Admin Managers' Guide: How to Create and Manage Departments

Using Departments is a great way to organise your learners and measure security culture between different groups within your organisation. This guide outlines how to create, manage, and assign learners to departments.

How Departments Should Be Named

You can assign learners to departments based on various criteria to best suit your organisational structure and reporting needs.

• Structural Departments: Sales Department, Marketing Department, Manufacturing Department, Finance, IT, HR, etc.
• Organisational Criteria: Management Level, Location, Language, or specific project teams.

How To Create a Department

If you are not using the CSV upload method, follow these steps to manually create a new department once your company's account is set up and learners have been added.

1. Go to the User section.
2. Select the Departments tab.
3. Click the Create a Department button.
4. Give the Department a Name.
5. Click Save.

*Result: The new Department will appear on the departments page, which provides a list of all departments created.

Creating Departments Using a CSV File

When you've already set up your account and would like to add learners by uploading a CSV file, the departments will automatically be created for you during the import process. Remember to:

• Ensure the Department column is included in your CSV file.
• Check that the spelling of department names is accurate in the CSV file
• Select Complete Upload to finalise the upload.

How to Delete or Change a Department Name

To modify an existing department, navigate back to the Departments page:

To Change the Name (Edit):

• Click the Pencil icon next to the department name to Edit.
• Make the necessary name change.
• Click Save.

To Delete the Department:

• Click on the Bin icon (or rubbish bin icon) next to the department and confirm deletion when prompted.

How to Remove or Move a Learner from a Department

Steps:

1. Go to the Users section (located on the left-hand menu).
2. In the list of learners, click the Pencil icon next to the learner's name you wish to modify.
3. The Department window will appear, allowing you to change the assignment.

To Move a Learner to a New Department:

• Ensure Select A Department is highlighted.
• Use the drop-down menu in the Department field (e.g., currently showing SALES) and select the new Department you would like the learner to move to.

To Remove a Learner (No Department):

• Click the None button on the left. (The learner will be removed from their currently associated department.)
• Click Save.

How to Search for Departments

You can easily locate specific departments using the search functionality:

• You can search for departments by using the Department Filter tool.
• By using this tool, you can quickly locate and view details for specific groups.

If you need a hand, just pop us a message via the chatbot or email support - we’re here to help!