Participant Departments
The Participant Departments feature lets you assign users to one or several departments. This expands on the main Departments feature by decentralizing the participant management process, giving each department autonomy over its assigned users.
This feature is particularly useful when managing large numbers of participants across different teams, countries, or organizational structures.
Summary
This feature is available to accounts that have subscsribed both the Departments and Participant Departments options.
Understand how participant departments work
This feature allows department managers to view and manage only the participants in their own departments. It simplifies training assignment and progress tracking.
Assign a participant to one or more departments
From the participant tab
Follow these steps to assign a participant to a department manually:
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Go to the Participants tab
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Click on Attached departments in the side menu
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Choose one or more departments to link to the participant
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Click Attach and confirm
❗ By default, participants have the status Allow on invitation. This means if they access a training path, course, or assessment via a direct link, they will automatically be attached to the associated department.
Via direct access link
If a participant accesses a training via a direct link, they will be automatically assigned to the department that owns that activity.
Remove a department assignment
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Go to the Participants tab
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Click on Attached departments in the menu
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Choose one or more departments to detach from the participant
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Select Deny and confirm
View a summary of the number of participants per department
To see the total number of participants per department:
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Go to the Departments tab
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Check the Participants column for the summary
Combine participant departments with groups
The Groups and Participant Departments features are complementary, but serve different purposes:
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Participant Departments allow you to organize participants based on the departments created in your studio. Each department manager can only see and manage their own participants.
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Groups offer a transversal classification, independent of departments. Use them to organize participants by other criteria such as cohorts, experience levels, or training themes.
Example of a combined use:
If your studio is structured by countries (e.g., France, Germany, Spain), you can use groups to further filter by cohort:
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Departments: France, Germany, Spain
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Groups: January 2025 cohort, February 2025 cohort
When assigning a training, you can target a specific department and refine the selection by filtering by group. Only participants in both the selected department and group will be included in the assignment. Others will appear greyed out and cannot be selected.
Filter the catalog by participant department
If the catalog is enabled:
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Participants will only see trainings available in their own departments
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If a participant belongs to multiple departments, they can filter the catalog view by department
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Trainings added to the catalog for a specific department are only visible to participants in that department
Summary
✔ A participant can be assigned to multiple departments
✔ Department managers only see participants in their own departments
✔ If the catalog is enabled, participants only access trainings from their departments
✔ Only administrators and department managers can manage participants (add, move, remove, block)