Start Guide for Admins
Mapping your organization provides a clear, real-time picture of how your teams collaborate, who holds what responsibilities, and how work flows. It helps your team stay aligned, understand decision-making authority, and know where support is needed. In this guide, you will learn how to start mapping your organization within Holaspirit by Talkspirit, what key information to document, and how to structure your teams for optimal collaboration.
Organizations are constantly changing. Individuals come and go. Work adapts to a shifting market. With so much going on behind the scenes, it’s difficult to keep track of:
Who currently works with whom and on what?
Where is help needed?
Who has the authority to make what decision?
What exactly is our organization working towards?
Mapping your organization helps you represent the reality of ongoing work, brings team alignment, helps efficiently distribute work, and gives everyone the information necessary to find how they can best contribute.
Your workspace is based on Circles and Roles. It's in the heart of the platform, and it provides you with an organized way to break down your organization into self-organized items and describe what needs to be accomplished around clear purpose and accountabilities.
👉 Read more on how to structure your organization with roles
Start by naming your organization in Holaspirit by Talkspirit. This is the foundation of your workspace.
The general circle represents the broadest organizational layer. To begin, edit this circle to set your overall organizational structure.
📌 Note: You must be a member of this circle or platform administrator to edit it.
👉 [Read more on how to edit your general circle]()
Roles capture the active work contributing to your organization’s purpose. If you have an existing structure (charts, spreadsheets), start from there. If not, gather info from job descriptions, email signatures, or other internal documents.
Name each role clearly (e.g., Webinar Master*, Key Accounts Manager).
Write a brief purpose statement explaining why the role exists (e.g., “Ensure a smooth experience for key clients”).
💡 Tip: Start with the minimum description needed for mutual understanding. You can expand details as your map evolves. Use Role Templates to save time, especially if similar roles appear across different teams.
Organize roles by grouping them into circles (teams). Consider themes, products, or geographic areas to cluster roles logically.
Create a new circle for each group.
Move roles into their respective circles.
💡 Tip: You can always reorganize circles later to better match how your teams actually work.
Decide who will participate in mapping your organization. You can choose a fully centralized approach (one person manages all roles), a decentralized one (everyone adds their own roles), or a mix.
Invite members who will hold roles using the Administration> Members Dashboard
Assign appropriate member types (Admin, User, Inactive) depending on their access needs.
👉 [Read more on how to add new members to your organisation]()
Each person can hold multiple roles, and roles can have multiple people. As Admin, assign roles to users.
Ask team members to verify that their roles reflect their actual responsibilities.
Encourage everyone to learn how to search for roles and accountabilities within Holaspirit by Talkspirit.
👉 [Read more on how to assign a member to a role]()
Go to your Admin panel to configure circle settings and rules that support transparency and self-management.
⭐ Tip: Use circle and role custom fields to add extra info like skills or compensation tiers. These fields improve searchability and help people find the right information quickly.
organization mapping, org chart, roles, circles, Holaspirit, team structure, self-management, role templates, organizational clarity, team collaboration, Holaspirit by Talkspirit
Why mapping your organization?
Organizations are constantly changing. Individuals come and go. Work adapts to a shifting market. With so much going on behind the scenes, it’s difficult to keep track of:
Who currently works with whom and on what?
Where is help needed?
Who has the authority to make what decision?
What exactly is our organization working towards?
Mapping your organization helps you represent the reality of ongoing work, brings team alignment, helps efficiently distribute work, and gives everyone the information necessary to find how they can best contribute.
How is Holaspirit organized?
Your workspace is based on Circles and Roles. It's in the heart of the platform, and it provides you with an organized way to break down your organization into self-organized items and describe what needs to be accomplished around clear purpose and accountabilities.
👉 Read more on how to structure your organization with roles
Step-by-step Instructions
1. Enter Your Organization's Name
Start by naming your organization in Holaspirit by Talkspirit. This is the foundation of your workspace.
2. Edit Your General Circle
The general circle represents the broadest organizational layer. To begin, edit this circle to set your overall organizational structure.
📌 Note: You must be a member of this circle or platform administrator to edit it.
👉 [Read more on how to edit your general circle]()
3. Define Roles
Roles capture the active work contributing to your organization’s purpose. If you have an existing structure (charts, spreadsheets), start from there. If not, gather info from job descriptions, email signatures, or other internal documents.
Name each role clearly (e.g., Webinar Master*, Key Accounts Manager).
Write a brief purpose statement explaining why the role exists (e.g., “Ensure a smooth experience for key clients”).
💡 Tip: Start with the minimum description needed for mutual understanding. You can expand details as your map evolves. Use Role Templates to save time, especially if similar roles appear across different teams.
4. Group Roles into Circles
Organize roles by grouping them into circles (teams). Consider themes, products, or geographic areas to cluster roles logically.
Create a new circle for each group.
Move roles into their respective circles.
💡 Tip: You can always reorganize circles later to better match how your teams actually work.
5. Invite Your Team
Decide who will participate in mapping your organization. You can choose a fully centralized approach (one person manages all roles), a decentralized one (everyone adds their own roles), or a mix.
Invite members who will hold roles using the Administration> Members Dashboard
Assign appropriate member types (Admin, User, Inactive) depending on their access needs.
👉 [Read more on how to add new members to your organisation]()
6. Assign Roles
Each person can hold multiple roles, and roles can have multiple people. As Admin, assign roles to users.
Ask team members to verify that their roles reflect their actual responsibilities.
Encourage everyone to learn how to search for roles and accountabilities within Holaspirit by Talkspirit.
👉 [Read more on how to assign a member to a role]()
7. Set Up Your Organization
Go to your Admin panel to configure circle settings and rules that support transparency and self-management.
⭐ Tip: Use circle and role custom fields to add extra info like skills or compensation tiers. These fields improve searchability and help people find the right information quickly.
Keywords
organization mapping, org chart, roles, circles, Holaspirit, team structure, self-management, role templates, organizational clarity, team collaboration, Holaspirit by Talkspirit
Updated on: 21/05/2025