Team Hierarchy & Structure

What is Team Hierarchy?

Team hierarchy defines the reporting structure of your organization within ZenTraq. It determines:

• Who can see whose data
• Who approves whose requests
• How leads are distributed
• How reports roll up

Setting Up Hierarchy

Step 1: Create the Admin/Top-Level User

Your first user (who registered) is automatically the Super Admin — they sit at the top of the hierarchy.

Step 2: Create Manager Users

1. Go to Settings → Users → + Add User
2. Create manager accounts (e.g., Regional Manager, Team Lead)
3. Set their Manager field to the Admin or appropriate superior
4. Assign the "Manager" role

Step 3: Create Rep Users

1. Create sales rep accounts
2. Set their Manager field to their team lead/manager
3. Assign the "Sales Rep" role

Step 4: Verify the Tree

Your hierarchy should look like:

Super Admin (you)
├── Sales Manager (North)
│   ├── Rep: Priya
│   ├── Rep: Rajesh
│   └── Rep: Amit
├── Sales Manager (South)
│   ├── Rep: Kumar
│   ├── Rep: Meera
│   └── Rep: Suresh
└── Operations Manager
    ├── Support: Anil
    └── Support: Kavita

How Hierarchy Affects Data Access

Lead/Contact/Deal Visibility

Your Position	You Can See
Admin	All records in the organization
Manager	Your records + all your direct/indirect reports' records
Team Lead	Your records + your direct reports' records
Rep	Only records assigned to you

Dashboard Metrics

• Admin: Organization-wide KPIs
• Manager: Team-wide KPIs (their branch)
• Rep: Personal performance only

Reports

• Admin can generate reports on all data
• Managers can report on their team's data
• Reps can only see personal reports

Configuring Hierarchy

Setting a User's Manager

1. Go to Settings → Users
2. Click Edit on a user
3. In the Manager field, select their reporting manager
4. Save

Changing Hierarchy

When someone gets promoted or teams restructure:

1. Update the user's Manager field
2. Their data visibility changes immediately
3. Their former manager loses access to their records
4. Their new manager gains access

Multi-Level Hierarchy

ZenTraq supports unlimited hierarchy depth:

CEO → VP Sales → Director → Manager → Team Lead → Rep

Each level can see all levels below them in their branch.

Territory / Branch Assignment

What is Territory?

Assign users to geographic or logical territories:

• Region (North, South, East, West)
• City (Mumbai, Delhi, Bangalore)
• Branch (HQ, Branch Office 1, Branch Office 2)

Setting Territory

1. Edit User → Set Territory or Branch field
2. Used for:
   • Auto-assigning leads by geography
   • Territory-based reporting
   • Performance comparison by region

Lead Assignment Rules

Manual Assignment

• Admin or manager manually assigns leads to specific reps
• Set owner on the lead record

Round-Robin

• New leads automatically rotate among available reps
• Configure in Settings → Lead Assignment:
  • Which reps participate in round-robin
  • Skip reps who are offline/on leave
  • Weight by capacity (senior reps get more)

Territory-Based

• Leads auto-assigned based on geography:
  • Lead from Mumbai → assigned to Mumbai rep
  • Lead from Delhi → assigned to Delhi rep
• Configure territory mapping in Settings

Source-Based

• Leads from specific sources go to specific reps:
  • Website leads → Inside Sales team
  • Referrals → Senior reps
  • Trade shows → Field sales team

Load Balancing

• Distribute equally based on current open lead count
• Rep with fewest open leads gets the next one
• Prevents overloading any single rep

Viewing the Org Chart

From Settings → Users

• Visual tree view of your organization
• See who reports to whom
• Identify gaps (users without managers)
• Quick-edit hierarchy by drag-and-drop (coming soon)

From User Profile

• "Reports To" shows their manager
• "Direct Reports" shows who reports to them
• Click through to navigate the hierarchy

Transfer on Departure

When a team member leaves:

1. Bulk Transfer their records to another rep or manager
2. Deactivate their account (preserves history, prevents login)
3. Reassign their manager role if they had reports
4. Update hierarchy — Point their reports to the new manager

Tips

• Keep hierarchy current — Update immediately on promotions/transfers
• Don't create too many levels — 3-4 levels is optimal for most teams
• Test data access — After setting up, verify reps only see their own data
• Use territories — For geographic or product-based team splits
• Balance workloads — Use round-robin to distribute leads fairly
• Plan for growth — Structure should accommodate new hires easily
• Document the structure — So new employees know who does what