Basics: Hierarchy and Teams Overview

The Hierarchy in Ops Execution is the central place to manage your company's organizational structure, including teams, users, and locations. It impacts everything from how tasks are assigned to how reports are generated, so keeping it organized is key. With the Hierarchy, you can manage all of this at a glance, saving you valuable time and resources.

Tip: Want a guided walkthrough of the updated Hierarchy page? Follow the Show me how feature tour.

Note: You need owner or admin permission to make changes to the Hierarchy.

What is the Hierarchy

The Hierarchy helps you:

• View and manage teams, users, and locations
• Control who sees what
• Assign tasks accurately
• Ensure clean and relevant reporting
• Share forms with a specific subset of people
• Create a foundation for setting up alerts

Your teams are organized in levels, with each level containing the teams below it. For example:

VP Team → Regional Team → District Team → Locations

In the example above, the team France VP is at the top. Inside it, you will find the team Paris Region, and within that region is the team Eiffel District. The district team includes the district manager plus individual store managers. Finally, each location (Store 1351 and Store 1352) has its own location owner.

When teams are structured this way, upper levels automatically include everyone below them. The VP sees everything, regions see their districts and locations, and districts see their stores. Forms and notifications flow correctly throughout your organization.

Start at the bottom and work your way up. First, create your locations and assign location owners. Then create district teams and add those locations. Next, build regional teams that contain your districts. Finally, create your VP or enterprise-level team that encompasses all regions and executive staff.

How to navigate the Hierarchy page

When you open the Hierarchy page, you will see your teams organized in expandable sections. As you scroll, the parent team headers stick to the top of the list, so you always know which team the users and locations you are viewing belong to.

Teams

Team names is the first thing you see when accessing the Hierarchy. Click the arrow next to a team name to expand the view and see the users that are part of the team, as well as the teams and locations that roll up into it. You can continue to expand any subteams to view their information as well. You can also rename a team directly from the list, add a child team without leaving the list view, and delete a team using its delete control.

Users

Users are displayed under the teams and locations they are part of. You can view each user's name, role, and permission. From the Hierarchy page, you can drag and drop users between teams and locations, remove a user from a team, or delete a user entirely. Clicking the three dots next to a user's name takes you to the user page, where you can edit their information.

Locations

Locations are displayed under the team the location reports to. Click the arrow to the left of a location name to see which users are part of that location. You can drag and drop locations between teams, remove a location from a team, or delete a location. Clicking the three dots to the right of a location takes you to the location's information page, where you can edit its details.

Unassigned users and locations panel

Unassigned users and unassigned locations now live in a dedicated panel on the right side of the page. You can hide, reopen, and resize the panel. To assign an item, drag it from the panel and drop it onto a team, or drag a user onto a location.

Search

The search tool on the Hierarchy page is a quick way to locate users and locations within their teams. When you search for an item and select Show in hierarchy, the page automatically scrolls to every place the item appears, so you can see exactly where it sits without scrolling around to find it.

How to create and manage teams

How to create a team

1. From the Dashboard, click Hierarchy
2. Click + Create and choose Create Team from the drop-down options
   
3. Name the team
4. Add the needed users to the team by typing their name and selecting them from the drop-down list. They will appear on the right-hand side under Hierarchy Preview once selected
5. Choose which locations the users should have access to from the drop-down list. The locations will show up under the Hierarchy Preview once selected
6. (Optional) Set a parent team if this team reports to another. The parent team will also appear under the Hierarchy Preview
   
7. Click Create Team to save the new team

Tip: You can also add a child team directly from the hierarchy list without opening the create page. This makes it quick to build out complex hierarchies level by level.

How to edit a team

You can make most team changes directly from the Hierarchy page:

• Rename a team. Click the pencil icon next to the team name in the list and enter the new name
  

• Manage a team's users. Click the 3 dots on the right side of the team – "Manage Users" to add or remove multiple users at once, then click Save. Click Cancel to discard your change

• Manage a team's locations. Add locations from the list, or remove them individually from the team
  
• Move a team. Drag and drop the team to a new parent team
  

To edit everything in one place, click the three dots on the right-hand side of the team name and select "Edit". From there you can edit the users, locations, and hierarchy placement, then click Save. The benefit of the edit page is that you can make several different changes with a single save.

Note: Tasks, projects, and follow-up tasks/alerts can be set up by team, so adding or removing users from teams can affect those actions. For example, if you remove the Area Manager from the team Area 1234 and alerts are sent to the role Area Manager, no one will receive the alerts for that team until a new Area Manager is assigned.

How to delete a team

1. Find the team in the hierarchy - click the 3 dots on the right side and click its Delete button
2. Confirm that you want to delete the team
   

How to manage users

How to create a user

1. Go to Hierarchy, click + Create, then choose Create User from the drop-down list
   
2. In the Create Users window, enter an email or mobile phone number to invite
3. Choose the user's role
4. Choose the permission level
5. If the user needs to be added to a team, choose which team they should fall under
   
6. Click Invite Users to complete the process
    

How to move users with drag and drop

You can drag and drop users between teams and locations directly in the hierarchy. A few behaviors to keep in mind:

• Assigning a user to a location. When you drop a user onto a location, they are automatically added to the team that contains that location (this is expected for correct task assignment, since a user should be assigned to both a location and a team). If you did not want that, you can remove the user from the team, and they will stay on the location
• Moving a user between locations. The user is added to the new location and its team, but they are not removed from the previous team, because moving between locations is not a team change. You can quickly remove them from the previous team if needed
• Adding a user to more than one team. Dragging a user from one team to another moves them rather than copying them. To place a user on a second team, click Manage Users on that team and add them from the list

How to edit or delete a user

To delete a user, click the 3 dots next to them and click the Delete button, then confirm the deletion. To edit a user's details, role, or permission, or to reset their password, click the three dots next to their name and choose the option you need, then click Save.

How to manage locations

How to add a location

1. Click + Create and select Create Location
   
2. Complete the required fields and all other relevant information. This is where you can assign which users have access to the location, as well as any tags
3. Click Create Location

Note: A location's owner must be on the user team level containing that location. Teams containing multiple locations can have multiple users with the same role if and only if it is a location-level role (e.g. if you have 2 District managers in 1 team - task assignment and reports won't work, unless you assign each district manager to a different location on that team).

How to move or unassign a location

To move a location to a different team, drag and drop it onto the new team. To unassign a location from its team, remove it directly from the team in the hierarchy. The location will appear in the unassigned locations panel on the right, where you can reassign it at any time by dragging it back onto a team.

How to edit or delete a location

To delete a location, click the 3 dots next to it and select the Delete option, then confirm the deletion. To edit a location's information, click the three dots on the right-hand side of the location, make your changes, and click Save.

How to make bulk changes and undo them

You can make bulk changes from the Hierarchy page in seconds. For example, click Manage Users on a team, remove every user you no longer want on it, and click Save. All of the members are updated in a single change.

After every change, a message appears at the top of the page describing exactly what happened, such as which team a location was moved from and to. The message stays on screen for 15 seconds, so you have time to read it, and you can close it sooner. To reverse the change, click Undo on the right side of the screen. You can undo your changes one by one, in reverse order.

Warning: Undo is only available while you stay on the page. If you try to leave with changes that have not been undone, you will see a warning that you will not be able to undo them after leaving. You can still reverse the changes manually with drag and drop.

Important notes and best practices

Keep the following rules in mind when organizing your hierarchy:

• Users can see and complete work on the team they are assigned to, as well as any team below it in the hierarchy
• It is best practice for users and locations to be on only one team at a time. If a user or location is placed on multiple teams, it might result in errors when work is assigned
• Only one user with a specific role can be on each team. For example, one team cannot have two District Managers. An exception is when you assign each of the district managers to their respective locations within the team
• All users must be assigned to a team to receive tasks

Important: Any hierarchy changes will affect project and task assignments within 48 hours for daily projects, and on the next occurrence for other recurring instances such as weekly and monthly tasks.