Top Tips for setting up your team structure

Mar 9 2022

The way your Team Structure is set up on the system will have wide-ranging impacts on your use of the Shared Services Portal.

  • Have you ever experienced issues with your sickness or annual leave going to the wrong person?
  • Has your shopping cart not been approved in time and caused a delay in receiving your goods?
  • Have you experienced issues with your payslip because your overtime was not approved before payroll close?

These real-life examples can be easily avoided by making sure you have carried out the following tasks correctly.

Manager action

Links to the Shared Services Portal

Creating new positions


  • Recognise the difference between the ‘create teams’ and ‘create positions’ apps.Use Create Position for an employee position; for a Manager position, use Create New Team, as a manager always has a team reporting in to them.


  • Consider whether the new role will require financial approval, statutory employment or DBS checks.


  • If the new position is for a manager, ensure this is selected when creating the new role to avoid delays in IT access.



Managing my structure


Create new position


Create new team

Requesting IBC Portal Access


  • Managers can find the ‘request IBC portal access form’ in HR apps on the IBC portal app finder.


  • Remember, if you are requesting manager access, the user must be set up as a manager in the IBC system before portal access can be requested.


  • IBC Portal Access is not automatically granted to new starters or movers and must be requested using the form.


  • Advanced access requests will need to be approved by the relevant team within your organisation.



Register for ESS Lite


IBC Portal Access


User assigned SAP security roles report


Forms list

Setting up Substitutions


  • There are two types of substitutions you can set up;‘fill in’ substitute or an ‘active’ substitute.


    • Fill in substitutes can be activated to cover a period of unplanned absence. We recommend all managers and shoppers to always have a fill in substitute arrangement in place.


    • Active substitutes are used to cover a period of planned leave.


  • Only managers need to have HR substitutions in place, these can only be your line manager or grandparent manager.


  • Don’t forget to press the ‘take over’ button if you are acting as a substitute.



Manage substitutions