Adding New Departments

By Caroline Roberson on June 23, 2022

Departments are an optional feature of Berke. Departments are a way for companies with many users to organize their internal structure when tracking participant progress and setting roles and permissions.

Please note: You must be the Owner or an Administrator of a higher level within your Berke account to create and assign departments.

Getting started.

To set up departments, log in to your Berke account. Go to the Settings menu in the upper right corner and click to open, then select “Departments” from the navigation shown.

If you have never opened the department page before, a prompt will ask you if you want to continue.

screenshot of the Deparments navigation

You can use the departments feature to organize your company structure in whatever way makes the most sense to your team. For example, if you have several offices in different cities, you can make departments named after where those offices are located. If you are a staffing agency, this is a great way to organize by the clients each team services. You can also make sub-departments within departments to structure not only by location but by function such as accounting or human resources.

Name your department and select the “Create” button to save it. This first department will appear in a directory tree beneath your company name. An options box below the organization tree area displays the details of your newly created department and can be edited at any time for typos or to add additional descriptions or IDs as needed.

screenshot of the create department prompt

Building organization trees.

You can create new departments at any time by clicking on a name in the department directory tree at the top of the page to highlight it. Then, select “Create department in…” to designate you would like the department to be a sub-department of the highlighted item. Enter a name for your new department in the field provided and select “Create” to save it. It will then appear in the organizational tree where you specified.

You can reposition departments within the tree by selecting the name you want to move. Once highlighted, choose the “Move Department” button from the lower right options below by your details section, and select the item you would like the department to move under from the list that appears. Note: All sub-departments of any department you move will relocate with it when you confirm a move request.

screenshot of the department actions available

There is an option to delete or disable entire department structures in the department details area when one has been selected from the organization tree. These buttons are located to the right of the details area. To disable a department, you must supply a brief reason to be stored in the department log. The Support team will review the reason if users or participants file support requests when denied access.

Deleting a department is irreversible and requires you to assign an active department to receive all assessments and users currently assigned to the department you are about to remove. You will see a confirmation notice upon completion of this task.

Assigning departments.

Once you have departments created within your account, you will have the option to assign them to participants and users.

To assign a department to a participant, go to your People tab and locate the name of the person, then click on it in the left-most column to open their participant info. A department assignment drop-down appears beneath the Hiring Manager drop-down. Select the department you would like and save the change.

screenshot of a participant department info area

Participants can also inherit departments based on the hiring manager assigned to their assessment when their invitation is created.

To assign users in your company to departments, you must be an Administrator or Owner within your Berke account. Hiring Managers and Proctors will not have this level of permission. Go to the Settings menu in the upper right corner and click to open, then select “Users” from the navigation shown. Pick the user you want to assign and open their information. There are three roles you can attach to any given user; hiring manager, proctor, and administrator.

  1. Hiring managers can view scores and reports for the people directly assigned to him or her. Hiring managers have no department rights. Their assessments automatically are assigned to their department. This is usually for internal billing (departmental chargebacks). Berke’s detailed billing report can tell who bought an assessment in what department.
  2. Proctors can manage assessments in their department and down, but cannot see scores and reports. They also cannot make/modify departments.
  3. Administrators can manage departments and assessments in their department and down.

Capability summary for user’s assigned department and down

RoleManage AssessmentsView Scores/ReportsMake/Manage Departments
Hiring ManagerXX 

Choose the role appropriate for the person, and then assign them to a department level. For more information about adding users and assigning permissions to their roles, see our tutorial on Adding New Users.

screenshot of user roles and permissions settings

Department API management.

Departments can also be managed via the Berke API via these methods.

  • GetDepartmentTree – Returns all or part of your company’s department hierarchy in tree format.
  • GetDepartmentBilling – Gets active and historical billing data for a department.
  • UpdateDepartment – Updates an existing department.
  • SetDepartmentEnabled – Enables or disables a department (and all descendant departments).
  • SetDepartmentBilling – Sets optional billing data for a department. Each time you SetDepartmentBilling for a given department, the prior billing information is archived and automatically inactivated. If you pass in data we already had on file, the change will be ignored.

Topics: using highmatch

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