How to Easily Create a Free Online Org Chart with Canva
You can create an online org chart in Canva for free in 5 steps: go to Canva → search for an "org chart" template → choose and customise the template → add names, positions and departments → save, then download or share. It suits HR teams who need a clean org chart for documents or presentations, with no software to install.
Table of Contents:
- How to Easily Create a Free Online Org Chart with Canva
- What Is an Org Chart?
- What Information Should You Prepare Before Making an Org Chart?
- How Do You Create an Org Chart in Canva?
- How Does an Org Chart in Canva Differ from One in an HR System?
- Summary: How to Easily Create a Free Online Org Chart with Canva
- FAQ: Frequently Asked Questions about Creating an Org Chart in Canva
What Is an Org Chart?
An organisation chart (org chart) is a diagram that shows an organisation's structure and the relationships between its departments, positions and people. Companies, businesses and government agencies use org charts so that everyone can see clearly how the organisation works.
An online org chart is one built on an online platform or website. It lets you:
- Create and edit the chart instantly
- Share it or work on it with others easily
- Help teams better understand the organisation's structure and reporting lines
- Plan and manage the organisation systematically, especially in large organisations or those with complex structures
What Information Should You Prepare Before Making an Org Chart?
Having all the information ready before you start designing helps you build the chart faster without multiple rounds of edits. Prepare the following:
|
Information |
Examples |
|
Departments or units |
HR, Accounting, Sales, Marketing |
|
Job positions |
Department manager, supervisor, officer |
|
Reporting lines |
Who reports to whom, and which team each manager oversees |
|
Employee names |
Full name of the person in each box |
|
Roles or extra details |
Main duties of the position, employee photo, contact details |
Tip! Not sure how to describe each role in the chart? Read Job Description: Definition, Writing and Example
How Do You Create an Org Chart in Canva?
Canva is an online graphic design platform that is free to use (some plans are paid). It offers a wide range of templates, including org charts, posters, brochures, logos and presentation slides. Creating an org chart in Canva takes 5 steps:
1. Go to the Canva website
Canva works on both mobile and desktop. Go to www.canva.com and sign in, or create a new account if you do not have one.
2. Search for an org chart template
Type "Organizational Chart" or "Org Chart" into Canva's search bar, then choose the template you want.
3. Choose and customise the template
Once you have chosen a template, adjust it to match your actual organisation structure:
- Reorder the boxes
- Add or remove boxes to match the number of positions
- Change sizes and colours
- Add or edit text
4. Add details and information
Enter the details of each person or department, such as name, position, role and any other information you need, so the chart is complete. If your organisation already uses HumanSoft's organisation structure feature, HR can view departments, positions and employees directly in the system and add them to the chart faster, without gathering data from multiple files.
5. Save and share
When the chart is customised and complete, save it in Canva. You can then:
- Download it as a PNG, JPG or PDF file for documents or printing
- Share it with colleagues or stakeholders to view or edit
How Does an Org Chart in Canva Differ from One in an HR System?
Canva is ideal for designing an attractive org chart for documents or presentations, while an org chart in an HR system suits day-to-day use because it is linked to real employee data. The main differences are:
|
Topic |
Canva |
HumanSoft HR system |
|
Strengths |
Many attractive templates and full design freedom |
Org chart linked to employee data in one system |
|
Updating data |
Must be edited manually every time someone joins, leaves or changes position |
Adjust the organisation structure or positions in the system and data updates automatically across the system |
|
Structure levels |
Depends on how you design it |
Up to 10 organisation levels and up to 20 position levels per office |
|
Planning ahead |
Requires a separate new chart file |
Structure or position changes can be scheduled in advance |
|
Best for |
Charts for documents, presentations or new-employee orientation |
Managing the organisation structure and employee data day to day |
That is why many organisations use both: they pull the latest data from the HR system, then design the chart in Canva when they need it for a presentation. To understand who sits where in the chart, read Supervisor vs. Manager: Roles & Responsibilities.
Summary: How to Easily Create a Free Online Org Chart with Canva
You can create an org chart in Canva for free in 5 steps, from searching for a template, customising it and adding names and positions to saving, then downloading or sharing it. This works well for charts used in documents and presentations. If you need an org chart that stays up to date with real employee data, use an HR system with a built-in organisation structure, such as HumanSoft, so HR can spend more time on other areas of organisational development.
Try setting up your organisation structure with a free 30-day HumanSoft trial to see whether it fits your organisation's real structure before you decide.
FAQ: Frequently Asked Questions about Creating an Org Chart in Canva
Q: Is it free to make an org chart in Canva?
A: Yes, it is free to use, although some plans and some design elements are paid.
Q: What should I search for to find org chart templates in Canva?
A: Type "Organizational Chart" or "Org Chart" into Canva's search bar.
Q: What file formats can I download an org chart from Canva in?
A: You can download it in several formats, such as PNG, JPG and PDF, for documents or printing.
Q: What is the difference between an org chart and an organisation structure?
A: An organisation structure is how departments, positions and reporting lines are arranged, while an org chart is the diagram that presents that structure in an easy-to-understand way.
Q: If an employee changes position, do I have to update the chart in Canva again?
A: Yes, you need to edit it manually each time. With an HR system that has an org chart, such as HumanSoft, you adjust the structure or position in the system and the data updates automatically across the whole system.
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