Adding Departments

Create and manage departments to organise your users

Overview

Departments help you organise users and control access to training. You can use departments to:

Group users by team, function, or location
Assign training to specific departments
Filter reports by department
Set visibility rules for courses
Create dynamic groups based on department membership

Step-by-Step: Adding a New Department

Open Admin Settings

Log in as an Admin
Click Admin in the navigation menu
Select Settings
Click on the Departments tab

Departments card on General settings — Departments — add and manage organisation departmentsClick image to enlarge

Add a Department

In the "Add Department" section, type the department name in the text box
Click the Add button (or press Enter)
The new department appears in the list below

Verify the Department

Your new department is now available:

When creating or editing users
In course visibility rules
In dynamic group rules
In report filters

Managing Existing Departments

Editing a Department Name

Find the department in the list
Click the Edit (pencil icon) button
Update the name
Click Save

Tip

Renaming a department automatically updates all users assigned to it.

Deleting a Department

Find the department in the list
Click the Delete (trash icon) button
Confirm the deletion

Warning

You cannot delete a department that has users assigned to it. Reassign users first.

Department Best Practices

Naming Conventions

Use clear, consistent naming:

Good Examples	Avoid
Engineering	Eng
Human Resources	HR Dept
Sales - UK	Sales UK/Europe
Customer Support	CS

Suggested Department Structure

Consider your reporting needs when creating departments:

By Function: Engineering, Marketing, Sales, Finance, HR
By Location: London Office, Manchester, Remote Workers
By Business Unit: Retail, Wholesale, Online
By Hierarchy: Senior Leadership, Management, Staff

How Departments Are Used

User Assignment

When you create or edit a user, you select their department from a dropdown list.

Course Visibility Rules

You can make courses visible only to specific departments:

Edit a course
In the Visibility Rules section
Select which departments can see the course

Dynamic Groups

Create groups that automatically include users from specific departments:

Create a new Dynamic Group
Set the rule: Department = [selected department]
Users are automatically added when they join that department

Reports

Filter training reports by department to see:

Completion rates by team
Overdue training by department
Compliance status per department

Importing Departments

When using the bulk import tool, departments are created automatically if they don't exist. Simply include a department column in your import file.

Troubleshooting

Can't delete a department

The department has users assigned. Go to User Management, filter by that department, and reassign users to a different department first.

Department not showing in dropdown

Refresh the page. If it still doesn't appear, check that it was saved successfully in Settings.

Typo in department name

Edit the department name in Settings. All users will automatically update.

Related Guides

Creating Users - Assign departments when creating users
Dynamic Groups - Create groups based on departments
Visibility Rules - Control course access by department
Exporting Reports - Filter reports by department