How to manage Organization departments

Learn how to create and manage Organization Departments, allowing organizers to effectively group team members by department. This guide covers adding, editing, and deleting departments, as well as customizing columns and searching for departments.

What is an Organization Department?

An Organization Department helps organizers efficiently manage team members by grouping them based on relevant tasks or roles. Organizers can create custom departments to organize events and assign specific events to teams, ensuring each department only sees events pertinent to their work.

Steps to set up your Organization Department

1. Log in to the Organization backend, and select “Teams” from the left navigation menu.
   
   
   
   
   
   
2. Click on the Departments tab to access Organization Departments.
   
   
   
   
3. Click on the "Add Department" button to initiate the process of creating a new department.
   
   
   
   
   
4. Enter a department name for which you want to create the department. E.g. Marketing
   
   
   
   
5. Click on the "Add Department" button at the bottom right corner to create a department.
   
   
   
   
   
6. You will be taken to the department listing page where you can view all your created departments.
   
   
   
   
   
7. From the Department listing page, you can perform the following actions:
   1. Search
      The feature allows you to search by entering complete or partial department names in the search field.
      
      
      
      
      
   2. Adjust Columns
      You can select and keep the columns you need based on your preferences.
      
      
      
      
      
   3. Edit department
      Click on the pencil icon to edit the department.
      
      
      
   4. Delete department
      Click on the bin icon to Delete a department.
      

Step-by-Step Guide to Using the Departments Feature

Step 1: Add a Department

1. Go to the Teams Section under the Organization Module.
2. Click on Add Department.
3. Name the department appropriately (e.g., Finance, Marketing, HR).
4. Save the department to enable it within the system.

Example: Adding an Operations Department will allow all users assigned to this department to access only finance-related events.

Step 2: Assign a Department to a User

Once a department is created, assign it to specific users, ensuring they only see events tied to their designated department.

1. Go to the Users Section within the Organization Module.
2. Click on Add User and select a User Type:
   • Organization Owner
   • Organization Admin
   • Organization Coordinator

Role Summary Table

1. Enter the user’s details and choose the designated department from the Department Assignment dropdown.
2. Save to finalize the user’s access and role within the department.

Example: Assigning a user to the Operations Department ensures they will only manage and access finance-related events.

Step 3: Assign a Department to an Event

When creating or editing an event, you can assign it to a specific department, allowing access only to users within that department.

1. Go to the Events Section and select Add New Event or edit an existing event.
2. In the event setup wizard, find the Department Assignment option.
3. Select the appropriate department to limit the event’s visibility and access.
4. Save the event to complete the setup.

Example: Assigning a virtual meeting event to the Operations Department ensures it’s only visible to members within that department.

Step 4: Access for Departmental Users

Once assigned, departmental users can log in and manage events related to their department:

1. The departmental user can log in to app.vfairs.com/backend using the credentials provided by the Organization Owner.
2. They will only see events designated for their department, ensuring focused access aligned with their role.

Example: An Operations Department user logs in and views only the operations-related events they’re authorized to manage, without accessing events outside their scope.

Important Notes

• Full Access: Users assigned with Organization Owner privileges can view and manage all events if their permissions allow access to all departments.
• Event Visibility: Any new event assigned to a department will be restricted to that department only unless otherwise configured by the organization owner.