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Accounts & Org Hierarchy: Set up and assign locations, departments, and positions

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Each staff member you add to LibStaffer can be assigned to a specific location, department, and position in your organizational hierarchy. 

Locations, departments, and positions comprise the three levels of the organizational hierarchy. The list below provides an example.

  • Location: Main Library
    • Department: Administration
      • Position: Director
      • Position: Administrative Assistant
    • Department: Reference
      • Position: Head of Reference
      • Position: Reference Librarian
    • Department: Access Services
      • Position: Head of Access Services
      • Position: Circulation Assistant
      • Position: Interlibrary Loan Assistant
      • Position: Page
    • Department: Technical Services
      • Position: Head of Technical Services
      • Position: Cataloging Assistant
      • Position: Acquisitions Manager
      • Position: Systems Librarian

Manage locations, departments, and positions

Admin users have the ability to add, edit, delete these locations, departments, and position names by going to Admin > Org Hierarchy.

Navigating to the Org Hierarchy page

Once added, these can be assigned to staff members when adding or editing an account under Admin > Accounts.


Locations

A location is the top level of your organizational hierarchy and indicates where each staff member is based. If you are using LibStaffer for a single library, then you may only need to add a single location. But, if you're using a single LibStaffer system to manage staff across multiple branches, libraries, or campuses, then you may want to add a location for each.

You can add, edit, and delete locations under the Locations tab.

  1. To add a location, click on the Add Location button, give your new location a name, and save.
  2. To edit a location's name, click on its edit () icon in the Actions column.
  3. To delete a location, click on its trash can () icon in the Actions column.
    • This will remove the location from all assigned user accounts.
Options under the Locations tab

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Departments

A department is the second level of your organizational hierarchy and can be used to indicate the individual units or service points where staff are assigned to work. For example, you may have departments for Administration, Reference, Access Services, and Technical Services. Or, if you are a larger or more specialized library, you may also have departments for Library Systems, Archives, Special Collections, Government Documents, and so on. Each department you add can be assigned to staff in any location, so you do not need to recreate the same department for multiple locations.

You can add, edit, and delete departments under the Departments tab.

  1. To add a department, click on the Add Department button, give your new department a name, and save.
  2. To edit a department's name, click on its edit () icon in the Actions column.
  3. To delete a department, click on its trash can () icon in the Actions column.
    • This will remove the department from all assigned user accounts.
    • To reassign users to a different department, edit their accounts under Admin > Accounts.
Options under the Departments tab

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Positions

A position is a job title or classification assigned to each individual staff member. For example, you may have really specific positions like Library Director, Head of Reference, or Systems Librarian that are assigned to just a few specific people. You may also have positions shared by multiple staff members, such as Circulation Assistant, Student Assistant, Library Page, Shelver, etc. Each position you add can be assigned to staff in any location or department, so you do not need to recreate the same position for multiple locations.

Positions can be used in the creation and assigning of shifts to ensure that only those users assigned to the position set for the shift can work said shift.

You can add, edit, and delete positions under the Positions tab.

  1. To add a position, click on the Add Position Title button, give your new position a name, and save.
    • Optionally when adding a position, select the Supervisor Position checkbox to designate this position as a supervisor.
    • This can help you keep track of which users are supervisors/managers. However, it is not required in order to assign someone as another user's direct supervisor.
  2. To edit a position's name, click on its edit () icon in the Actions column.
  3. To delete a position, click on its trash can () icon in the Actions column.
    • This will remove the position from all assigned user accounts.
    • To reassign users to a different position, edit their accounts under Admin > Accounts.
Options under the Positions tab

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Manage a user's assigned locations, departments, and positions

You can assign any staff member to a location, department, and/or position within your organizational hierarchy. Position assignments will determine whether or not the staff member is eligible to work a shift that is limited to a specific position. When swapping or claiming shifts on a schedule with shift positions enabled, users will only be able to swap or claim shifts for eligible positions. For example, if a staff member has the position of "Circulation Assistant", they will not see available shifts limited to the "Student Supervisor" position.

To edit an existing user's assigned location, department, or position:

  1. Go to Admin > Accounts.
Navigating to the Manage Accounts page
  1. Under the Manage Accounts tab, click on the Edit () icon in the Actions column for the user you want to edit.
Editing a user account
  1. Under the Manage Account tab for the user's account:
    1. Use the Positions dropdown to select the appropriate position(s) for the user.
    2. Use the Departments dropdown to change the user's assigned department(s).
    3. Use the Locations dropdown to select the user's assigned location(s).
  2. Click the Save button at the bottom of the page.
The position, department, and location fields

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