PeopleXD uses organisational roles to determine reporting lines. The Reports To organisational role controls which manager receives leave requests, approves timesheets, and appears in reporting.
The Reports To role is separate from the manager field that may appear on an employee record.
To configure reporting lines, you need administrator access to Portal or Back Office. To override the manager for an individual employee, the Allow Override parameter must also be enabled in System Parameters.
How manager assignment works
Manager assignments are controlled at work group level through the Reports To organisational role.
A manager assigned to a work group will become responsible for employees within that work group, including receiving approvals and appearing in relevant reports.
đNote: If a manager should only manage specific employees rather than everyone in a work group, use the Reports To override on the individual employee record.
Assign or change a manager using the Reports To organisational role
You can update the manager assigned to a work group by changing the Reports To role.
In Portal
Go to People Management > Data Centre.
Select View All.
Open Maintain Organisation Roles.
From the Structure dropdown, select the relevant organisational structure.
Select the required work group.
Find or add the Reports To role.
Update the manager assignment.
Enter the correct Date From for the new manager.
Add a Date To for the previous manager's role.
Save your changes.
In Back Office
Go to CorePersonnel > Reference > Maintain Organisational Roles.
Select the relevant organisational structure.
Select the required work group.
Update the Reports To role with the new manager.
Enter the correct Date From.
Add a Date To to end the previous manager's role.
Save your changes.
â ď¸Important: The Date From on the Reports To role determines when the new manager starts receiving approvals and appearing in reports. Set this date carefully.
Override the Reports To manager for an individual employee
Use a Reports To override when an employee reports to a different manager from the one assigned to their work group.
Enable Reports To overrides
Go to People Management > Data Centre > HR Admin Setup Settings > System Parameters.
Open the Reporting To section.
Confirm that Allow Override is enabled.
Save any changes.
Update an employee's Reports To manager
Go to People Management > Command Centre > Employees.
Search for and open the employee record.
Update the Reports To Manager field.
Save the employee record.
Troubleshoot leave approval routing issues
If a leave request is not routing to the correct manager, or a manager cannot see pending approvals, check the following.
Check the Reports To role assignment
Confirm that the employee's work group has the correct Reports To manager assigned.
Check that:
The correct manager is assigned to the Reports To role.
The Date From is valid.
The role does not have an end date before the current date.
Check the manager's access type
Managers need Manager Self Service (MSS) access to view and action approval requests.
To check access:
Go to WFM Admin Dashboard.
Select WFM Configuration.
Open WFM System User Configuration.
Search for the manager.
Confirm that the Access Type is set to Manager Self Service.
Update and save if required.
Set up delegation when an approver is unavailable
If a manager is unavailable and cannot delegate their approvals, an administrator with the correct permissions can configure delegation on their behalf.
To set up delegation:
Go to the relevant manager's employee record.
Open their absence or leave settings.
Set up a delegate approver for the required period.
Save the changes.
â ď¸Important: Delegation should be configured before the approver becomes unavailable where possible. If the approver is already unavailable, an administrator with the correct access can set up delegation on their behalf.
Understand the impact of organisation structure changes
Changes to organisational structures, such as moving employees between work groups or changing manager assignments, take effect from the Date From set on the organisational role.
Backdating an organisational role does not automatically recalculate historical records.
What you can and cannot backdate
You can:
Set a Date From in the past to show when a change should have taken effect.
Update the organisational structure from that effective date.
Backdating does not:
Reassign previously approved leave requests to a new manager.
Update historical timesheet approvals automatically.
Recalculate reports that were already generated.
If historical records need correcting, this may require manual updates or a support case for bulk data changes.
Move a work group or location to a different sub-company
Moving a work group or location to a different sub-company is a significant organisational change that can affect employees assigned to that group.
Before making this type of change:
Confirm the impact with your HR or payroll administrator.
Test the change in a UAT environment where possible.
To update the company assignment:
Go to the relevant organisational structure configuration in Back Office.
Update the company assignment for the work group or location.
Verify that employee records, pay group assignments, and Reports To roles are still correct.
Save the changes.
â ď¸Important: Moving a work group between sub-companies can affect payroll processing, leave entitlements, and reporting.
When to speak to support
Leave requests are not routing to any manager after confirming Reports To configuration.
A manager cannot see approval requests after checking access settings.
Historical leave or timesheet records need to be reassigned.
A large organisational change has caused widespread approval routing issues.
Include:
The affected employee or work group.
The current Reports To assignment.
The expected manager.
Examples of affected approval requests.