Zoho Recruit | Reporting-Hierarchy

Reporting Hierarchy

In Zoho Recruit's Reporting Hierarchy, you can set up the organization's hierarchy structure based on the roles and also assign reporting managers to users for well-defined record accessibility. In this hierarchy structure, a user is assigned a reporting manager who is entitled to view or access the user's data. Only members of the organization with equal or greater roles than the user can be made their reporting managers. Also, you can choose if the non-reporting members of your organization are managed by any superior at a higher role or by Super admin and Admin. This structure ensures controlled access of information within the organization and also ascertains that a user has only one reporting manager.


Permission Required: Users with an Administrative profile can access this feature.
Edition Required: Available for all paid editions of the Corporate Hiring version of Zoho Recruit.

Enable Reporting Hierarchy

Reporting hierarchy lets you define the data visibility of a user. A user's reporting manager can be any person who is at a higher role in the branch. Also, users who do not require a reporting manager can be retained as non-reporting members and you can choose if their data should be visible to any superior at higher role or the Super admin /Administrator of the organization.

Your account's Data Sharing Settings will be given priority over Reporting Hierarchy , i.e, if a module is set to Public Read/Write or Public Read Only, every user will be able to access records from it regardless of their position in the hierarchy.

To enable Reporting Hierarchy;

  • Go to Setup > General > Company Details > Hierarchy Preference.
  • Click on Reporting Hierarchy.
  • To define how non-reporting users are managed, select one from the given two options:
    • Any user higher up or equal to the user in the hierarchy.
    • Super admin and Administrators.

Assign Reporting Managers to Users

Once you define the reporting hierarchy structure for your organization, you are ready to choose reporting managers for the users. Any person who is at a superior role can be chosen as the user's reporting manager.

To allocate a reporting manager to a new user:

  • Go to Setup > Users and Control > Users > Add New User.
  • Enter the user's details.
  • Select a Role from the drop-down list.
  • Select a Reporting Manager from the drop-down list.
    Note: Only users superior to the selected role are listed.
  • Click Save.

 To change the reporting manager of a user

  • Go to Setup > Users.
  • Select a User whose Reporting Manager you want to change.
  • Under Reporting Hierarchy, click the Edit icon.
  • Select the Reporting Manager from the drop-down list.
  • Click Save
Under the Reporting Hierarchy system, users are restricted from sharing their data with their peers.

View Reporting Hierarchy

Zoho Recruit lets you view a user's reporting details at one click. The user information will display a user's reporting manager as well as subordinates (if applicable). This data will not be visible if the hierarchy preference is changed or disabled. However, a non-reporting user's data will not be displayed.

To view your organization's reporting hierarchy

  • Go to the Users page and select a User.
  • On the right panel, you can view the Reporting Hierarchy.
    Reporting Manager(s) and Subordinate(s) are listed there.

Delete a User

As an admin, you can delete users from your org's Recruit account. There are two conditions you need to make a note of while deleting a user:

  • If the user does not have any users reporting to them, you can delete the user account as it is.
  • If the user has members reporting to him/her, you can do either of the following:
    • Transfer the subordinates to another user at an equal or superior role in the hierarchy.
    • Do not assign a reporting manager to the subordinates or leave them non-reporting.

To transfer subordinates

  • Go to Setup > Users and Control > Users.
  • In the Users page, select the User you want to delete.
  • From the User's Detail page, click on Delete this User.
  • In the pop-up note, click Transfer Subordinates and Delete User.

  • In Transfer Subordinates pop-up, select the New Reporting Manager from the drop-down list.
  • Click Save.

Modify Reporting Hierarchy

As an administrator, you can always alter the designations of the users or the roles in your organization's hierarchy structure. However, these modifications lead to several changes in the reporting hierarchy too. In the following examples, you will learn how to change the reporting hierarchy based on the role modifications.

A) If a reporting manager's role is modified

When you change a reporting manager's role to another role in the hierarchy, modifications must be made in the reporting structure too. Following are some examples to elaborate on such scenarios.

To change the roles and reporting manager

  • Go to Setup > Users and Control > Users.
  • In the Users page, select the User whose role you want to edit.
  • Under the User's Detail page, click the Edit icon.
  • In the Edit User page, click the Role List icon ().
  • Select a new Role from the Roles list.
  • Click Save.
  • In the Change of Reporting Manager pop-up note, select the Role.
    (All the roles at higher hierarchy will be listed here).
  • Select a User.
    The users from the selected role will be listed.
  • Click Save.

B) If a role is modified

When you add or remove a role from your organization's hierarchy, the reporting structure must be altered. We have discussed two such possibilities here:

To modify a role

  • Go to Setup > Users and Control > Security Control > Roles.
  • Select the Recruiter(EU) role and click Delete.
  • In the Delete Role page, under Transfer Users and Sub-roles click the role list icon in the Transfer to Role field.
  • Select the Recruiter(Americas) role.
  • Click Transfer and Delete.

How Reporting Hierarchy Changes Associated Zoho Recruit Functions

In recruitment, there are innumerable occasions where a superior's nod is required before finalizing an activity such as a hire. Zoho Recruit has enabled you to redirect such activities to a record owner's superior. In reporting hierarchy, you can choose a record owner's reporting manager to perform these actions. Listed below are a few instances where reporting hierarchy brings significant changes:

Send Alert

Zoho Recruit lets you create a set of actions that help in automating your recruitment activities. You can associate these actions with Workflow rules and Blueprint. One of the actions that can be directly associated with the reporting hierarchy is sending alerts. You can associate an alert with a workflow rule so that the selected email is automatically sent to the recipients when the rule is triggered. In reporting hierarchy, you can choose a record owner's reporting manager as one of the email recipients.

To send alerts to reporting managers

  • Go to Automation > Workflow Rules and click on a Rule.
  • In Instant Actions, click Send Email.
  • In Send Alert page, select Record Owner's Manager.
  • Click  Save and Associate.

Transition in Blueprint

Blueprint in Zoho Recruit creates an online replica of your recruitment process that helps you in keeping track of different stages involved in your business. As defined in the blueprint, each stage involved in your business is termed as State and a link between two states is called a Transition. A transition created for a record is displayed in the record's detail page. To complete a transition one has to execute the actions mentioned in the transition. Using the reporting hierarchy, you can choose a record owner's reporting manager to execute the actions and complete the transition process.

To allot a reporting manager as the transition owner

  • Go to Setup > Automation > Blueprint and click on a Blueprint.
  • In Transitions, select Roles under Owners.
  • Select the Record Owner and Reporting Manager.
  • Click  Save.

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