---
title: "How do I create communication structures?"
slug: "how-do-i-create-communication-structures"
updated: 2026-06-10T11:26:21Z
published: 2026-06-10T11:26:21Z
canonical: "help.cintra.co.uk/how-do-i-create-communication-structures"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://help.cintra.co.uk/llms.txt
> Use this file to discover all available pages before exploring further.

# How do I create communication structures?

There are additional mechanisms available within the **Organisation Chart** to enable you to set up alternative **reports to** structures (known as **Communication Structures**), which makes the system highly flexible, allowing you to, for example, set up various exceptions to the general rule that an employee's line manager is the correct person to authorise a leave request.

## How do I create communication structures?

1. Navigate to the **Organisation Chart** window.
2. Click the **Communication Structures** button at the bottom of the window. The **Communication Structure** definition window appears. ![](https://cdn.document360.io/fc2cda72-4645-4b36-96bf-60439ec11f11/Images/Documentation/204001064254.png)

> [!NOTE]
> **Note:** The default structure is called Line Managers. This represents the structure of the Organisation Chart, in terms of the managing Posts. This is identical to what you will see in the Post records, where a field called Post Reports To indicates which is the managing post. Line Managers is a fixed definition and cannot be edited, as it represents the structure of the Organisation Chart itself. If you need to make changes to the default reporting structure, you can either edit the Organisation Units directly in the Organisation Chart via the Unit Mgmt History button or within the Post records.
3. Click the **New** button. The **New Communication Structure** form appears.
4. Enter the **Structure Name**.
5. Select the **Include Additional Roles** option, if necessary.

> [!NOTE]
> **Note:** This option relates to the Additional Role? option in the employee's Post History record. Normally, additional roles are ignored by the Self-Service system, but if you select Include Additional Roles in the Communication Structure definition, then managers of any additional roles will also be sent emails regarding authorisation of holiday requests.
6. Click the **Next** button. The **Communication Structure Rules** window appears. ![](https://cdn.document360.io/fc2cda72-4645-4b36-96bf-60439ec11f11/Images/Documentation/204001064255.png)
7. Apply one of the following rules:

## Rules

| Name | Description |
| --- | --- |
| **To an Organisational Unit Type e.g. Directorates, Departments, etc.** | > [!NOTE] > **Note:** Rules that apply to an Organisation Unit Type having the lowest priority. 1. Right-click: **New** in the **Rules to be applied to an Organisational Unit Type** pane. The **Maintain Org. Unit Type Rules** form appears. ![](https://cdn.document360.io/fc2cda72-4645-4b36-96bf-60439ec11f11/Images/Documentation/204001064256.png) 2. Enter the **From** date. 3. Enter the **To** date, if necessary. 4. Select from the **For Unit** drop-down list. 5. Select from either of the following drop-down lists: - **Use Manager** - **or Person Occupying this Post** 6. Click the **OK** button. The record is applied to the **Rules to be applied to an Organisation Unit** **Type** pane. |
| **To an individual Organisational Unit e.g. Finance Department.** | > [!NOTE] > **Note:** Rules that apply to specific Organisation Units have the next priority. 1. Right-click: **New** in the **Rules to be applied to an Organisational Unit** pane. The **Maintain Org. Unit Rules** form appears. ![](https://cdn.document360.io/fc2cda72-4645-4b36-96bf-60439ec11f11/Images/Documentation/204001064257.png) 2. Enter the **From** date. 3. Enter the **To** date, if necessary. 4. Select from the **For Unit** drop-down list. 5. Select from either of the following drop-down lists: 1. **Use Manager** 2. **or Person Occupying this Post** 6. Click the **OK** button. The record is applied to the **Rules to be applied to an Organisation Unit** pane. |
| **To a Post** | > [!NOTE] > **Note:** Rules that apply to specific Posts have the highest priority, therefore a Post rule will override all other rules. 1. Right-click: **New** in the **Rules to be applied to a Post** pane. The **Maintain Post Rules** form appears. ![](https://cdn.document360.io/fc2cda72-4645-4b36-96bf-60439ec11f11/Images/Documentation/204001064258.png) 2. Enter the **From** date. 3. Enter the **To** date, if necessary. 4. Select from the **For Post** drop-down list. 5. Select from the **Use Person Occupying this Post** drop-down list. 6. Click the **OK** button. The record appears in the **Rules to be applied to a Post** pane. |

## Communication Structure Examples:

| Name | Description |
| --- | --- |
| **Rules Applied to Organisation Post** | The following example shows a **Communication Structure** definition that makes the **6th Form College Bursar** the authoriser for all posts in the **Cintra PS Education Division Directorate**, except for the **6th Form College School Keeper Post**, which has **Academy Bursar** as the authoriser. ![](https://cdn.document360.io/fc2cda72-4645-4b36-96bf-60439ec11f11/Images/Documentation/204001064259.png) |
| **Rules applied to organisation unit** | The following example shows a rule that all **Posts** in the **Cintra PS Housing Division** have the **Post Head** of **Local Authority** as the **Authorising Post**. ![](https://cdn.document360.io/fc2cda72-4645-4b36-96bf-60439ec11f11/Images/Documentation/204001064260.png) |
| **Rule applied to organisation unit type** | The following example shows a rule that all posts in all **Sub Department** units have the managing **Post** of **Divisions** as the authoriser. ![](https://cdn.document360.io/fc2cda72-4645-4b36-96bf-60439ec11f11/Images/Documentation/204001064261.png) |