How to Add Organisational Units in the SMS

How to Add Organisational Units in the SMS

Overview

Part of the process of setting up your SMS is creating Organisational Units. An Organisational Unit in the SMS functions as a grouping of SMS internal users to make task assignment and other administrative set up, such as Automations, easier and faster. Organisational Units can be created based on roles, or specific responsibilities e.g. Finance administrators, enrolment administrators, trainers, trainer support or any other similar groups. 

Creating an Organisational Unit allows your administrators to easily assign tasks to a specific Organisational Units, or perform other administrative tasks with more efficiency. 

This tutorial will walk you through how to create an Organisational Unit in the SMS and provide information on where to use Organisational Units. 

Step Tutorial

Creating an Organisational Unit


Note: Organisational Units can only be created by users with Admin roles. 


  1. Log in to your SMS. Navigate to Administration > Settings > Organisational Units tab. Click "New" to start adding your Organisational Unit. 



    1. Description - Enter a description which will serve as the Organisational Unit name. 
    2. Roles - Select from the dropdown the Role types included in this Organisational Unit. An Organisational Unit can be composed of users with either Admin and/or Trainer roles. 
    3. Users - select the users to be included in the Organisational Unit. Users can be in multiple organisational units. The dropdown will list all system users created in the People page. 
    4. Active - toggle to select if the Organisational Unit is active (available for use)
    5. Save - Click Save to save the newly created Organisational Unit.  

  3. Once the Organisational Unit is created, this will be displayed in the data table. The data table displays information for a quick view and also allows users to edit, delete or add sub-Organisational units within the main Organisational Unit. 

    1. Clicking on the Action button allows users to Edit or Delete the Organisational Unit. 



    2.  Create sub-organisational units by clicking on the expand button and clicking New. Sub-organisational units function as a sub-group within the main Organisational Unit. For example, within the Enrolment Administrators, users may want to create another unit that handles specific Programs. 


    3. Clicking on the down arrows in the Role and Users column will display information on the Role type for the Organisational Unit and the Users added to the unit. 



Using Organisational Units in the SMS


Assigning Tasks

When assigning tasks, Organisational Units makes task assignments easier and more efficient. Instead of assigning the tasks to multiple users, tasks can be created and assigned to specific Organisational Units or sub-organisational units and all the users within this Unit will have the task added to their list or will have access to take ownership of the task depending on the task settings. 



Creating Automations

Organisational Units can also be used in quickly setting up Email automation recipients or Reports automation recipients. 

Email


Reports



Important Note: Automation is available in the Maximise package. Please contact Support if you would like to know more about this feature. 


Organisational Units functions as a grouping of users that your organisation can use to create groups for different Users that perform specific tasks, functions or responsibilities. Organisational Unit in the SMS allows can be used for better task management and more efficient administration. 



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