 Higher level: adds a parent above existing organizations. (Example: Continent)

  👉 Lower level: adds a child for each organization in the higher level and automatically links employees and journeys to it. (Example: Cities)

  👉 Intermediate level: inserts a layer between two levels, inheriting from lower levels. (Example: Region)

2. Rename a level

💡 Example: the “Subsidiary” level is not relevant for you, and you’d like to rename it to “Entity”.

1. In the top right corner, click Edit to display the account structure.
2. In the “Organization levels” section, rename levels by clicking the three dots at the end of the line.

3. Delete a level

⚠️ The level to be deleted must not be the environment level. ❌

Steps:

1. In the top right corner, click Edit to display the account structure.
2. In the “Organization levels” section, delete levels by clicking the three dots at the end of the line.

Impacts:

• The organization level to delete is the lowest
  • 👉 You can delete it, and employees and journeys will be linked to the parent (higher level) of the deleted organization.
• The organization level to delete is intermediate
  • 👉 You can delete it, and all parents (higher level) will be directly linked to the children (lower level) of the deleted organization level.
• The organization level to delete is the highest
  • 👉 You can delete it, and the level below will become the highest one.

🧑🏽‍🎨 Create/Edit an organization
 

1. Search for an organization

• Go to Account > Organizations.
• Use the search bar to find the organization by its technical ID or name. Even if it’s among hundreds of organizations, you’ll be redirected to the right one!

2. Add an organization

💡 Example: your company acquires a new entity and you want to add this subsidiary to your organization list.

• Go to Account > Organizations.
• Click Add an organization.
  • 👉 Child organizations will be automatically created below it if your structure includes several levels.
• Fill in the required information:
  • Organization name
  • Organization ID: if this organization is used as part of a data flow.
  • Language
  • Date format
  • Time zone
  • 👉 If you want these last three settings to apply to child organizations, check the corresponding box.
• Save

3. Edit an organization

💡 Example: a subsidiary changes its name and needs to be updated.

• Select the organization you want to edit from the list by clicking the ✏️ icon.
• Click “Edit” and make the necessary changes.
• Save your changes.

4. Edit an organization’s parent (affiliated environment)

💡 Example: An agency is moving to another region: in this case, you need to link it to the correct new region.

• Select the organization’s new parent from the dropdown menu.

👉 If the new parent belongs to a different environment level, the employees will then be authorized on that environment.

5. Delete an organization

💡 Example: a subsidiary has been merged with another and must be removed from the organization list.

Prerequisites :

• Delete or move all employees linked to the lowest level of this branch
• Close all journeys linked to the lowest level of this branch

Steps:

• Open the organization at the lowest level of the branch by clicking the ✏️ icon.
• Click “Delete” at the bottom left.
  • 👉 If the button is not clickable, it means there are still employees and/or journeys linked to this organization.
• Repeat the same process for higher levels.