How Hierarchy works in Kylas?

How Hierarchy works in Kylas?

This article shows how Hierarchy works in Kylas platform in User management and Team management as well as reports. 

Prerequisites:

To install and maintain hierarchy in Kylas, the following prerequisites must be fulfilled: 

    • You have logged in as a Super Admin.  

    • All required teams representing your organization's reporting structure are created. 

    • Each team has a specific Admin who has been assigned to their leadership position in the real world. 

    • Required Profile Permission has been set up for Admins as well as Users. 

    • Users have been mapped to their respective reporting Admin or Team Lead on the platform. 

 

Table of Content

  • Why Use Hierarchy in Kylas CRM? 

  • Core Components of Hierarchy 

  • How Roles and Teams Interact

  • Viewing the Hierarchy Chart in Kylas

  • Use Cases

  • Best Practices

  • Hierarchy Structure Suggestions by Industry 

Why Use Hierarchy in Kylas CRM 

Kylas's hierarchy system aids in:
Segmenting data by teams and reporting hierarchy

    • Ensuring visibility is limited to the right users

    • Enabling manage
      rs to manage their own teams

    • Providing centralized control for management

    • Hierarchy ensures users can only work with the data appropriate to their role or team, enhancing clarity and accountability. 

Core Components of Hierarchy 

Kylas hierarchy functions through : 

Notes

Component 

Purpose 

 

User Roles 

Determines access levels throughout the system (e.g., Super Admin, Admin, User) 

Teams 

Organizes users under team leaders to mirror the structure of the organization 

Reporting Visibility 

Controls who can see records, dependent upon team structure 


How Roles and Teams Interact 

Each team is managed by an admin-level user, and team members are allocated underneath. The visibility is scoped as follows: 

Info
    • Admins are able to see and manipulate data created by users in their allocated team. 

    • Users can see only their own data and assigned records.

    • Super Admins can see all the records of all teams. 

Viewing the Hierarchy Chart in Kylas 

You can visually represent the reporting hierarchy in your Kylas CRM account easily by just following the steps below: 

Step-by-Step Guide to Access the Hierarchy View 

    • Log in to your Kylas CRM account.
    • Click on CRM Settings.
    • In the left-hand panel, go to User Management.
    • Click on Manage Users.
    • At the top-right of the Teams screen, find the List View / Hierarchy View toggle.
    • Toggle the view from List View to Hierarchy View.

You will now be able to view a visual hierarchy chart with: 

  1. Team Leads (Admins) at the top 

    • Users reporting under each respective team 

    • This hierarchy chart aids in making sense of reporting lines and how your organizational structure is displayed within the CRM. 

  


​

Use Cases 


Scenario 

Application of Hierarchy 

Regional Sales Teams 

The regional head only controls their region and team; blocks access to other zones 

Department-Based Access 

Sales, Support, and Marketing function separately; data is isolated by function 

Franchise or Multi-Location 

Central HQ is reported to by each location/team with limited internal visibility 

Support Tier Segmentation 

Tier 1 and Tier 2 support are in separate teams; escalations follow designated paths 

Branch-Level Operations 

Teams are formed for each branch with branch heads handling only their people and records 

Multi-Brand Sales Divisions 

Sales reps are segregated by brand; each brand's Admin handles performance and records separately 

​

Best Practices 

  1. Establish separate teams for separate departments or branches. 
  2. Allocate one team lead (Admin) to each team for proper management.
  3. Regularly audit team allocation to ensure reporting lines to be correct.
  4. Utilize the hierarchy chart to verify team structure and data flow.

Hierarchy Structure Suggestions by Industry 


Industry 

Common Team Structure 

Suggested Admin Roles 

Typical Hierarchy Use 

Pharmaceuticals 

Regional Sales Teams, Medical Representatives, Regulatory Operations 

Zonal Sales Head, Compliance Manager 

Admins for divisions and regions, users below them; compliance visibility managed 

Medical Equipment 

Sales Team, Service Engineers, Installation Partners 

Regional Manager, Service Head 

Installation/service users mapped under Ops/Tech Admin 

Diagnostics & Labs 

Sample Collectors, Lab Analysts, Report Managers 

Lab Supervisor 

Teams by lab locations; Admin handles reporting, QA, and logistics 

Hospital Supplies 

Procurement, Delivery Teams, Sales Support 

Procurement Lead 

Each is in individual team, Admin sees only associated records 

Nutraceuticals & Wellness 

Field Reps, Nutrition Specialists, Channel Partners 

Territory Lead 

Teams split by geography or vertical; Admin views territory-wide performance 

FMCG 

Distributors, Sales Executives, Retail Partners 

Regional Sales Manager 

Territory-based teams; Admin does local distributor reporting 

Manufacturing 

Factory Ops, Sales, Quality, Logistics 

Plant Head, QA Lead 

Functional teams: each with Admin in charge of operational data flow 

E-commerce & Retail 

Category Managers, Sellers, Delivery Agents 

Category Head, Warehouse Supervisor 

Brand-wise or region-wise team setup; Admin monitors SKUs or seller groups 

Education Services 

Admissions, Faculty, Admin Team 

Campus/Branch Head 

Team per institute/branch; Admin oversees faculty, enrollments, and counsellors 

Software/SaaS 

SDRs, AEs, Support, Product Success 

Sales Manager, CS Manager 

Separate teams for sales and support; Admins manage assigned modules 

Property 

Legal, Relationship Managers, Property Advisors 

Project Manager 

Admin per project or property zone; users manage prospects, follow-ups 

Automobile/Parts 

Sales Staff, Mechanics, Parts Manager 

Dealer Lead, Inventory Supervisor 

Team per dealership or zone; Admin tracks servicing & part movement 

Telecom & Electronics 

Storefront Sales, Installation, Tech Support 

Store Manager, Technical Lead 

Teams organized by store/region; Admins manage sales/service channels 

Furniture & Interiors 

Designers, Delivery, On-site Staff 

Design Studio Head 

Functional teams with Admin over each process stream 

Logistics & Shipping 

Drivers, Routing Managers, Warehouse Teams 

Route Manager, Hub Lead 

Admin coordinates routing zones; visibility limited to local records 

Travel & Hospitality 

Agents, Hotel Partners, Tour Managers 

Region Head 

Teams organized by location or vertical; Admin has local booking control 

 


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