Since the beging of august, every employee in Oneteam has a manager on their profile. This makes it clear at a glance who is responsible for what, and it forms the basis for features that rely on the line manager, such as Performance Reviews.
You do not assign a manager to an entire community, nor to an entire function group, but to the combination of the two. Think of the manager of Cashiers in Amsterdam. Because an employee can belong to several communities and function groups, a primary community and a primary function group tell Oneteam which combination takes the lead. You as an organisation admin decide how this is set up.
What is a primary community and primary function group?
Most employees belong to one community and have one function group. For them there is nothing to choose. But as soon as someone works at two locations or holds two roles, Oneteam needs to know which combination is their home base. That is the primary assignment.
The primary community is the community that takes the lead for this employee.
The primary function group is the function group that takes the lead for this employee.
An employee has at most one primary community and at most one primary function group. When you set a new primary assignment, the previous one is cleared automatically.
Oneteam looks at the intersection of the primary community and the primary function group, and copies the manager set there onto the employee profile. If no manager has been set for that combination, the manager field stays empty. Oneteam does not look for an alternative, so you can always see where something is still missing.
How Oneteam sets the primary assignment automatically
You do not have to go through every employee by hand. Oneteam fills in the primary assignment itself at these moments:
During the one-off migration to this new way of working. Employees with exactly one community got that community as their primary, and employees with exactly one function group got that function group as their primary. For employees with several communities or function groups the primary assignment was left empty, because Oneteam cannot know which one takes the lead.
When a new employee is created, if that employee has only one community or one function group.
When you add a community or function group to someone who did not have one yet. That first one immediately becomes the primary.
When a primary assignment is removed. If the employee still has another community or function group, the primary marker moves there.
When the primary community or function group changes, Oneteam picks up the manager again from the new combination. If you filled in a manager yourself for an employee, that manager stays in place. A manual choice is never overwritten by an automatic one.
Setting a primary community or function group
For employees with several communities or function groups, you decide which one is primary. You do this on the employee profile.
In the dashboard, go to Employees and open the employee profile.
Go to the overview with this employee’s communities and function groups.
Set the correct community as primary.
Do the same for the correct function group.
Save your change.
As soon as both primary assignments are known, Oneteam fills in the manager of that combination on the profile. Was a manually chosen manager already set? Then that one stays.
Assigning a manager to a function group within a community
You set the manager on the function group, within the community you are working in at that moment. This way the same function group can have a different manager in Amsterdam than in Rotterdam.
Go to the community and open Settings, then Function groups.
In the overview you can see who the manager is per function group, and which function groups do not have a manager yet.
Create a new function group or edit an existing one.
In the Manager field, select the employee who becomes the manager of this group.
Save your change.
When you save, Oneteam asks whether you also want to apply this manager to the employees who are already in this function group and community. The dialog shows you exactly what will happen:
You see how many employees will inherit this manager. These are employees who do not have a manager yet, or who inherited their manager automatically earlier on.
If some employees have a manually assigned manager, you see how many. These employees are skipped by default, so you do not accidentally lose deliberate choices.
If you do want to overwrite those manual choices, you tick that option explicitly in the same dialog.
In this screen, an employee shows a label when both this function group and the community you are currently viewing are primary for them. That tells you in advance who this manager will actually apply to.
Changing the manager of a single employee
Sometimes someone is an exception to the rule. That is why you can set, change or clear the manager per employee.
Open the employee profile.
Go to the manager field.
Select the employee who becomes the manager. You can select anyone within the organisation.
Save your change. If you would rather not record a manager, leave the field empty.
A manager you fill in here counts as a manual choice. It stays in place when the primary community or function group changes later on, and it is skipped by default when a group manager is applied.
Who can do this:
As an organisation admin you can set the manager on all profiles.
As a community admin you can set the manager for employees who are a member of the community where you have those rights.
Manager and team on the profile
A profile now shows who the manager is, even when that field is still empty. If someone has employees reporting to them, those employees are listed below. Click a name to go straight to that profile.
Employees see their own manager and the employees reporting to them on their own profile.
As an organisation admin you see this on all profiles.
As a community admin you see this for the employees in your community.
Finding managers in the employee overview
The employee overview has been extended, both at organisation level and at community level. As an admin you get these extra columns:
Manager, with name and profile picture
Date added
Date in service
Date out of service
Last active
The phone number column has been removed and long community names are shortened, so the table stays readable. Hover over a shortened name to see it in full. If the overview does not fit on your screen, scroll horizontally. You can also filter on manager, so you see all employees of a particular manager in one go.
Do you work with an integration?
If your organisation gets its employees from an integration with an HR or scheduling system, the manager can come from that system. In that case the integration determines the manager and you do not set it in Oneteam. The manager setting on the function group is then hidden, so there is no confusion about which source takes the lead.
Want to check what the integration sends through? Go to Settings, then Integration, and view the external users. There you can see per user which manager is passed on and which Oneteam employee that manager is linked to.
What happens when a manager leaves?
When a manager’s account is deactivated, Oneteam clears the manager field for all employees who had this person as their manager. This way an inactive manager never stays behind in your data.
Tip: after a deactivation, check the employee overview for empty manager fields. Set a new manager on the relevant function group and the employees will inherit it.
Feel free to reach out on the live chat if we can advise or help you with anything. 👉