Creating User Hierarchies for Field Sales Teams

Managing a large field sales team becomes complex when reporting lines are unclear, approvals are delayed, or data visibility is inconsistent. A well-defined user hierarchy helps organizations bring structure, accountability, and operational clarity to their field operations.

In the 1Channel SFA system, user hierarchies are created and managed through the Settings → User Management module, ensuring every user knows who they report to, what they can access, and which actions they can approve.

What Is a User Hierarchy in Field Sales?

A user hierarchy defines the reporting structure of your field organization — who reports to whom and how responsibilities flow across roles.

In field sales environments, hierarchies typically include:

• Field Executives / Promoters
• Team Leaders (TLs)
• Area or Regional Managers
• Business or Program Heads

In 1Channel SFA, this hierarchy is not just visual — it directly controls:

• Data visibility
• Approval workflows
• Access to modules
• Reporting and analytics

Why User Hierarchies Matter for Field Sales Teams

Without a structured hierarchy, field operations face challenges such as:

• Incorrect approval routing
• Managers seeing irrelevant data
• Employees accessing restricted features
• Delays in attendance, leave, or claim approvals

Creating user hierarchies in 1Channel SFA ensures:

• Clear reporting relationships
• Role-based system access
• Smooth approval workflows
• Accurate people and activity tracking

Where User Hierarchies Are Created in 1Channel SFA

User hierarchies are managed under:

Settings → User Management

This section acts as the starting point for setting up the entire field sales structure.

Key options involved in hierarchy creation include:

• Upload User Master
• Create Users
• Assign Users
• Organization Tree
• User Roles
• Roles (Access Control)

Step-by-Step: Creating User Hierarchies in 1Channel SFA

1. Creating Users

Users can be added in two ways:

• Bulk upload using Upload User Master
• Individual creation using Create Users

Each user is created with:

• Employee code
• Role (e.g., Promoter, TL, Manager)
• Location details (city, territory, etc.)

Note: Hierarchy is defined after user creation, not during creation.

2. Assigning Reporting Relationships

Once users are created, the Assign Users option is used to define reporting lines.

Here, admins assign:

• Which user reports to which reporting head

This step is where the actual hierarchy is built.

Example:

• Promoter A → reports to Team Leader B
• Team Leader B → reports to Regional Manager C

Note: This reporting flow is stored in the system and used across all modules.

3. Viewing the Hierarchy in Organization Tree

The Organization Tree provides a visual representation of the hierarchy.

It shows:

• Who reports to whom
• Multiple layers of reporting
• Complete team structure at a glance

This helps admins and managers quickly verify:

• Correct reporting alignment
• Missing or incorrect mappings

Note: Any change in reporting can be immediately reflected by reassigning users.

Role-Based Hierarchies and Access Control

Hierarchy alone is not enough — roles define what each user can do.

User Roles

Using User Roles, admins define designations such as:

• Promoter
• Team Leader
• BD Head
• Program Manager

Roles (Module Access)

Through the Roles section, admins decide:

• Which modules a role can access
• Which sub-options are visible

Example:

• A BD Head may access Analytics and People Management
• A Promoter may access only the mobile app for attendance, visits, and reporting

This ensures hierarchy aligns with data security and operational control.

How Hierarchies Control Approval Workflows

One of the biggest advantages of user hierarchies is automated approvals.

Attendance & Regularization

• Employees submit attendance via the app
• Requests go automatically to their reporting head

Leave Approvals

• Leave requests move up the hierarchy
• Visible only to assigned reporting managers

Expense & Claim Approvals

• Claims submitted by field users
• Approved by their immediate manager

Note: Approval visibility is strictly governed by the reporting structure.

Hierarchy-Driven Visibility in Reports and Dashboards

User hierarchies also control what data is visible in:

• Advanced Dashboard
• Analytics
• Reports

Example:

• A Team Leader sees data only for their team
• A Regional Manager sees aggregated data for all reporting TLs
• Admins have complete project visibility

This ensures data relevance and prevents information overload.

Practical Example: Field Sales Hierarchy in Action

Let's take a simple field sales setup:

Structure

• 1 Regional Manager
• 3 Team Leaders
• 15 Promoters

In 1Channel SFA

1. All users are created
2. Promoters are assigned to respective Team Leaders
3. Team Leaders are assigned to the Regional Manager
4. Hierarchy is visible in the Organization Tree

Result

• Promoters submit attendance, visits, and sales
• Team Leaders approve activities and leaves
• Regional Manager reviews performance reports
• Admin controls access and configurations centrally

Everything flows automatically — no manual coordination needed.

Key Benefits of Creating User Hierarchies

• Clear reporting accountability
• Faster approvals and escalations
• Role-based access control
• Accurate people and activity management
• Better analytics and decision-making

FAQs

Can hierarchies be changed later?

Yes. Reporting relationships can be updated anytime using Assign Users.

Can one manager handle multiple teams?

Yes. Multiple users can be assigned to the same reporting head.

Do employees see the full hierarchy?

No. Employees can access only their own data via the mobile app.

Is hierarchy mandatory for approvals?

Yes. Approval workflows depend entirely on reporting relationships.

Conclusion

Creating user hierarchies for field sales teams is not just about structure — it's about control, visibility, and efficiency.

With 1Channel SFA's User Management and Organization Tree, businesses can design flexible, scalable hierarchies that align perfectly with real-world field operations.

A well-defined hierarchy ensures every action — from attendance to approvals — flows seamlessly across the organization.