Organizing departments in a KlyraOS location

How to create departments, choose a colour and assign people to one or more location departments.

Location managers and HRReading: 3 minUpdated on: 2026-09-19

Departments group people who work in the same area, such as kitchen, floor or storage. KlyraOS uses one department list per location: the former Teams entry now redirects here.

Site departments used for shifts and permissions — Desktop view (browser)

Why organize by department

A venue with ten kitchen staff and six floor staff has very different coverage needs between the two groups. Organizing departments lets you plan shifts separately, avoiding comparisons between areas that aren’t alike.

Creating a department

A department has a name, colour and assigned people. You can mark a department as primary for each person; there is no separate department-manager field.

Typical departments: kitchen, floor, bar, storage, admin
Each person can be assigned to the relevant department
Labor cost reports can be read by department

One list, without separate teams

Teams are not a separate entity: organize people with departments and assign members from the same screen.

Link to job roles and permissions

A department doesn’t replace an individual’s job role: a person in the kitchen department can hold the role of chef or kitchen assistant, and permissions stay tied to the role, not just the department.

What this guide covers

departments
teams
internal organization
shift planning
location structure
job roles

Steps

Open Administration > Departments and select the location
Create the department and choose its name and colour
Open Manage people for the department
Select members and mark the primary department where needed
Save and check the updated list

Common issues

A person shows up in the wrong department → assignment not updated after a role change → update the department from the employee’s profile
A department manager can’t see their group’s shifts → scheduling permissions not granted → check the shift management permission for that department
Department reports look incomplete → some people not yet assigned to a department → complete the assignment for all active staff
An announcement meant for one team reaches the whole location → team not configured correctly → check the team member list before publishing

Frequently asked questions

Can a person belong to more than one department?

They have one main department, but can be involved in other activities through individually assigned permissions.

Do departments affect pay or contracts?

No, departments are only for internal organization and reporting; they don’t change contract data managed in HR.

Can I rename a department later?

Yes, you can change a department’s name and manager at any time without losing the history of linked data.

Related guides

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