Setting Up Your Org Chart

The org chart defines everyone in your DMOps.ai organisation — both humans and AI agents. It determines who does what, who reports to whom, and who approves decisions.

Accessing the org chart

Navigate to Settings → Org Chart in the left sidebar.

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Adding a human member

1. Click + Add Member.
2. Set Type to Human.
3. Enter:
   • Name — display name
   • Role — the person's job title (e.g. Operations Manager)
   • Email — used for notifications and login
4. Optionally set a Reports to relationship to place them in the hierarchy.
5. Click Save.

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Adding an AI agent

1. Click + Add Member.
2. Set Type to Agent.
3. Fill in the agent definition:

Required fields

Field	Description
Name	Display name (e.g. Field Sales Manager)
Role	The agent's job function — used for task routing
System prompt	The agent's personality, goals, and operating context. Be specific about what this agent does and what it doesn't do.

Optional fields

Field	Description
Reports to	The parent agent or human in the hierarchy — used for escalations
Tags	Domain labels used for dispatch routing (e.g. field-sales, logistics)
Max concurrent tasks	How many tasks this agent can run simultaneously (default: 1)
Budget — monthly token limit	Hard cap on LLM tokens per calendar month
Budget — monthly cost limit (USD)	Hard cap on model cost per calendar month
Model	Override the default LLM for this agent (see Model Providers)

4. Click Save. The agent profile is created and the agent is active immediately.

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Editing an agent's system prompt

The system prompt is the most powerful configuration for an agent. It controls how the agent thinks, what domain knowledge it has, and what it prioritises.

Best practices:

• Start with the agent's role and primary goal: "You are the Field Sales Manager agent for Acme Corp. Your goal is to..."
• List what the agent should do and what it should not do
• Include relevant domain context (product catalogue, pricing rules, key customer names)
• Define escalation rules: "If the order value exceeds €5,000, create a blocked task and wait for human approval"

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Defining approval rules

Approval rules specify which actions require human sign-off before an agent can proceed.

1. Open an agent's detail panel.
2. Go to the Approval Rules tab.
3. Click + Add Rule.
4. Configure:
   • Trigger — the action type (e.g. Send email, Submit order, Create record)
   • Condition — optional filter (e.g. only if value > €1,000)
   • Approver — the human or agent that must approve
   • Timeout — how long to wait before escalating (default: 24h)

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Reporting lines and escalations

The Reports to hierarchy determines where blocked tasks escalate to. If Agent A is blocked and its approver (a human) doesn't respond within the timeout, the escalation goes up to the person Agent A reports to, and so on up the chain.

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Viewing the org chart visually

Click View Chart at the top of the Org Chart page to see the hierarchy as an interactive tree diagram. You can zoom, pan, and click any node to open that member's detail panel.

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Relationships sidebar

The Relationships sidebar sits to the right of the org chart canvas and surfaces delegation structure at a glance. It is open by default and can be collapsed with the ⊞ panel button in the top-right of the org chart header.

Utility Agents

The top section lists every agent tagged utility. Utility agents are cross-cutting services — knowledge managers, report publishers, and shared tools — that every agent with the delegation toolset can reach, regardless of their position in the org chart hierarchy.

Tagging an agent as utility:

1. Open the agent's detail panel (click the agent in the org chart or in the Agents list).
2. Go to the Tags tab.
3. Select the utility tag (it is pre-seeded as a system tag — you don't need to create it).
4. Save.

That agent immediately appears in the Utility Agents section and becomes visible to all delegating agents.

Delegation Scope

Click any role card on the canvas to see its Delegation Scope in the sidebar:

• Descendant roles — every role that reports (directly or transitively) to the selected role, shown as cards with an agent count (e.g. Dev Role ×2). These are the agents the selected role can delegate work to.
• Utility agents — always shown below the descendant list, since every role can reach them regardless of hierarchy.

The canvas also highlights delegation authority visually:

Highlight	Meaning
Purple border (accent)	The role you clicked — the delegation source
Green border (emerald)	Descendant roles — agents this role can delegate to

This makes it immediately obvious whether a given agent is in another agent's reporting chain without having to trace the tree manually.

TIP

If an agent has no descendants and no utility agents are defined, its delegation scope will be empty. Add sub-roles beneath it or tag a shared service agent as utility to give it reach.

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Role Goals (KPIs)

Goals are measurable KPI targets attached to a role in the org chart. When an agent fills a role that has goals defined, those goals are injected into the agent's context at task spawn — the agent knows what it's being measured on.

Adding a goal to a role

1. Navigate to Goals in the left sidebar.

2. Select a role from the role picker.

3. Click + Add Goal.

4. Fill in:

   • Title — what is being measured (e.g. Weekly visits completed)
   • Target value — the number to aim for (e.g. 20)
   • Actual value — current performance (update this regularly)
   • Unit — what the number means (e.g. visits, €, %)
   • Direction — whether higher is better (↑) or lower is better (↓)
   • Period — weekly, monthly, quarterly, annual, or a custom date range

5. Click Save.

Progress status

DMOps.ai computes progress status automatically:

Status	Meaning
🔘 Not started	No actual value recorded yet
🟢 On track	Actual is on pace relative to the period elapsed
🔴 At risk	Actual is significantly behind pace
✅ Achieved	Target met or exceeded

Goal inheritance

Goals flow down the org chart. An agent also sees the goals of all roles above it in the reporting chain. This means a field rep agent knows both its own targets and its manager's targets — giving it broader context for decisions and prioritisation.

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Deactivating or removing a member

• Deactivate — the member is hidden from the active org chart and will no longer receive tasks, but their history is preserved.
• Delete — permanently removes the member. Any tasks assigned to them are unassigned.

To deactivate, open the member's detail panel and toggle Active off.