Appearance
Settings: Company & Organization
This guide covers the building blocks of the organization itself — companies, departments, job positions, and job roles — plus the two display-related screens that sit alongside them: date and time format, and history tags.
These screens are under Settings → Base, except for Date & Time Format and History Tags, which are under Settings → General.
Purpose
This answers: "How is the organization structured inside GoldServe, and how does the system present itself?"
Company
Settings → Base → Company holds the company records themselves. Each one has:
| Field | Notes |
|---|---|
| Name | The company name, used throughout the system and on generated documents. |
| HQ | Marks one company as the headquarters. Used as the fallback company for branding when no other company applies. |
| Address, Country, State, City, Zip | The postal address. |
| Logo | Up to 5 MB, in .jpg, .jpeg, .png, .webp, or .svg format. |
A company's logo is the same image used for white-labelling — organizational setup and branding share one record.
Date and time format are stored on the company record too, but they are not edited here. They have their own screen, below.
In a multi-company system, the company switcher in the top bar decides which company's data most other screens show. See User Roles & Access for how that scoping works.
Department, Job Position & Job Role
A three-level hierarchy:
Department → Job Position → Job Role| Screen | What a record holds |
|---|---|
| Department | A name, and the companies it belongs to. |
| Job Positions | A name, its parent department, and the companies it belongs to. |
| Job Role | A name and its parent job position. |
Each level can belong to more than one company, so a structure shared across companies is defined once rather than duplicated.
This hierarchy is referenced almost everywhere else in GoldServe: job openings in Recruitment, employee work information, ticket routing in Help Desk, approval conditions in Configuration, reporting, and filters throughout the system.
Because so much depends on it, records at these levels are protected from deletion while anything still points at them.
Date & Time Format
Settings → General → Date & Time Format sets how dates and times are displayed. The screen shows a live preview of the current selection.
Date formats available:
| Format | Example |
|---|---|
DD-MM-YYYY | 30-12-2023 |
DD.MM.YYYY | 30.12.2023 |
DD/MM/YYYY | 30/12/2023 |
MM/DD/YYYY | 12/30/2023 |
YYYY-MM-DD | 2023-12-30 |
YYYY/MM/DD | 2023/12/30 |
MMMM D, YYYY | January 1, 2023 |
DD MMMM, YYYY | 1 January, 2023 |
MMM. D, YYYY | Jan. 1, 2023 |
D MMM. YYYY | 1 Jan. 2023 |
dddd, MMMM D, YYYY | Monday, January 1, 2023 |
Time formats available: 12-hour (06:00 AM) or 24-hour (06:00).
Which company it applies to depends on who is saving:
- A full system administrator saves to whichever company is selected in the company switcher — or, with "All companies" selected, to every company at once.
- Anyone else saves to their own company, taken from their work information. Without work information on their record, the format cannot be saved.
The format is a display setting only. It changes how dates and times are shown, not how they are stored.
History Tags
Settings → General → History Tags manages the labels used to annotate the change-history log. A tag has a title and can be marked to highlight entries carrying it.
When a record that keeps history is updated, the change can be given a title, a description, a highlight, and one or more of these tags — turning a bare "field changed" line into something a later reader can understand. Which fields produce history entries in the first place is set in General Settings → Employee History Tracking.
Two other tag lists exist elsewhere and are unrelated to history: Employee Tags (Settings → Employee) for labelling employee records, and Helpdesk Tags (Settings → Help Desk) for labelling tickets.
What Each User Sees
| Action | Employee | Reporting Manager | HR Administrator |
|---|---|---|---|
| Manage companies, departments, positions, and roles | — | — | ✅ |
| Set the date and time format | — | — | ✅ |
| Manage history tags | — | — | ✅ |
Departments, job positions, and shifts can also be created on the fly from an employee's work-information form by anyone able to edit it, without coming to Settings — see Employee: Employees.
How Visibility Is Decided
- Permissions. Each screen needs its own permission: companies and the date format both need the company permission, and departments, job positions, job roles, and history tags each need theirs.
- Company. Departments, job positions, and job roles are filtered by the company switcher. Companies themselves are not.
Customization Options
- The department, position, and role hierarchy is built to fit the organization — there is no fixed set.
- Date and time format can differ per company.
- History tags are free-form: create whatever labels make the change log readable.
Good to Know
- This structure underpins the rest of the system. Getting departments, positions, and roles right before heavily using Recruitment, Employee, Attendance, or Help Desk saves rework later.
- A record in use cannot be deleted. A department with job positions under it, or a job position on someone's work information, is protected until those references are removed.
- Structure can belong to several companies at once. A shared "Engineering" department does not need one copy per company.
- The company logo here is the branding logo. Changing it changes what the system displays for that company — see Branding & Customization.