Build a Basic Client Organization Chart

Build a Basic Client Organization Chart


Video Transcript

In this video we’re going to go over the purpose of the Client Organization Chart. Similar to the SP Org. Chart, this chart is to establish the visibility users have when they log in to CleanTelligent, but only for contacts of a specific client.
In our example, Louis works at the East branch of Best Local Bank and needs to submit work orders for his location but doesn’t need to see work orders for the South branch. Only Marsha needs to see the South branch.
Norman is the president of the company. He can see all communications between the service provider and each service location. Any work orders to or from Louis will also be seen by Norman. The same goes for Marsha’s work orders.

Article

Finding the Client Org Chart

You can find a separate Client Organization Chart for each and every Client Record. This gets automatically created when you create the Client Record. It can be found by clicking on the Organization Chart link next to the Main Information header on a Client Record.

Understanding the Client Org Chart

Terminology

  1. Level - Levels are the column headings at the top of the chart. These are commonly named after hierarchy levels within your client’s organization or, for simpler charts, names to identify what, or who goes into the divisions in that level.
  2. Division - Divisions are the bubbles in the main section of the chart. Each division contains a place for Contact Positions and Service Location records. Service Location records can be assigned to only one division at a time. The most important thing to remember about divisions is that they are simply placeholders. Think of them as boxes that don’t do anything but hold people or locations.
  3. Up-line - Divisions that are to the left and directly connected by a line are considered up-line from the selected division. Unlike in the SP Org Chart, on a Client Org Chart, divisions that are up-line are visible to contacts in divisions to the right and connected by a line (down-line).
  4. Down-line - Divisions that are to the right and directly connected by a line are considered down-line from the selected division. Divisions that are down-line are visible to divisions to the left and connected by a line (up-line).
  5. Position - Positions are assigned to Contacts. Contacts can have multiple positions in different divisions so long as they are not directly up-line or down-line from themselves. If you need to move a contact up-line or down-line from themselves, you will need to edit that contact's positions, remove their existing position, and then add the new position all from the contact record.
Unlike in the SP Org Chart, on a Client Org Chart, divisions that are up-line are visible to contacts in divisions down-line (to the right and connected by a line).

Division Names

Different clients can have different Org. Charts. It's up to you how you name your client’s divisions, but one common thing that causes confusion for Admins is naming divisions after your client’s employees. When they have turnover and employees leave, it's easy to remember to inactivate a record, but it's not as common to go to the Org. Chart and rename a division, especially when you don't have a replacement for them right away. Generally, we suggest naming divisions after regions, or locations instead.

Position Assignments

Contacts are allowed to have multiple positions within different divisions in the Client Org. Chart. In the picture below, you can see that Louis Hubert has a position in two different divisions. That gives him access to the location(s) that have also been assigned to each of those divisions.


*NOTE* Remember that the Org Chart is how you control what location records your contacts can see. Their permission settings are where you can adjust what they can do in the software.

Service Location Assignments

Since service locations are visible to all down-line divisions, you will want to ensure that your service locations are carefully assigned to the appropriate divisions in order to limit the locations your contacts can see and receive notifications for. In the example below, Marsha Reynolds who is assigned to the South Division in the Branch Level can create work orders and receive notifications for any location assigned to the Corporate Division in the Main Level even though the South Division is down-line from the Corporate Division.

This is sometimes advantageous in case you have a client headquarters that you want all the client’s contacts to see and be able to create work orders for while also restricting their access to other service locations. In the above example, Marsha Reynolds is still unable to create work orders or receive notifications for service locations assigned to the East Division because the East Division is neither up-line nor down-line from the South Division where Marsha Reynolds is assigned.

Editing the Org Chart

Creating a New Level

To create a new level in the Org. Chart, click the New Level button at the top of the chart. Scroll down to see the information box. Enter the name of the Level and a description, if desired. Use the Position drop-down to select where the level will be added. You can add it at the end, or far-right of your chart, or put it between other existing levels. Click Save and refresh the page if you do not see the new level right away at the top of your chart.

Creating a new Division

To create a new division in the Org. Chart, click the New Division button at the top of the chart. Scroll down to see the information box. Enter the name of the division and a description, if desired. Use the Level drop-down menu to select which level the division will be in. Next, use the Reports To drop-down menu to select the division that will be directly up-line from the new division.


    • Related Articles

    • Build a Basic Service Provider Organization Chart

      Transcript The Service Provider Organization Chart, or SP Org. Chart for short, is one of the most important parts of the CleanTelligent software and is referenced in almost all records, so it’s very important for you to have a solid understanding of ...

    • SP Organization Chart Advanced Use

      This article deals with advanced use cases in the SP Organization Chart. For a simple explanation of the SP Org Chart, see Build a Basic Service Provider Organization Chart Because this gets a bit complicated we have color coded all the examples as ...

    • Importing Clients

      Video Transcript The topic of this video is on importing client records. Before importing clients, be sure to create a spot for them to reside on the SP Org Chart . For the most part, client records will reside in the Admin division because the admin ...

    • Create a Client Record

      Video Transcript In this video I will show you how to manually create a client record within CleanTelligent. Hover over the Clients tab to bring up the option to create a New Client. You can also click the tab and press the New Client button above ...

    • Record Cleanup

      It’s really easy for things to get cluttered in CleanTelligent and occasionally you need to clean things up. Whether you’ve lost a client, one of your employees is no longer with your company, or if a location is no longer being serviced you will ...