Learner Departments

The Learner Departments feature lets you assign users to one or several departments. This expands on the main Departments feature by decentralizing the learner management process, giving each department autonomy over its assigned users.

This feature is particularly useful when managing large numbers of learners across different teams, countries, or organizational structures.

Table of contents

• Understand how learner departments work

• Assign a learner to one or more departments 

• Remove a department assignment

• View a summary of the number of learners per department

• Learner departments and groups

• Learner departments and the catalog

• Summary
  
  

Understand how learner departments work

This feature allows department managers to view and manage only the learners in their own departments. It simplifies training assignment and progress tracking.

Assign a learner to one or more departments

From the learner tab

Follow these steps to assign a learner to a department manually:

1. Go to the "Learners" tab.
2. Select "Assigned departments" in the menu.
3. Choose the department(s) to attach to the learner and select "Attach".
4. Click "Confirm" to validate.

Via direct access link

If a learner accesses a training via a direct link, they will be automatically assigned to the department that owns that activity.

Remove a department assignment

1. Go to the "Learners" tab.
2. Select "Assigned departments" in the menu.
3. Choose one or more departments to detach from the learner.
4. Select the "Prohibit" option, then confirm.

View a summary of the number of learners per department

To see the total number of learners per department:

1. Go to the "Departments" tab.
2. Find the summary in the "Learners" column.

Combine learner departments with groups

The Groups and Learner Departments features are complementary, but serve different purposes:

• Learner Departments allow you to organize learners based on the departments created in your studio. Each department manager can only see and manage their own learners.

• Groups offer a transversal classification, independent of departments. Use them to organize learners 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:

• Departments: France, Germany, Spain

• 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 learners 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 learner department

If the catalog is enabled:

• Learners will only see trainings available in their own departments

• If a learner belongs to multiple departments, they can filter the catalog view by department

• Trainings added to the catalog for a specific department are only visible to learners in that department

Summary

✔ A learner can be assigned to multiple departments
✔ Department managers only see learners in their own departments
✔ If the catalog is enabled, learners only access trainings from their departments
✔ Only administrators and department managers can manage learners (add, move, remove, block)