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Basics: Hierarchy and Teams Overview

💡How to Use the Hierarchy in Zenput

Note: You need to have owner or admin permission to accomplish the following steps
The Hierarchy in Zenput 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. The configuration of your company's organization is critical to who and what is getting done in Zenput. With Hierarchy, you will have the ability to manage all this at a glance, saving you valuable time and resources.

🔍 Navigate this article: 

  1. What is the Hierarchy?
  2. Navigating the Hierarchy
  3. Creating & Managing Teams
  4. Managing Users
  5. Managing Locations
  6. Important Notes & Best Practices

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
  • Easily share forms to a specific subset of people
  • Create a foundation for setting up alerts

Example Hierarchy Structure:

▶
France VP
👤
Maria Sharapova
Admin
▶
Paris Region
👤
Sally Field
Manager
▶
Eiffel District
👤
Nikki Perry
Manager
👤
Store 1351
Submitter
👤
Store 1352
Submitter
▶
📍
Store 1351
45 Avenue des Champs-Élysées, 75008 Paris
👤
Store 1351
Submitter
▶
📍
Store 1352
128 Rue de Rivoli, 75001 Paris
👤
Store 1352
Submitter

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, team "France VP" is at the top. Inside it, you'll find team "Paris Region", and within that region is 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.

Complete Hierarchy

Navigating the Hierarchy

When you open the Hierarchy tab, you'll see your teams organized in expandable sections. Here's what you need to know:

🔍 Search

Using the search tool on the Zenput Hierarchy page is a quick way to locate where users and locations are located within their respective teams.

Search in Hierarchy
👥 Teams

Teams are denoted by the name of the team in a white bar. Clicking on the arrow next to the team name will expand the view and allow you to see the users that are part of this team, as well as the other teams or locations that roll up into this team. You can continue to use the arrow for any and all subteams and view their information as well.

Teams View
👤 Users

Users will be displayed under the teams or locations they are a part of. You can view the user's name, role, and permission. Clicking on the three dots next to the user's name will take you to the user page where you can make changes to edit a user's information.

Users View
📍 Locations

Locations will be displayed under the appropriate teams the location reports to. You are able to view which users are part of that location by clicking on the arrow to the left of the location name. Clicking on the three dots to the right of the location will take you to the location's information page where you can edit the location's information.

Locations View

Creating & Managing Teams

How to Create a Team

  1. From the Dashboard, click on 'Hierarchy'.
Hierarchy Dashboard
  1. Click 'Create New' and choose 'Create Team' in the top right corner from the drop-down options.
Create New Team
  1. Name the Team.
Name Team
  1. 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.
Add Users
  1. 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.
Add Locations
  1. (Optional) Set a Parent Team if this team reports to another. Choose which Region the team reports to and it will also appear under the Hierarchy Preview.
Parent Team
  1. Click 'Create Team' to save the new team.
Create Team Button

The end result is a complete hierarchy with nesting teams.
 

How to Edit a Team

Please note: There are several things you should be aware of when editing teams. Tasks, projects, and follow-up task/alerts can be set up by team. Adding or removing users from teams can affect those actions too.

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 then receive the alerts set to go to the Area Manager for Area 1234.

  1. From the Dashboard, click on 'Hierarchy'.
Hierarchy Dashboard
  1. Click on the Team you want to edit by clicking on the three dots on the right-hand side of the Team Name.
Edit Team
  1. From here you can edit the team details. Select the Users, Locations, and/or Hierarchy Placement under the Parent Team that needs to be edited, then click 'Save' to save your changes. Note: If adding locations and users, please ensure to remove them from the previous team.
Save Team Changes

How to Delete a Team

  1. Click on the three dots next to the team you want to delete, then select 'Delete'.
Delete Team
  1. Confirm that you want to delete the team.
Confirm Delete

Managing Users

Users appear under their assigned team or location. You'll be able to see their name, role, and permissions.

How to Create a User

This is also where you can invite new users.

  1. Go to Hierarchy and click on 'Create New', then choose 'Create User' from the drop-down list.
Create User
  1. In the Create Users window, enter an email or mobile phone number to invite.
Enter Email
  1. Choose the user's Role.
Choose Role
  1. Choose the Permission level.
Choose Permission
  1. If the user needs to be added to a Parent Team, choose which team they should fall under.
Parent Team
  1. Click 'Invite Users' to complete the process.
Invite Users

How to Edit or Delete a User

  1. After clicking on Hierarchy, choose the user you want to edit or delete. Click the three dots next to their name.
Edit User
  1. From here you can change/reset the password as well as edit their Role and/or Permission. Choose to edit details, reset password, or delete user.
User Options
  1. Once you've completed the changes, click 'Save'. If you want to delete the user, click 'Delete'.
Delete User Confirmation
  1. Click 'Delete' in the confirmation screen to complete the deletion.
Final Delete Confirmation

Managing Locations

How to Add Locations

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.
  1. Click 'Create New' and select 'Create Location'.
Create Location
  1. Complete the required fields and all other relevant information. Here is where you can assign which users have access to the location as well as any tags.
Location Details
  1. Once you've completed the information, click 'Create Location'.
Create Location Button

How to Edit or Delete Locations

  1. If you want to edit or delete a location from the Hierarchy, go to the location you want to edit and click on the three dots on the right-hand side of the chosen location.
Edit Location
  1. Edit the field you would like to edit and click 'Save'. If you would like to delete the location, click 'Delete'.
Save or Delete Location
  1. Confirm that you would like to delete the location on the confirmation screen.
Confirm Location Delete

Important Notes & Best Practices

Critical Hierarchy Rules:

  • Users can see/complete work on the team as well as any team below them in the hierarchy, to which they are assigned.
  • It's best practice that users and locations are only on one team at a time - in the event 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 here is in case you assign each of the district managers to their respective locations).
  • All users must be assigned to a team to receive tasks.

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

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

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