How to Configure your Team Hierarchy from your HR System – Everlance

Once you've selected which employees to import into Everlance and your HR system has completed syncing, the next step is to configure your team hierarchy. This means deciding which team and manager each employee should be assigned to within Everlance.

Everlance provides three configuration options for assigning users to teams and managers:

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Option 1: Assign all users to the root team

With this option, every new employee imported into Everlance will be assigned the Member role and placed into your company’s default root team.

ℹ️ Note: With this option, if a manager changes in your HR system, that update will not be reflected in Everlance. Managers and Super Admins can still reassign users manually to other teams or roles at any time.

Option 2: Import team hierarchy from my HR system

This option automatically assigns users to their managers based on your HR system’s reporting structure. When a manager is updated in your HRIS, Everlance will reflect that change within 24 hours.

Example:
If cassi@everlance.com is assigned to rob@everlance.com in your HR system, Everlance will:

Assign Cassi the Member role.
Set Rob as her Manager.

If the manager relationship changes in your HRIS, Everlance will update it automatically during the next sync.

ℹ️ Note: With this option, Managers and Super Admins cannot manually reassign users in Everlance. All changes must be made in your HR system.

How to check that your hierarchy is set up correct:

Sometimes, Everlance might pull the wrong manager data from your HR system, especially if the HR system has multiple fields that could be used to identify a manager. To help with this, we offer tools to preview and adjust the manager mapping before finalizing your setup.

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1. Preview Manager and Confirm
You can test the current mapping by entering an employee’s email in the Preview Manager tool.

Everlance will show which manager we plan to assign based on your current HR data.

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If the assignment looks correct:

Select 'Yes, looks good'
Click 'Save' to confirm the current mapping and proceed

If the assignment looks incorrect:

Select 'No, it’s not right'
A panel will appear with a list of other available fields from your HR system. Choose a new field that contains valid email addresses.

After selecting the correct field, click 'Save' in the top right corner. Everlance will then use this new field to build your team hierarchy.

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You can update this field later if needed. Just keep in mind that changing the manager field will rearrange your team hierarchy and could affect reporting that is already in progress.

Example:

If Cassi submits a report to Rob, and then her manager changes to Clark, her report will still be pending Rob's approval.

2. Download Manager List
Want to check everything at once? You can download a list of users and their assigned managers to verify that the mapping looks correct.

This list gives you a full view of how Everlance is currently assigning managers based on the HR data provided.

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Option 3: Assign all users to a specific team

This is similar to Option 1, but instead of using the root team, you can choose a specific sub team to assign all users to by default.

Example:
If your organization has a subteam like "Sales Team" under the root team, you can configure Everlance to assign every imported employee to Sales Team instead.

ℹ️ Note: If a manager changes in your HR system, that update will not be reflected in Everlance.
Managers and Super Admins can still reassign users manually to other teams or roles at any time.

How to check that your hierarchy is set up correct:

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