Organization Overview
What is Organization Module?
The Organization module is your foundation for structuring your business in Bizconnekt. Define your company hierarchy from the top-level Business Group through multiple Business Units to functional Departments. This structure powers access control, approval workflows, and consolidated reporting across your entire operation.
Who Uses This?
Business Owners
Define overall company structure and multi-entity setup
Tenant Administrators
Configure and maintain organizational hierarchy
Finance Heads
Manage legal entities and compliance requirements
HR Managers
Structure departments and team organization
Three-Level Hierarchy
Organization Structure
Business Group (Top Level)
└── Business Unit 1 (GST-based entity)
├── Department: Admin
├── Department: Finance
├── Department: Purchase
└── Department: Sales
└── Business Unit 2 (GST-based entity)
├── Department: Admin
├── Department: Finance
└── Department: Operations
└── Business Unit 3 (GST-based entity)
└── [Same department structure]
Module Components
1. Business Group
The Parent Organization
Your top-level entity representing the entire business or group of companies.
Key Features:
- One Business Group per tenant (auto-created during signup)
- Holds group-level information (PAN, revenue, employee count)
- Contains multiple Business Units
- Provides consolidated reporting across all entities
- Manages organization-wide branding and compliance
Example:
- Business Group: ABC Industries Ltd
- PAN: AAACH3641R
- Used by: Single companies or holding companies managing multiple entities
Learn More: Business Group Documentation
2. Business Units
Legal Entities with Unique GST
Individual operating companies or locations with separate GST registration.
Key Features:
- Each Business Unit has unique GST number
- Independent accounting books and compliance
- Multiple addresses per unit (head office, factory, warehouse)
- Banking details and payment configuration
- First Business Unit auto-created during signup
One GST = One Business Unit
If your company has three GST registrations (Delhi, Mumbai, Bangalore), you need three Business Units.
Example:
- Business Unit: ABC Manufacturing Delhi
- GST: 07XXXXX (Delhi)
- Addresses: Head Office, Factory, Warehouse
Learn More: Business Units Documentation
3. Departments
Functional Divisions
Team structure by business function with automatic three-level role hierarchy.
Key Features:
- Organized by function (Purchase, Sales, Finance, Operations)
- Three auto-generated roles per department: L1, L2, L3
- Default departments: Admin and Finance (created automatically)
- Role-based access control and approval workflows
- Unlimited departments as needed
Three-Level Role Hierarchy:
- L1-[Department]: Entry-level staff, executives
- L2-[Department]: Managers, supervisors
- L3-[Department]: Department heads, directors
Example:
- Department: Purchase
- Roles: L1-Purchase (Executive), L2-Purchase (Manager), L3-Purchase (Head)
Learn More: Departments Documentation
How They Work Together
Real-World Example: Multi-Location Manufacturing Company
Business Group: Metro Steel Industries
- PAN: ABCDE1234F
- 3 GST registrations across India
Business Unit 1: Metro Steel Delhi
- GST: 07XXXXX
- Addresses: Head Office, Factory, Warehouse
- Departments:
- Admin (L1-Admin, L2-Admin, L3-Admin)
- Finance (L1-Finance, L2-Finance, L3-Finance)
- Purchase (L1-Purchase, L2-Purchase, L3-Purchase)
- Sales (L1-Sales, L2-Sales, L3-Sales)
- Operations (L1-Operations, L2-Operations, L3-Operations)
Business Unit 2: Metro Steel Mumbai
- GST: 27XXXXX
- Same department structure as Delhi unit
Business Unit 3: Metro Steel Bangalore
- GST: 29XXXXX
- Same department structure as other units
Benefits:
- Consolidated financial reporting at Business Group level
- Independent compliance per Business Unit (GST)
- Role-based access by Department
- Multi-level approvals using L1, L2, L3 roles
- Single login for users working across units
Why This Structure Matters
For Access Control
Granular Permissions:
- Control which Business Units users can access
- Assign department-specific roles (L1, L2, L3)
- Different permissions in different units
- Single user, multiple roles across organization
Example:
- Ravi is L2-Purchase in Delhi Unit (can approve POs)
- Same Ravi is L1-Purchase in Mumbai Unit (view-only)
- One login, role changes based on Business Unit context
For Approval Workflows
Multi-Level Authorization:
- Department-based routing (Purchase, Finance, Operations)
- Role-based thresholds (L1: ₹50K, L2: ₹5L, L3: ₹25L)
- Cross-department approvals for high-value transactions
- Complete audit trail by department and role
Example Workflow:
- L1-Purchase creates PO for ₹3,00,000
- Routes to L2-Purchase (up to ₹5L authority)
- L2-Purchase approves
- Routes to L2-Finance (cross-department for >₹2L)
- L2-Finance approves, PO sent to supplier
For Reporting
Consolidated Views:
- Business Group: Total revenue, P&L across all units
- Business Unit: Individual entity performance and compliance
- Department: Functional area metrics and budgets
Drill-Down Capability:
- Start with group-level dashboard
- Drill into specific Business Unit
- Further drill into Department performance
- Down to individual transactions
Setup Sequence
Getting Started: Automatic and Manual Steps
Automatic (During Signup):
- Business Group created with your company details
- First Business Unit created with same name
- Admin and Finance departments created
Manual Configuration:
Week 1: Foundation
- Update Business Group profile (logo, sector details)
- Add additional Business Units (if multi-GST company)
- Add addresses to Business Units
- Configure bank details for each unit
Week 2: Structure
- Create required departments (Purchase, Sales, Operations, etc.)
- Plan role hierarchy and approval thresholds
- Document organizational structure
Week 3: Assignment
- Assign users to Business Units
- Assign users to Department roles (L1, L2, L3)
- Configure role permissions in Access Control
- Set up approval workflows
Week 4: Testing
- Test access control by role and unit
- Validate approval routing works correctly
- Run sample transactions in each department
- Refine structure based on feedback
Getting Started
| Component | Quick Start Guide | Time Required |
|---|---|---|
| Business Group | 5 minutes | |
| Business Units | Add Business Unit | 10 minutes each |
| Departments | Create Departments | 2 minutes each |
Common Scenarios
Scenario 1: Single Company, One Location
Structure:
- 1 Business Group
- 1 Business Unit (auto-created)
- 4-6 Departments (Admin, Finance, Purchase, Sales, Operations, Warehouse)
Setup Time: 30 minutes
Use Case: Small to mid-size company operating from single location with one GST number.
Scenario 2: Single Company, Multiple Locations
Structure:
- 1 Business Group
- 3 Business Units (Delhi GST, Mumbai GST, Bangalore GST)
- Same departments across all units
Setup Time: 1-2 hours
Use Case: Growing company with branches in multiple states, each with separate GST registration.
Scenario 3: Chartered Accountant Managing Multiple Clients
Structure:
- 1 Business Group (CA Firm name)
- 5+ Business Units (one per client company)
- Standard departments per client need
Setup Time: 2-3 hours
Use Case: CA firm managing books for multiple client companies under one Bizconnekt account.
Scenario 4: Group Company with Multiple Entities
Structure:
- 1 Business Group (Holding company)
- 6 Business Units (different subsidiary companies)
- Departments tailored to each subsidiary's needs
Setup Time: Half day
Use Case: Business group needing consolidated reporting across multiple legal entities.
Key Concepts
Single Tenant = Single Business Group
Each Bizconnekt account (tenant) has exactly one Business Group. This cannot be changed or deleted. The Business Group represents your entire organization.
One GST = One Business Unit
If you have multiple GST registrations, create one Business Unit for each GSTIN. Example:
- Delhi GST 07XXXXX → Business Unit: Delhi Office
- Mumbai GST 27XXXXX → Business Unit: Mumbai Branch
Departments = Functions, Not Locations
Create departments by business function (Purchase, Sales, Finance), not by location. Use Business Units for location-based organization.
Right:
- Department: Purchase (function)
- Business Unit: Delhi Office (location)
Wrong:
- Department: Delhi Purchase (mixing function and location)
Best Practices
Recommendations
Start simple with core structure, expand as needed rather than over-engineering from day one
Match your organization structure to actual business operations for intuitive user experience
Use consistent naming conventions across Business Units for departments (all units have Purchase, Sales, Finance)
Plan approval hierarchies on paper before configuring in the system to avoid rework
Assign department heads (L3 roles) immediately after creating departments for proper workflow routing
Document your organizational structure and share with all administrators for reference
Review and refine structure after first month of usage based on actual operational needs
What You Cannot Do
Limitations to Understand:
Business Group:
- Cannot have multiple Business Groups per tenant
- Cannot delete the Business Group
- Cannot change GST number once set
Business Units:
- Cannot change GST number after creation
- Cannot delete Business Units (create new account if major restructure needed)
- One Business Unit cannot have multiple GST numbers
Departments:
- Cannot rename departments after creation
- Cannot delete default departments (Admin, Finance)
- Cannot customize role names (L1, L2, L3 are standard)
- Cannot delete departments (disable feature coming soon)
Related Sections
- Access Control - Configure permissions and workflows
- Subscription - Manage users and licenses
- System Settings - Configure platform settings
Quick Tips
Pro Tips
Think through your complete organizational structure before creating Business Units and Departments
Use the three-level hierarchy (Group → Unit → Department) to match your actual business structure
Keep department names standard and professional as they cannot be changed later
Plan for growth when designing structure, but start with what you need today
Document approval thresholds by role before assigning users to avoid confusion
Test with a few users first before rolling out to entire organization
Need help? Contact support at support@bizconnekt.com