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Manage departments

Departments in Teach Up allow you to organize a studio into multiple autonomous sub-studios, referred to as "departments." Each department functions as an independent entity, consisting of:

  • authors, who may be assigned exclusively to this department or to multiple departments.
  • activities created in Teach Up, such as courses, assessments, and training paths.

This setup is particularly useful for teams collaborating within the same studio, as it allows each team to view only its relevant activities, facilitating better organization and streamlined collaboration. Additionally, departments help restrict access to modifications on specific productions, ensuring content security and an optimized structure.

Only account administrators can create, rename and delete departments. Department managers don't have access to the "Departments" tab: they can only assign authors to the departments available to them, from the "Authors" tab.

Table of Contents

This feature is available to users with the Departments option enabled.

Create a new department

By default, when the departments feature is activated, a single department, "Dpt. 01", is created, with all authors and activities initially grouped under this department.

To create a new department:

  1. Go to the "Departments departements"  tab.
  2. Click on "New department".
  3. In the "Add a department" window, enter the name in the "Department name" field (you can rename it later).
  4. Click on "Confirm".

Once created, the department will appear in the list. By default, it is empty; you must assign one or more authors to it for it to be functional.

Assign departments to authors

Assign departments to a single author

To assign a department to an individual author:

  1. Go to the "Authors ParentSocial" tab in the main menu.
  2. Locate the author you want to assign, then click on the three dots on the right of their row.
  3. Select "Assigned Departments departements" from the menu.
  4. Choose one or more departments to assign to the author.
  5. Click on "Confirm" to save.

The author will now have access to the activities within the assigned departments.

If you remove an author from a department, they lose ownership of the courses they own in that department.

Department managers can also assign authors, among the departments available to them.

Assign departments to multiple Authors

To assign departments to multiple authors simultaneously:

  1. In the "Authors" tab, click on "Select" at the top right of the authors list, then check the boxes next to the authors you want to assign.
  2. Click on the "Edit the departments" icon departements at the top right of your selection.
  3. Select the departments you wish to assign and click on "Confirm".

Link activities to a department

To assign a course, training path, or assessment to a department:

  1. In the menu, click on "Studio".
  2. Locate the activity, then click on the three dots optionV on the right of its row.
  3. Select "Department assigned" departements.
  4. In the window that opens, choose the department.
  5. Click on "Confirm".

An activity (course, assessment, or training path) can only be linked to one department.

When you change an activity's department, it loses its owner if the owner doesn't belong to the new department, as well as the labels of the original department.

Filter activities by department

The "Department" column of the activity list shows each activity's department. To display only the activities of one department:

  1. In the menu, click on "Studio".
  2. Click on "Filter".
  3. In the "Departments" field, click on "Choose" and select the department.
  4. Click on "Apply".

Rename a department

To rename a department:

  1. Go to the "Departments" departements tab.
  2. Locate the department, then click on the three dots optionV on the right of its row.
  3. Select "Rename" edit-1.
  4. In the "Rename a department" window, enter the new name in the "Department name" field.
  5. Click on "Confirm".

Delete a department

A department can only be deleted when it is empty: no activities, authors or department managers may be assigned to it. Otherwise, "Delete this department" is greyed out in the menu.

First assign its activities to another department (see Link activities to a department), then remove its authors and department managers (see Assign departments to authors).

To delete an empty department:

  1. Go to the "Departments" departements tab.
  2. Locate the department, then click on the three dots optionV on the right of its row.
  3. Select "Delete this department" trash_red.
  4. When asked "Are you sure you want to delete this department?", click on "Confirm".

Frequently Asked Questions

Who can create and manage departments?
Only account administrators can create, rename and delete departments. There can be multiple administrators per account.

Department managers don't have access to the "Departments" tab. They can assign authors to the departments available to them, from the "Authors" tab.

Why don’t I see the “Departments” tab?
If you don’t see the “Departments” tab, the feature may not be enabled or you may not be an account administrator. Department managers and authors don't have this tab.

Can a department be renamed after it’s created?
Yes, with "Rename" (see Rename a department).

What happens to a department's activities when it is deleted?
A department that contains activities cannot be deleted, so no activity is ever deleted with it. First assign each activity to another department, remove the authors and department managers, then delete the empty department.

How many departments can be created?
There is no set limit to the number of departments you can create in your Teach Up workspace.

Can a course, assessment, or training path be linked to multiple departments?
No, each activity can only be linked to a single department.

Can an author belong to multiple departments?
Yes, an author can belong to one or more departments.