Manage departments

How-to guide Who can do this: Tenant Owner, Tenant Admin, Merchant Owner, Merchant Admin

Departments group your company's users, and on the fleet side its vehicles too. Add them, rename them, switch them off when no longer used, or delete them.

Before you start#

Who: Tenant Owner or Tenant Admin for your company's departments; Merchant Owner or Merchant Admin for a merchant's departments. A Merchant Supervisor can see the merchant's departments but not change them.
Where: Departments in the menu, under Tenants for a fleet company or Merchants for a merchant. Tenant and merchant departments work the same way; you see only your own organisation's.
What a department is used for: tenant departments can be set on users and vehicles; merchant departments on users.

Steps#

To add a department:

On Departments, click Add Department.
Under Department details, enter the Name and, if you like, a Description.
Click Save. The page shows "Department created successfully." and returns to the list.

To rename or change a department:

On Departments, click the department's name or its Edit (pencil) icon.
Change the Name or Description and click Save. The page shows "Department updated successfully."

To switch a department off or on, open its edit form and use the Active switch in the Status section, then Save; see Deactivate or reactivate a record. Prefer this to deleting a department that is still in use: a deleted department is no longer offered on any form.

To delete a department:

On Departments, click the department's Delete (bin) icon.
Read "Are you sure you want to delete department … This action cannot be undone." and click Yes, delete. The page shows "Department deleted successfully."

What happens next#

A new department starts active and can be chosen on user forms, and for a tenant on vehicle forms.
An inactive department is no longer offered for new choices. Users, and vehicles, already in it keep it, shown with "(inactive)" when their form is opened.
Every change, including switching off and on and deleting, is recorded in the audit log.

Rules and limits#

Rule	Detail
Names	A name can be used only once in your organisation
Finding departments	Search departments… matches names. Under Filters, the Status filter shows All, Active or Inactive departments after Apply; it is All by default
Export	Export to Excel includes a Status column

If something goes wrong#

Message	Cause	Fix
"A department with this name already exists."	The name is already used in your organisation	Choose another name, or, if the department is only switched off, reactivate it
No Add Department, Edit or Delete	Your role can only view departments	Ask an Owner or Admin of your organisation