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.

Note

Every action in this guide can also be managed through Klarify’s AI Assistant or the Klarify MCP server — just describe what you want to create or change. What you can do this way depends on your role; see how Klarify AI applies your permissions.

Recommended setup order

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, which helps you organize people and filter process assignments. Access to a document is set per document, not by department.

• Create departments

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.

• Create regions
• Create locations

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.

• Create positions

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.

• Create employees
• Invite employees to Klarify

5. Set up teams

Teams group positions across departments for collaboration. Use teams to group positions that work together on specific initiatives or share responsibilities.

• Create teams

Related documentation

• Klarify Essentials — foundational concepts and how they connect