How to Set Up an Organization Hierarchy in Kylas CRM?

Kylas CRM enables you to organize your internal team hierarchy by defining roles, setting up profile permissions, and aligning reporting structures. A well-structured hierarchy guarantees proper data access, accountability, and efficient management across departments and teams.

Prerequisites

1. You are logged in as a Super Admin
   
2. All required teams representing your organization structure are identified
   
3. Each team has an assigned Admin based on real-world leadership roles
   
4. Profile permissions are defined for both Admins and Users
   
5. Users are mapped to the appropriate reporting Admins
   

Table of Contents

1. Why Use Hierarchy in Kylas CRM
2. Core Components of Hierarchy
3. How Roles and Teams Interact
4. Step-by-Step: Setting Up the Hierarchy
5. Viewing the Hierarchy Char
6. Use Cases
7. Best Practices
8. Industry-specific Hierarchy Examples

Why Use Hierarchy in Kylas CRM

1. Segment data by team and reporting line
2. Limit visibility based on user role
3. Empower Admins to manage their own teams independently
4. Enable centralized control at the Super Admin level
5. Mimic real-world reporting lines for clarity, structure, and accountability
   

Core Components of Hierarchy

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 

1. Admins can see and manage data for users within their own team
2. Users can only view their own data or assigned records
3. Super Admins can access all data across all team 

Step-by-Step: Setting Up Hierarchy in Kylas 

Step 1:Create a Profile  

1. Go to CRM Settings 
2. Navigate to User Management > Profile Permission 
3. Click on the Add button 
4. Enter a name for the profile (e.g., Sales Executive, Sales Manager) 
5. Add a brief description 
6. Click on the Sales toggle, if you want the user to access and view CRM details, make sure to enable the required module permissions 
7. Click Save
   

Step 2:Configure Permissions for the Profile 

1. Return to the Profile Permission list 
2. Open the profile you just created 
3. Under the Sales section toggle, configure the required permissions for Module & Object Permissions 
4. Set permissions according to the user’s designation (e.g., View, Create, Edit, Delete) 
5. Click Save 

Step 3: Add a User and Set Reporting Structure 

1. Go to User Management > Manage Users 
   
2. Click on Add 
   
3. Fill in all required fields: Name, email, mobile, etc. 
   
4. Assign the previously created Profile Permission 
   
5. Under “Reporting To”: 
   

1. For Admins: assign Super Admin as their reporting manager 
   
2. For Users: assign the relevant Admin they report to.
   

Click Save .

The user must verify their email to activate access 

Step 4:Create a Team 

1. Go to User Management > Manage Teams 
2. Click on Add  
3. Enter the Team Name and Description (optional) 
4. Click Save 

Step 5:Assign Users to the Team 

1. From Manage Teams, select the team you recently created 
2. Click the Assign Users button on the top-right 
3. On the left side of the assignment screen, you’ll see a list of all users in the system 
4. Select the Admin and the Users reporting to that Admin 
5. Click the arrow pointing to the right to move selected users to the team
6. Click Save
   

Step 6: View the Hierarchy Chart 

1. Go to User Management > Manage Users 
2. On the top-right corner, click on the List View dropdown 
3. Select Hierarchy View instead.
   

You’ll now see a visual structure of your teams, Admins, and reporting lines

Outcome

Once completed, your CRM will now reflect: 

1. Teams assigned with relevant Admins 
2. Users mapped under appropriate reporting lines 
3. Permission-based access to CRM modules 
4. A clear hierarchy view for operational and reporting clarity
   

Use Case

Scenario	Application of Hierarchy
Event Management Firms	Separate teams for corporate, weddings, and social events with role-based access to leads.
Freelancer Aggregator Platform	Designers, writers, and developers grouped by skill; project access granted per department.
Multi-City Logistics Operations	Hub-based team structure with dispatch access limited to their own route or city hub.
NGO with Multiple Programs	Program Managers have access only to their initiative (e.g., education, health, relief).
Digital Agencies with Clients	Each client's account is managed by a dedicated team; cross-client data is strictly restricted.

Best Practice

Best Practice	Why It Matters
Assign one Admin per team	Ensures clarity in ownership and reporting
Use standard team names (e.g., Region - Role)	Makes team management more searchable and cleaner
Periodically review hierarchy structure	Keeps reporting aligned with organizational changes
Test with dummy users before rollout	Helps avoid visibility errors or access leaks

Industry-Specific Hierarchy Examples 

Industry	Common Team Structure	Admin Role	Hierarchy Setup
Healthcare	Doctors, Nurses, Admin Staff, Lab Technicians	Hospital Admin	Department-based teams with patient and case-level access
E-Commerce	Sales, Logistics, Customer Support, Tech	Ops Manager	Function-based teams with access based on order flow and customer lifecycle
Banking & Finance	Loan Officers, Branch Staff, Compliance	Branch Manager	Branch-based roles with access restrictions on products and customer portfolios
Hospitality	Front Desk, Housekeeping, Kitchen, Sales	Property Manager	Location-wise teams with service-based visibility and task-specific access
Automotive	Sales Advisors, Service Technicians, Inventory	Sales Head / Service Head	Showroom-based hierarchy with department-level control

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