How companies, departments, locations and job titles work
Every user can have a company, a department, a location and a job title. Together they describe where someone works and what they do. Learnient uses them to decide who is given which courses and who a workflow is launched for. Set them up before you add people.
Your account and your companies
Section titled “Your account and your companies”Your account is your whole Learnient subscription. A company is one business inside it, such as one of several companies in a group. If your account covers a single business, you can create one company, or leave people without one.
Four separate lists
Section titled “Four separate lists”The four lists do not sit inside each other. A department does not belong to a company, and a location does not belong to a department. A department called Finance is the same Finance whichever company its people are in.
When you assign a course to the Finance department and one company, everyone in Finance and everyone in that company get the course, not only the people in both. If Finance in one company needs different training from Finance in another, create two departments with different names.
What each one is for
Section titled “What each one is for”| List | What it is for |
|---|---|
| Company | Training and workflows for everyone in one business |
| Department | Training and workflows for a team or function |
| Location | Training and workflows for everyone at one site. A location also holds an address and a country |
| Job title | Training and workflows for a role. A job title also carries the skills and competencies the role requires, which is how Learnient works out skill gaps |
Managers
Section titled “Managers”A manager is a person rather than a list. Only a user who is active, and whose role lets them see a team, can be chosen as someone’s manager. A workflow can be launched for everyone who reports to a particular manager.
Positions
Section titled “Positions”Some people hold more than one job, such as a role at two sites, and some organisations want every job to come from one agreed list. Set up positions in People settings moves your account onto positions: from then on everyone holds a position from your list, and somebody can hold more than one. A position is one job: a job title, department, location and company together, and it reports to another position rather than to a named manager. See How positions work.
With positions on, the user form has no company, department, location, job title or manager lists. You choose a person’s positions instead, and those four come from the position.
One of a person’s positions is primary. The primary position is the one shown as their company, department, location and job title in the users list, and their manager is the lead of the position their primary job reports to.
Training aimed at a company, department, location or job title reaches someone through any position they hold, not only the primary one. A person who works in Finance in one position and Sales in another gets the courses for both.
Switching positions off hides them but does not change who gets which training.
Moving someone
Section titled “Moving someone”When you save a change to a user, Learnient checks their courses again. Moving someone into a department gives them the courses assigned to that department shortly after you save. With positions on, you move someone by giving them a different position, and the same check runs.
Archiving and deleting
Section titled “Archiving and deleting”Archiving a company, department, location or job title does not take it away from anyone who has it. You can only delete one once nobody has it, no course is assigned to it and none of your positions names it. A job title also needs its required skills removed first.
Moving people in and back out again does not stop you deleting it. Once they have gone, nothing they left behind holds the delete up.