Function groups are used to logically group functions. This helps keep the function structure clear, especially when there are many functions. Function groups support a hierarchical structure with multiple levels.
Requirements
You need the Function Groups permission to manage function groups.
Opening Function Groups
Go to Administration > Function House > Function Groups to open the overview of function groups.
Adding a Function Group
Click the Add Main Category button or select an existing function group via the plus icon if you want to create a subgroup.
Fill in the following fields:
| Field | Description |
|---|---|
| Name | The name of the function group (required). |
| Code | The code of the function group (required). |
Click Save to create the function group.
Deleting a Function Group
Select the function group you want to delete.
Click Delete.
Note: A function group can only be deleted if no functions or subgroups are linked to it. First move all functions to another group.
Tabs for Editing a Function Group
1. Details
The first tab contains the basic details of the function group:
| Field | Description |
|---|---|
| Name | The name of the function group (required). |
| Code | A unique code for the function group (required). The system automatically checks if the code is already in use. |
| Inactive | Check to mark the function group as inactive. This checkbox is only available if there are no subgroups and no functions linked. |
2. Knowledge & Skills
On this tab, you link knowledge & skills items (competencies) as requirements to the function group. For each item, you select the required level via a slider.
What you see:
- An overview of all linked competencies with the required level for each
- You can link new competencies via the Add button
How it works:
- Add a competency and set the desired level using the slider
- The set level applies as the minimum requirement for employees in this function group
- To remove knowledge and skills from the function group, set the minimum level to zero, which will automatically deselect them
3. Required Certificates
Here you link mandatory certificates to the function group. All employees with a function in this group must obtain these certificates.
What you see:
- An overview of all mandatory certificates linked to this function group
- The name of each certificate is displayed
How it works:
- Move certificates from left to right to link them
- Move certificates from right to left to unlink them
- Click Save
These certificates are stacked with the certificates set at the function level — an employee must comply with both.
4. Optional Certificates
This tab works the same as "Required Certificates," but for recommended (non-mandatory) certificates. These appear as suggestions to the employee but are not required to be obtained.
5. Functions
On this tab, you link functions to this function group via a move list (picklist).
How it works:
- All available functions are on the left, the functions linked to this group are on the right
- Move functions from left to right to link them
- Move functions from right to left to unlink them
- Click Save
Note: A function can only be linked to one function group at a time. If you add a function here that is already linked to another group, it will be automatically moved to this group.
Frequently Asked Questions
Can I move a function group to a different parent group?
Yes, you can change the parent group by editing the function group and selecting a different parent group.
How many levels of subgroups can I create?
There is no fixed maximum. The tree structure supports multiple levels, so you can structure it as detailed as you want.
What is the difference between a department and a function group?
Departments reflect the organisational structure and are used to group users. Function groups are a category classification for functions (roles) and have no direct link to users.