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Offices, working hours and profiles

Add your organisation's offices and locations, set company, office and personal working hours, and fill in each person's profile and photo.

Team planUpdated

Offices, working hours and profiles are what the People area and the People Map are built from. Offices put people on the world map at the right local time. Working hours show who is inside their working day. Profiles give each person a job title, a department, a photo and a manager, which build the directory and the organisation chart.

You set all of them up on the Organisation page.

Before you start

  • Plan. The Organisation page is part of the Team plan.
  • Your role. Owners and admins set the company's working hours, manage offices and edit anyone's profile. Members and guests can edit their own profile. See Set up and manage your organisation.
  • Open the Organisation page. In the People area, under Apps, click Organisation. Or open Settings, click the Organisation tab and click Manage organisation.

How working hours fit together

Each person's working hours are worked out in order:

  1. Their personal hours, if they have any.
  2. Otherwise, their office's hours, if it has any.
  3. Otherwise, the company's working hours. These start as 9 to 17.

Hours are whole hours on a 24-hour clock, from 0 to 24, in the local time of the person's office.

Set the company's working hours

  1. On the Organisation page, find Company working hours at the top of the members list.
  2. Type the start hour in the first box and the end hour in the second, for example 9 and 17.
  3. Click away from the box. The hours are saved straight away.

Everyone who has no hours of their own, and is in an office with no hours of its own, uses these. Members see them as text, such as 9:00 – 17:00 local.

Add an office or location

  1. Scroll to Offices & locations.
  2. Type the office's name in the New office or location name… box.
  3. Click Add office, or press Enter.

The office is added as a physical office. Fill in its details in its row:

Field What to enter
Name The office's name. Click it to change it.
Kind physical for an office, remote for people who work from home, or external for people outside the company, such as contractors.
City The city, shown on the People Map.
lat and lng The office's latitude and longitude in decimal degrees, for example -33.87 and 151.21. These place the office on the world map.
tz min The office's time zone, as minutes ahead of UTC. For example, 600 for UTC+10, 60 for UTC+1, -300 for UTC−5 and 0 for UTC.
hours The office's working hours, start and end. Leave them empty to use the company's hours.

Each change is saved when you click away from the box.

Remove an office

Click the bin at the right of the office's row. Its tooltip says Delete office. People who were in it are shown under No office set on the People Map, and use the company's working hours unless they have their own.

Fill in a profile

Owners and admins can fill in anyone's profile. Everyone can fill in their own.

  1. On the Organisation page, find the person in the members list.
  2. Click the arrow at the left of their row. Its tooltip says Edit profile.
  3. Fill in the fields. Each one is saved when you click away from it, or as soon as you choose from a menu.
Field What it does
Photo Choose a PNG, JPEG, WebP or GIF picture. It replaces the initials on their picture in the People area and on the People Map.
Title Their job title, such as Senior Engineer. Shown beside their name and searchable in the directory.
Department Their department, such as Engineering. Searchable in the directory, and counted in By department on the People Map.
Office Which office or location they work in. Choose — none — to leave them unplaced.
Reports to Their manager, from the people in the organisation. Choose — no manager — for people at the top. This builds the Hierarchy tab of the People Map.
Personal hours Their own working hours, start and end. Leave them blank to use their office's hours, then the company's.

Click the arrow again to close the profile. Once a title and office are set, they appear beside the person's name in the members list.

Where all this appears

  • The Directory and the Team status widget show photos, job titles and departments, and search by them. See The People area.
  • The People Map groups people by office, pins offices on the world map, shows each person's local time and working hours, and draws the organisation chart from Reports to. See People Map.

Tips

  • Set up offices before profiles. A profile's Office menu lists only the offices that already exist.
  • Check a time zone by the clock. After you set tz min, open the People Map's Offices tab and check that the office's local time is right.
  • Change reporting lines by dragging. Owners and admins can also drag one person onto another on the People Map's Hierarchy tab. See People Map.

Common questions

The office is on the map in the wrong place. Check lat and lng. Latitude is north or south (negative in the southern hemisphere), and longitude is east or west (negative west of Greenwich).

Someone's local time is wrong. Check the tz min of their office. It is minutes ahead of UTC, so remember to change it when daylight saving starts or ends where the office is.

It says "That reporting change would create a loop in the org chart." The manager you chose already reports, directly or further up, to this person. Choose someone else, or change the other reporting line first.

I can't edit someone else's profile. Only owners and admins can. You can always edit your own.

My photo did not change. Check that the picture is a PNG, JPEG, WebP or GIF. Other kinds of file are turned down with Unsupported image type. Use JPEG, PNG, WebP or GIF.

Still need help? Contact support at [email protected].