People & Departments
Manage your employee roster, departments, and org structure in Optserv's HR workspace.
People and Departments are the foundation of your HR setup. Before you run any workflows — attendance, leave, recruitment — you need your team and structure in place.
People
The People section is your employee directory. Each person in Optserv has:
- Name and contact info — used for internal communication and records
- Role — Admin, HR, Manager, or Employee (controls their access)
- Department — determines which manager they report to for approvals
- Status — active, inactive, or offboarded
Inviting employees
Go to People → Invite. Enter the employee's email and assign their role immediately. They'll receive an invite to join the company.
Best practice: assign the smallest role that covers the person's job. Most employees should be Employee or Manager. HR and Admin should be limited to the people who actually need that level of access.
Offboarding
When someone leaves, offboard them in Optserv. This:
- Sets their status to "offboarded"
- Removes their access to the staff web app
- Triggers access revocation in Account Sharing (if enabled) — removing them from all shared credential access lists
Offboarding is how you ensure departing employees lose access across the system, not just in HR.
Departments
Departments serve two purposes: approval routing and visibility scope.
Approval routing — When an employee submits a leave or overtime request, it routes to the manager of their department. If no manager is assigned to a department, it escalates to HR.
Visibility scope — Managers see employees in their department, not the whole company. The right department assignment is how you ensure managers see what they're supposed to see and nothing more.
Creating departments
Go to Company → Departments and create your structure before inviting people. Common starting departments:
- Engineering
- Operations
- Sales & Marketing
- Finance
You can rename, merge, and restructure departments as your company grows.
Assigning a manager
Each department can have a designated manager. The manager must have the Manager role. One person can manage multiple departments.
Org chart
The org chart is derived automatically from your People and Department structure. It updates as you add, move, or offboard people.