You will need to be setup as an Administrator for this guide to work


This guide will walk you through how to setup CougarManager for your organization. The first step will be getting your organization created if you haven't done so already. See Having Your Organization Created for more on this. Otherwise, let's begin. We will use the example org chart shown below to illustrate the example organization we will be setting up in CougarManager.

Creation Steps

1. Adding Budgets

The first thing we will do is create the budgets for the organization. As one can see from the picture above, there are two budgets: Construction and Sales. So, these are the budgets we will create in CougarManager. See Creating A Budget for information on how to do this.

2. Adding Locations

Next, we will create the locations that these employees will be working. Though this is not usually specified in an org chart, it is an important part of CougarManager. For sake of example, we will say that the employees have the following locations:

Jane DoeOffice Top Floor
John SnowOn Site Trailer
Bob Smith

Building Site 1 or 2

Jared GreenBuilding Site 1 or 2
Jake CarpenterOffice Bottom Floor
Lily AllenOffice Bottom Floor

For each location in the table, we will create a location in CougarManager. See Creating A Location for detailed instructions on the process.

Since Bob and Jared could be in two locations, we create two locations: Building Site 1 and Building Site 2. Conversely, since Jake and Lily share a location, we only create one. By the end, we will have a total of five locations: Office Top Floor, Office Bottom Floor, On Site Trailer, Building Site 1, and Building Site 2.

3. Adding Duties

After creating the locations, we will create the duties that describe some of our employees' tasks. See Creating A Duty for detailed instructions on the process.

We will start with the Builders. Let's say that a builder is either hammering nails or drilling in screws. We will add each of these as duties coming from the construction budget. We do the same for the Construction Manager, giving him the duties of planning or overseeing. As long as they are in the same budget, we can create as many or as few duties as we want—it's just about how much information you want to see on timecards.

Let's imagine, though, that there were two construction budgets (one for each building site). Since duties are associated with a budget, we might want to split the Construction Manager's duties into Planning Site 1, Planning Site 2, Overseeing Site 1, and Overseeing Site 2. With this, the Construction Manager can log his time and have the money taken from the appropriate budget automatically. This would be a case where a duty is about more than just information.

4. Adding Positions

Now that we have the duties and locations, we are able to start making positions. See Creating A Position for detailed instructions on the process.

  • Note: Do not create any Work Study positions yet! (If you already did, that is ok. You will just have extra work to do in the next step.)

Positions, like Budgets, can be taken right from the org chart. We would create a position for President, Construction Manager, Builder, Salesman, and Intern. Again, though there are two Builders, we only need to create one position. This is also the step where you will be connecting your positions to the duties and locations you created earlier. This is also documented in Creating A Position. Remember to attach all locations and duties that are applicable for the position. For example, Builder would have two locations (Building Site 1 and Building Site 2) and two duties (hammering nails and drilling in screws).

5. Making the Position Hierarchy

We have positions, but still no supervisors or subordinates. We will fix this in this step. See Creating A Supervisor/Subordinate for detailed instruction on the process. 

In CougarManager, a Supervisor has his or her immediate subordinates and his or her inherited subordinates. You only need to create the immediate Supervisor/Subordinate relationships. Again turning to the org chart as our example, this would mean that we need to mark Construction Manager as Supervisor to Builder and President as Supervisor to Construction Manager, but would not need to mark President as Supervisor of Builder (since the president is already the supervisor of their supervisor). That in mind, from the chart we can see only four Supervisor/Subordinate relationships that we need to add:

Construction ManagerBuilder
PresidentConstruction Manager

6. Adding Employees

Once we have the structure of the organization in place, we can start adding in our employees. See Adding An Employee for detailed instructions on the process.

For the example organization we are working with, we can see that there are 6 employees we need to add. We would start by getting the WSU Network IDs of each employee (this would be whatever comes before the '' in their email address) and then adding them using the process in the instructions linked above. Do not worry yet about setting the employee statuses-- this will be covered in the next step. 

7. Setting Employee Statuses

Now that your employees are added, stay on the same page and move down the list one-by-one deciding if the current employee you are looking at needs a different Status. You can see a more in-depth summary of the difference between the different statuses in Permission Levels, but the basic decision process is as follows:

  1. Does this person need to be editing positions, duties, employees, supervisors, etc.? If yes, they should be an Administrator. If no...
  2. Does this person need to be seeing/signing timecards? If yes, they should be a Supervisor. If no...
  3. Does this person need to be logging time in the coming months? If yes, they should be an Employee. If no...
  4. They should be an Inactive Employee

In the case of our friends in the org chart, Bob, Jared, and Lily should all be Employees. Jake and John should be Supervisors. Jane should be an Administrator. However, it may be the case that Jane does not want to be the only who can change all of the setup you have done so far. If this is this case, Jane can pick someone else to also be set as an Administrator. 

  • Note: If the status box says "Can't Change", this means they are the same level as you or higher. If you would like to change their status to something lower, you will need to email us.

8. Assigning Positions

Still staying on the employee page, we will now assign employees their positions. See Assigning A Position for detailed instructions on the process.

This would be the step that we say "Bob is a Builder, Lily is an Intern..." and so on. This is also the step where you will add work study if applicable. See the Work Study guide for information on the process of adding work study. 


If all has gone well, you are now finished setting up your organization in CougarManager. If anything is unclear or you want to see the example organization that was made following this guide, send us an email at