Get More Value from My Organisation

Many users set up My Organisation once and rarely return to it. However, this module keeps your business structure, staff information, production planning, reporting, and company output details accurate. When you maintain it well, you give the rest of the system reliable information to use.

My Organisation includes several tabs, and each tab supports a different part of your business. Together, they help you manage people, branches, working hours, and reporting structures from one central place.

Keep Staff Records Accurate and Useful

The Staff tab stores the details of every staff member in the business. You can add contact information, update personal details, attach contracts, and grant access. The list view gives you a quick overview of important staff information, while the edit view helps you manage the finer details.

Use the Detail Tab to Define Roles

Two key checkboxes on a staff record define how the system can use that person: Rep and Operator.

When you mark a staff member as a rep, you can select that person on transactions such as customer invoices. This selection helps the sales rep access assigned transactions and helps managers filter income by sales rep. You can also set a sales target for the rep.

When you mark a staff member as an operator, you can assign production tasks to that person. Operators can then open their tasks from the mobile or tracker apps and record their time. You can also select a default stage for each operator, so the correct stage opens automatically in the app. This selection helps staff find their work faster and avoid unnecessary searching.

The Staff tab also supports work shift allocations. When you allocate shifts to staff, production planning can use those working hours to schedule tasks. You also set the tracker app PIN on this page.

Use the Settings Tab to Control Access

The Settings tab lets you control access to transactions, copy rules, and accounting functions. You can also specify whether a user has limited rights or full rights, such as supervisor rights. For example, supervisors can often change statuses in any direction, while standard users cannot.

You can refine these permissions further by controlling whether a user can edit the date or status of transactions like material movements or delete those transactions.

Use the Attachments Tab to Keep Records Together

The Attachments tab keeps supporting staff documents in one place. You can add contracts, leave requests, sick notes, and staff review documents, so the information is easy to find when you need it.

Build a Reporting Structure That Supports Approvals

The Organigram tab helps you manage your staff hierarchy. This structure supports approvals and reporting lines. You can view the organigram in tree view, grid view, or chart view from the Menu button. Each view gives you a different way to understand the same structure.

You can add entries such as branches, departments, heads, managers, staff, and trainees. Each entry can have a status, such as vacant, active, or inactive. Remember to update the organigram when staff leave, change roles, or move between departments, so reporting lines stay accurate.

Use Branches to Track Each Business Unit Clearly

If you have never set up a branch before, you might not know the feature exists. That’s because BOS Professional hides fields that are unnecessary based on your current settings.

In fact, you can have multiple branches in one database. This setup lets you keep one set of books while still monitoring the profitability of each branch separately.

Branches can use their own default commission and markup settings, logos, mastheads, and output addresses. You can limit staff member to only see records relating to their branch. Furthermore, you can link Cost Centres, Printing Types, Material and Service categories to branches.

(Please speak to us before changing your branches, so we can ensure all transactions are allocated to the correct branch.)

Set Work Shifts That Production Planning Can Use

Work shifts define the hours that departments and staff work. You create each shift by selecting the day, start time, and end time. You can also split a day into more than one work shift to allow for breaks. For example, you could create a Monday morning shift from 08:00 to 12:00 and a Monday afternoon shift from 13:00 to 17:00.

Send Documents with the Correct Company Details

The Output tab stores the company information that appears on documents you send to customers and suppliers, such as invoices. The masthead controls the details that appear on these outputs. If you use branches, you can capture separate output details for each branch on the Branches tab, including contact information, logos, and addresses.

Why Regular Maintenance Pays Off

My Organisation does more than store setup information. It connects people, branches, documents, and working hours. When the information stays accurate, users access the modules they need, documents show the correct details, and production planning can schedule work more reliably.

Make My Organisation part of your regular system housekeeping. Review staff records, reporting lines, work shifts, branch details, and output details on a regular schedule, so your setup continues to support accurate transactions, reliable planning, and smoother daily work.