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PERSCOM uses a hierarchical structure to represent your organization. Understanding how these components relate to each other is essential for setting up your roster and managing personnel effectively.

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Overview

The organization structure consists of several interconnected resources: 
Groups
└── Units
    └── Slots (manual roster only)
        └── Users (via Assignment Records)

Users
├── Rank
├── Position
├── Specialty
├── Status
└── Unit

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Core Resources

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Groups

Groups are the top-level containers in your organization. They represent major divisions, departments, or branches. Examples: Infantry Division, Fire Department, Patrol Division, Medical Corps Key features:
  • Groups contain units
  • Groups can be hidden from the roster
  • Groups are displayed in a custom order
  • A unit can belong to multiple groups
Create a group:
  1. Navigate to Groups and select New group.
  2. Enter a Name and optional Description.
  3. Set the Order to control display position.
  4. Select Create.

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Units

Units are organizational subdivisions within groups. They represent teams, squads, platoons, stations, or any other sub-organization. Examples: Alpha Squad, Engine Company 1, K-9 Unit, Trauma Team Key features:
  • Units belong to one or more groups
  • Users are assigned to units
  • Units can have slots attached (for manual rosters)
  • Units can be nested conceptually through naming conventions
  • Units can be hidden from the roster
Create a unit:
  1. Navigate to Units and select New unit.
  2. Enter a Name and optional Description.
  3. Select Create.
  4. Edit the unit and attach it to one or more Groups.

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Positions

Positions define roles or job titles within your organization. They are independent of the unit structure and can be used across any unit. Examples: Squad Leader, Driver, Paramedic, Watch Commander, Rifleman Key features:
  • Positions are assigned directly to users
  • Positions can be pre-assigned to slots (for manual rosters)
  • Positions affect roster sort order
  • Positions can be organized into categories
Create a position:
  1. Navigate to Positions and select New position.
  2. Enter a Name and optional Description.
  3. Set the Order to control roster sorting.
  4. Select Create.

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Ranks

Ranks represent the hierarchical level of personnel. They typically determine seniority and are used for roster sorting. Examples: Private, Sergeant, Captain, Chief, Director Key features:
  • Ranks are assigned directly to users
  • Ranks have an order that affects roster sorting
  • Ranks can have images (insignia)
  • Ranks can have abbreviations and paygrades
  • Ranks can be organized into categories
Create a rank:
  1. Navigate to Ranks and select New rank.
  2. Enter a Name, Abbreviation, and optional Paygrade.
  3. Set the Order (lower numbers = higher rank).
  4. Upload an Image for the rank insignia.
  5. Select Create.

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Specialties

Specialties represent additional qualifications, skills, or secondary roles that personnel hold. Examples: Sniper, Hazmat Certified, Flight Medic, K-9 Handler Key features:
  • Specialties are assigned directly to users
  • Specialties can be pre-assigned to slots (for manual rosters)
  • Specialties are separate from positions
  • Specialties can be organized into categories

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Statuses

Statuses indicate the current state or availability of personnel. Examples: Active, On Leave, Deployed, Inactive, Probationary Key features:
  • Statuses are assigned directly to users
  • Statuses can have colors for visual distinction
  • Statuses appear on the roster and user profiles

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Roster Modes

PERSCOM supports two roster modes that determine how personnel are displayed and organized.

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Automatic Roster

The automatic roster displays personnel based on their direct unit assignment and sorts them according to configured criteria. How it works:
  1. Users are assigned directly to a unit, position, rank, and specialty
  2. The roster displays all users in each unit
  3. Users are sorted by the configured roster sort order (e.g., rank, then position, then name)
Best for:
  • Simple organizational structures
  • Organizations where positions don’t have fixed “seats”
  • Quick setup with minimal configuration
Setup:
  1. Navigate to Settings > Dashboard > Roster.
  2. Set Roster Mode to Automatic.
  3. Configure the Sort Order (e.g., Rank → Position → Name).

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Manual Roster

The manual roster uses Slots to define specific positions within each unit. Users are assigned to slots rather than directly to units. How it works:
  1. Create slots that define positions within the organization
  2. Attach slots to units (creating a UnitSlot)
  3. Assign users to specific unit slots via assignment records
  4. The roster displays slots in order, showing who fills each one
Best for:
  • Military-style organizations with fixed billets
  • Organizations with specific “seats” that need to be filled
  • Displaying vacancies and organizational capacity
  • Complex structures requiring precise placement
Setup:
  1. Navigate to Settings > Dashboard > Roster.
  2. Set Roster Mode to Manual.
  3. Create slots and attach them to units.
  4. Assign users to unit slots.

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Slots (Manual Roster)

Slots are placeholders that define positions within units. They’re only used when the roster mode is set to Manual.

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Understanding Slots vs. Unit Slots

  • Slot — A reusable template defining a position (e.g., “Squad Leader”)
  • Unit Slot — A specific instance of a slot attached to a unit (e.g., “Squad Leader in Alpha Squad”)
This distinction allows you to:
  • Reuse the same slot definition across multiple units
  • Track exactly where each user is assigned
  • Show vacancies when slots are unfilled

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Create A Slot

  1. Navigate to Slots and select New slot.
  2. Enter a Name (e.g., “Squad Leader”, “Rifleman”, “Driver”).
  3. Optionally assign a default Position and Specialty.
  4. Set the Order to control display position within units.
  5. Select Create.

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Attach Slots To Units

  1. Navigate to Units and select a unit.
  2. Select the Slots tab.
  3. Select Add slot and choose slots to attach.
  4. Reorder slots by dragging them.
Each attachment creates a Unit Slot — a specific “seat” in that unit.

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Assign Users To Unit Slots

When using manual roster mode, you assign users to specific unit slots through assignment records:
  1. Navigate to a user’s profile.
  2. Go to Records > Assignment Records.
  3. Select New assignment record.
  4. Select the Unit Slot (this will show as “Slot Name - Unit Name”).
  5. The position and specialty from the slot are automatically applied.
  6. Select Create.
Note: When you select a unit slot, the unit, position, and specialty are automatically populated from the slot’s configuration.

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Assignment Records

Assignment records track a user’s placement within the organization. They support both primary and secondary assignments.

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Primary Assignments

A user’s primary assignment is their main organizational placement. It determines:
  • Which unit they belong to
  • Their position and specialty
  • Where they appear on the roster
Each user can have one active primary assignment.

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Secondary Assignments

Secondary assignments allow users to hold additional roles in other units without leaving their primary assignment. Examples:
  • A squad leader who also serves on a training committee
  • A firefighter assigned to a special response team
  • An officer with a secondary staff position
Secondary assignments:
  • Appear on the roster in the secondary unit (marked as secondary)
  • Don’t change the user’s primary unit assignment
  • Allow personnel to be listed in multiple places

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Create An Assignment Record

  1. Navigate to a user’s profile.
  2. Go to Records > Assignment Records.
  3. Select New assignment record.
  4. Choose the Type: Primary or Secondary.
  5. Select the Unit (automatic roster) or Unit Slot (manual roster).
  6. Fill in Position, Specialty, and Status as needed.
  7. Add optional notes in the Text field.
  8. Select Create.

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Assigning Users

How you assign users depends on your roster mode.

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Automatic Roster Assignment

For automatic rosters, assign users directly:
  1. Navigate to the user’s profile and select Edit.
  2. Set the Unit, Position, Rank, Specialty, and Status.
  3. Select Save.
Alternatively, create an assignment record to track the history of assignments.

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Manual Roster Assignment

For manual rosters, assign users to unit slots:
  1. Navigate to the user’s profile.
  2. Go to Records > Assignment Records.
  3. Select New assignment record.
  4. Select the appropriate Unit Slot.
  5. Select Create.
The user will appear in that slot on the roster.

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Roster Sort Order

Configure how personnel are sorted within each unit:
  1. Navigate to Settings > Dashboard > Roster.
  2. Configure the Sort Order by dragging fields.
Common sort orders:
  • Rank → Position → Name — Military-style by seniority
  • Position → Rank → Name — By role, then seniority
  • Name — Alphabetical

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Best Practices

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Planning Your Structure

  1. Map your organization first — Sketch out groups, units, and positions before creating them in PERSCOM
  2. Use consistent naming — Establish naming conventions for units and positions
  3. Consider your roster mode early — Switching between automatic and manual requires restructuring assignments

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Groups & Units

  • Keep groups broad — Use groups for major divisions, not small teams
  • Use units for teams — Units should represent the smallest organizational element
  • Attach units to multiple groups — A unit can appear under different groups if needed

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Positions & Ranks

  • Separate positions from ranks — Positions are roles; ranks are seniority levels
  • Order matters — Set position and rank order carefully for proper roster sorting
  • Use categories — Organize positions and ranks into categories for easier management

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Slots (Manual Roster)

  • Create reusable slots — Define slots generically (e.g., “Rifleman”) to use across units
  • Pre-assign positions — Set default positions on slots to auto-populate assignment records
  • Show vacancies — Unfilled slots indicate open positions in your organization