Within your online academy, you can easily adjust the organisational structure to match the setup of your organisation. This article explains what the organisational structure is and how to configure it.
We recommend setting up the organisational structure during the initial implementation. This allows you to add users and modify them more easily, maintain a clear overview of learning activities, better analyse reports, and configure the management structure effectively.
What is the organisational structure?
The organisational structure is designed to assign employees to specific components within your organisation. Every user is always linked to a company and a department, and they can also be assigned to teams, functions, and/or groups.
You can assign learning activities to these organisational components, which means all users within a specific company, department, team, group, or function will automatically be enrolled in those activities.
Later in this article, we’ll explain the functionalities of each part of the organisational structure in more detail.
How do I add a component to the organisational structure?
Navigate to "Organise" in the left hand menu.
Click on the tab of the organisational component you want to add an entity to.
Click on the "+".
Give the new entity a name.
Click on "Save changes".
Components of the organisational structure
Companies
A company is the top level of your organisational structure. Every company must always be linked to a department. A single company can include multiple departments. Each user is always associated with a company.
When you click the pencil icon in the row of an existing company, the following tabs become available:
Details: Edit the name of the company here.
Assign: Add learning activities here that will be assigned to users within a company. As soon as a user is linked to that company, they will automatically be enrolled in the linked learning activities. You can also add qualifications here, ensuring that users linked to the company are also enrolled in those qualifications. This way, you make sure that users within a company are always required to obtain the correct certifications.
Participants: Here, you’ll find an overview of all users associated with the company. You can also see which department a user is linked to and what function they have. You cannot add a user to the company from this page. It’s also not possible to add or remove users from the online academy here. To manage users, go to the user overview via "Users" in the menu bar on the left.
Managers: Here, you can see which managers are linked to the company, and therefore have access to the users within that company. You can also add or remove managers from this screen. It is not possible to create managers here; this can only be done when creating or editing users via "Users" on the left side of the screen.
Departments
A department is part of the top layer of your organisational structure. Each department is always linked to a company. One company can have multiple departments. Every user is always assigned to a department.
When you click the pencil icon next to an existing department, the following tabs will appear:
Details: Edit the name of the department here. You can also select the company that the department belongs to.
Assign: Add learning activities here that will be assigned to users within a department. As soon as a user is linked to that department, they will automatically be enrolled in the linked learning activities. You can also add qualifications here, ensuring that users linked to the department are also enrolled in those qualifications. This way, you make sure that users within a department are always required to obtain the correct certifications.
Participants: Here, you’ll find an overview of all users who belong to the department. You can also see which function each user has. Use the plus icon in the top right corner to add existing users to the department. It’s not possible to add or remove users from the online academy here. To do that, go to the user overview via "Users" in the menu on the left.
Managers: Here you can see which managers are linked to the department and therefore have insight into the users within that department. You can also add or remove managers here. It’s not possible to create new managers in this section - this is done when creating or editing users via "Users" in the menu on the left.
Teams
By using teams, you can add another layer to your organisational structure. Teams offer flexible use, as they are not linked to departments or companies, and users can be part of multiple teams. Unlike companies and departments, assigning a user to a team is optional.
By clicking the pencil icon next to an existing team, the following tabs will appear:
Details: Edit the name of the team here.
Assign: Add learning activities here that will be assigned to users within a team. As soon as a user is linked to that team, they will automatically be enrolled in the linked learning activities. You can also add qualifications here, ensuring that users linked to the team are also enrolled in those qualifications. This way, you make sure that users within a team are always required to obtain the correct certifications.
Participants: Here, you’ll find an overview of all users who belong to the team. You can see which company and department a user belongs to, and you can see which function each user has. Use the plus icon in the top right corner to add existing users to the team. It’s not possible to add or remove users from the online academy here. To do that, go to the user overview via "Users" in the menu on the left.
Managers: Here you can see which managers are linked to the team and therefore have insight into the users within that team. You can also add or remove managers here. It’s not possible to create new managers in this section - this is done when creating or editing users via "Users" in the menu on the left.
Functions
Functions allow you to add another layer to your organisational structure. They offer flexible use, as they are not linked to departments or companies, and users can have multiple functions. Functions are also separate from the management structure. Unlike companies and departments, assigning a function to a user is optional.
By clicking the pencil icon next to an existing function, the following tabs will appear:
Details: Edit the name of the function here.
Assign: Add learning activities here that will be assigned to users who have a certain function. As soon as a user is linked to that function, they will automatically be enrolled in the linked learning activities. You can also add qualifications here, ensuring that users linked to the function are also enrolled in those qualifications. This way, you make sure that users with a certain function are always required to obtain the correct certifications.
Skills: Here, you can assign skills to a function. This means that all users with this function will automatically see the assigned skill in their personal skill overview.
Participants: Here, you’ll find an overview of all users who have this particular function. You can also see to which company and department each user belongs to. Use the plus icon in the top right corner to add existing users to the department. It’s not possible to add or remove users from the online academy here. To do that, go to the user overview via "Users" in the menu on the left.
Groups
Groups allow you to organise users outside of the fixed organisational structure into a (temporary) group. For example, you might use this for a trainee cohort, an onboarding programme for new employees, or a management development programme.
By clicking the pencil icon next to an existing group, the following tabs will appear:
General: Edit the name of the group here.
Users: Here you’ll find an overview of the users that belong to a specific group. You can also see which company and department each user is linked to, as well as their function. Additionally, the table shows who the user's primary and, if applicable, secondary supervisor is. By clicking the pencil icon next to a user, you can adjust their primary and secondary supervisor. These supervisors must be managers. They will only have access to the learning analytics of that specific user. This access is granted via "My Team", where they can view the user’s learning analytics.
Supervisors: You can assign supervisors to a group. From that moment on, supervisors will have access to the learning analytics of the users within the group they are supervising. Supervisors can be either admins or managers. Supervisors added through this tab are assigned to the entire group. They can monitor the learning analytics of the users they have access to via "My Team".
Assign: Add learning activities here that will be assigned to users within a certain group. As soon as a user is linked to that group, they will automatically be enrolled in the linked learning activities. You can also add qualifications here, ensuring that users within that group are also enrolled in those qualifications. This way, you make sure that users in a certain group are always required to obtain the correct certifications.