Entering departments allows you to assign a required training for all employees within that department. For example, you may require all employees in the Document Control department to complete a Change Management training. You may enter departments as you need them, or you may enter them all in advance. You may also import departments when you import employee data. Any new departments will be automatically added to your list of departments.

You may view or edit department records using the Department List and Department Detail screens. If you edit a department name, the revision will automatically be reflected in all employee and training records associated with the department.

Department List

You may view or edit departments as a list using the Department List screen. This screen allows you to easily scroll through all departments.

To view or edit departments as a list, follow these steps:

1. Open any screen.
2. From the navigation panel on the left, click Departments.
3. The Department List screen will open.
4. View or edit records.

Or you may follow these steps:

1. Open the Employee List, Employee Detail, or Training Detail screen.
2. Double click on Department.
3. The Department List screen will open.
4. View or edit records.

Department Details

You may view or edit departments individually using the Depatment Detail screen. This screen includes a list of the training required for each department, and a list of employees assigned to each department. Use the arrows at the bottom to navigate through the records, or right-click on any field to sort or find by that field. To return to the list of all departmens, click on Open Department List.

To view or edit department details, follow these steps:

1. Open the Department List screen.
2. Locate the department to view or edit.
3. Double-click on the Department.
4. The Department Detail screen will open.
5. View or edit records.

To view employees assigned to a department, follow these steps:

1. Open the Department List screen.
2. Locate the department to view.
3. Double-click on the Department.
4. View employees listed under Employees in this department.

Employees cannot be edited from this screen. To edit employee departments, please go to the Employee Detail screen.

Add a Department

You may enter departments as you need them, or you may enter them all in advance.

You may import departments when you import employee data from Excel®. Just include the department in the appropriate column, and any new departments will be automatically added to your list.

To add a new department, follow these steps:

1. Open the Department List screen.
2. At the bottom of the screen locate the blank line for a new record.
3. Type in the name of the new department.

Or you may follow these steps:

1. Open the Department Detail screen.
2. At the bottom of the screen locate the navigation buttons.
3. Click New (>*).
4. A new (blank) department record will open.
5. Type in the name of the new department

Or you may follow these steps:

1. Open the Employee List, Employee Detail, or Training Detail screen, Required tab.
2. In Department, type in the name of the new department.
3. A dialog box will open.
4. To confirm the addition of the new department, click Yes.

Delete a Department

CAUTION: If you delete a department, it will no longer be displayed with any employees or trainings that have already been associated with it.

To delete a department, follow these steps:

1. Open the Department List screen to the record you wish to delete.
2. Right-click on the record.
3. A pop-up menu will open.
4. Select Delete Record.
5. You will be asked to confirm the deletion. Click Yes.

Or you may follow these steps:

1. Open the Department Detail screen to the record you wish to delete.
2. Right-click on the record.
3. A pop-up menu will open.
4. Select Delete Record.
5. You will be asked to confirm the deletion. Click Yes.
   

Assign Departments to Employees

You may assign departments to employees from the Employee Detail screen.

To assign a department to an employee, follow these steps:

1. Open the Employee Detail screen to the correct employee record.
2. Select the Department from the list, or type in a new department.

To remove a department from an employee record, follow these steps:

1. Open the Employee Detail screen to the correct employee record.
2. Delete the text in the department field.

Assign Required Training by Department

You may assign required training for each department from the Training Detail screen, Required section, or from the Department Detail screen.

To assign required training to a department, follow these steps:

1. Open the Department Detail screen to the correct department record.
2. Under Trainings Required for this Department, go to the bottom of a list to a new (blank) record and select the Department.
3. This training will now be required for all employees assigned to this department.

Or follow these steps:

1. Open the Training Detail screen to the correct training record.
2. In the middle of the screen, select the category "Required" and the sub-category "By Department".
3. Under Required Department, go to the bottom of a list to a new (blank) record and select the Department.
4. This training will now be required for all employees assigned to this department.

To remove required training from a department, follow these steps:

1. Open the Department Detail screen to the correct department record.
2. Under Trainings Required for this Department, locate the training you wish to remove.
3. Right-click on the required training record.
4. A pop-up menu will open.
5. Select Delete Record.
6. Confirm the deletion.

Or follow these steps:

1. Open the Training Detail screen to the correct training record.
2. In the middle of the screen, select the category "Required" and the sub-category "By Department".
3. Under Required Department, locate the department you wish to delete.
4. Right-click on the required department record.
5. A pop-up menu will open.
6. Select Delete Record.
7. Confirm the deletion.