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Build your organizational structure

Klarify uses your organizational structure to connect people to processes. Departments, positions, and teams determine who owns documentation, who performs tasks, and who can access what. Setting up this structure before creating documentation ensures your processes reflect how your organization actually works.

Work through these areas in order — each one builds on the previous.

1. Create departments

Departments represent functional groups in your organization (e.g., Finance, HR, Operations). Positions are grouped into departments, and departments control access to documentation.

2. Define regions and locations

Regions and locations represent the geographic structure of your organization. Locations are individual offices or sites; regions group multiple locations together.

3. Create positions

Positions define roles within the organization (e.g., “Accounts Payable Clerk”, “HR Manager”). They appear as owners and performers on process models and are grouped into departments.

4. Add employees

Employees are the people in your organization. Each employee is assigned to one or more positions, which determines their responsibilities and access to documentation.

5. Set up teams

Teams organize people across departments for collaboration. Use teams to group employees who work together on specific initiatives or share responsibilities.