Setting up companies, departments, locations and job titles

Companies, departments, locations and job titles are the lists you choose from when you add a user and when you decide who a course is for. Setting them up before you add or import people means everyone can be placed correctly from the start.

Adding one

1. Choose Admin at the top of the page, then People in the left-hand menu, then Companies, Departments, Locations or Job titles.
2. Choose New company, New department, New location or New job title at the top right.
3. Fill in the details (see the table below).
4. For a job title, you can also say which skills the role needs:
   1. Under Required skills, choose Add skill and pick the skill. Each one in the list shows how it is measured, such as Named or Achieved (yes/no).
   2. Choose the level the role needs, such as Level 3. The panel tells you that anyone below that level shows as a gap on this role.
   3. If you want, switch on Essential and choose an Urgency, then choose Add requirement.
5. Choose Add company, Add department, Add location or Add job title. You will see a message saying it was created, and it appears in the list.

List	What you fill in
Companies	Name of company
Departments	Name of department
Locations	Name of location, plus Address and Select country if you want them
Job titles	Name of job title, plus Role criticality, Required skills and Required competencies if you want them. The job title form opens as a panel on the right

Screenshot missingjob-title-required-skill

The Add new job title panel with a name typed in and the Add a required skill picker open on a Named skill, with Level 3 selected and the "Anyone below Level 3 shows as a gap on this role" hint, the Essential switch and Urgency visible above Add requirement.

Expected at src/assets/screenshots/guides/set-up-companies-departments-locations-and-job-titles/job-title-required-skill.png

Each list has a Search box and an Active and Archived tab. The Active, Other and Total columns count the people who have each item. Someone who has been invited but has not yet accepted counts under Other.

Adding one while you add a user

You do not have to leave the user form to add a department. In Advanced information, type the new name into Department and choose Create department.

Adding many at once

1. On the list’s page, choose the import button, such as Import departments.
2. Choose Download template and fill in the spreadsheet. Do not remove or reorder the template’s columns.
3. Drop the file onto Drag and drop file here, or click it to choose the file.

Companies are the exception. Departments, locations and job titles each have their own import button; the companies list does not. Companies are added one at a time, or created for you by a user import.

Importing users does this for you as well. A department, job title, company, location or user group named in a user import is created if it does not exist yet.

Archiving, activating and deleting

1. Choose the three-dot menu at the end of the row.
2. Choose Archive and confirm. It moves to the Archived tab and stays on everyone who has it.
3. To bring it back, open Archived, choose the three-dot menu and then Activate, and confirm.
4. Delete is greyed out, with This item cannot be deleted because it is associated with users, while anyone has it. Move those users to another item first, or archive it instead.

Once everybody has been moved out, you can delete it, even if they were only moved in for a short time. Moving people in and back out again leaves nothing behind that holds the delete up.

Even when nobody has it, you cannot delete one that a course is assigned to. For a company the message is Cannot delete this company. Some courses are still assigned. Remove it from those courses’ assignments first.

A job title that has required skills cannot be deleted either. Remove its required skills first.

If your role lets Lenni make changes for you, you can also ask Lenni to delete one, such as “delete the Leeds location”, or to take people out of one, such as “take Fred Jones out of the Sales department”. Lenni makes the same checks and tells you what’s stopping a delete. See Deleting a department, location, job title or company with Lenni.

Deleting a company, department, location or job title that a position names

If your account uses positions, you cannot delete a company, department, location or job title that one of your positions names, even when nobody holds that position. The message is A position still uses this, so it cannot be deleted. Change or delete that position first. Open Positions, then change that position or delete it, and try again.

If positions were switched on in the past and are now off, the positions you named then are kept, unused, for if you switch back on. One of those can still name what you are deleting, and you cannot change it while positions are off. The message says how many there are, for example This cannot be deleted because 2 positions kept from when positions were switched on still use it. Archive it instead. Archive it instead, and it stays on everyone who has it.

When your HR system is connected

If your account is connected to an HR system, departments, locations and job titles can be created by the HR system as it updates your people, and its next update can replace a department, job title or location you changed on someone in Learnient.

What happens after you save

A new company, department, location or job title does not change anyone’s courses by itself. Courses change when you give it to users, because saving a user checks their courses again.