Make the Most of My Organisation

Many users set up My Organisation once and then rarely return to it. However, this module plays an important role in keeping 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 work with.

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

Keep Staff Details Ready for Action

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

Two key checkboxes on a staff record are Sales Rep and Operator.

If you mark a staff member as a sales rep, you can select that person on transactions such as customer invoices. This selection helps the sales rep access their assigned transactions and helps managers filter income by sales rep.

If you mark a staff member as an operator, you can assign production tasks to them. 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 staff member, so the correct stage opens automatically in the app. This helps staff find their work faster and avoid unnecessary searching.

The Staff tab also supports shift allocations. When you allocate shifts to staff, production planning can use those working hours to schedule tasks.

User Fields give you even more flexibility. You can create custom fields to capture extra details, such as employment equity information or work permit status, if your organisation needs them.

Use Entities to Keep Business Units Clear

Entities help you separate companies, branches, or business units inside one database. For example, if you operate across different locations, you can create each location as an entity. This lets you keep one set of books while still monitoring the profitability of each location.

You can also link entities to users, transaction types, inventory locations, items, and bank accounts. These links function as filters. For example, a customer with no entity link can appear on any transaction, while a customer linked to one entity can only appear on transactions for that same entity. This protects data accuracy and keeps transactions in the correct part of the business.

Entities can also have their own staff, contact details, logos, mastheads, and output addresses. If entities have different VAT registration numbers, use separate transaction types for customer invoices and credit notes so each entity keeps an unbroken number series.

Build a Clear Reporting Structure

The Organigram helps you manage your staff hierarchy. This structure supports notifications, 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 companies, 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.

Make Shifts Work for Production Planning

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 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.

Use a clear shift code because the system displays it in production planning and staff allocations. Production planning uses staff shift hours to schedule work on the Production Board and in Production Planning Stages. If you change shifts, rebuild the shift table so the system can use the updated information.

Send Documents with the Right Details

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

Let Notifications Bring Key Information to You

Notifications are automated messages that the system can email at regular intervals. They use SQL to collect the information you need and send it when you need it. They are useful for reminders, management updates, exception reports, and other routine information. Instead of checking manually, you can let the system deliver important information to you.

Why a Well-Maintained Setup Pays Off

My Organisation does more than store setup information. It connects people, branches, documents, working hours, and approval structures. When the information is accurate, users can find their tasks, managers can review performance, documents can show the correct details, and production planning can schedule work more reliably.

Make My Organisation part of your regular system housekeeping. Review staff records, entity links, reporting lines, shifts, and output details before small gaps turn into daily frustrations. A few focused updates can improve task visibility, protect transaction accuracy, support smoother planning, and help every team member work from the same trusted information.