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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

1

Open Admin Settings

  1. Log in as an Admin
  2. Click Admin in the navigation menu
  3. Select Settings
  4. Click on the Departments tab
Departments settings page
The Departments settings page where you can add and manage departments
2

Add a Department

  1. In the "Add Department" section, type the department name in the text box
  2. Click the Add button (or press Enter)
  3. The new department appears in the list below
3

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

  1. Find the department in the list
  2. Click the Edit (pencil icon) button
  3. Update the name
  4. Click Save

Tip

Renaming a department automatically updates all users assigned to it.

Deleting a Department

  1. Find the department in the list
  2. Click the Delete (trash icon) button
  3. 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 ExamplesAvoid
EngineeringEng
Human ResourcesHR Dept
Sales - UKSales UK/Europe
Customer SupportCS

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:

  1. Edit a course
  2. In the Visibility Rules section
  3. Select which departments can see the course

Dynamic Groups

Create groups that automatically include users from specific departments:

  1. Create a new Dynamic Group
  2. Set the rule: Department = [selected department]
  3. 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.

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