This guide explains how sites and departments are used to organise users within a group and how site leaders can manage users within their assigned area.
Sites and departments provide a second level of organisation beneath the group structure.
What Is a Site or Department?
A site or department is used to divide a group into smaller, manageable sections.
This allows organisations to separate users by:
Location.
Department.
Factory.
Branch.
Operational Area.
Business Unit.
Although some academies use the term "site" and others use "department", both serve the same purpose.
Why Use Sites or Departments?
Sites help organisations:
Separate users into logical groups.
Delegate management responsibilities.
Improve reporting accuracy.
Monitor training by location.
Review compliance by area.
Without sites, all users would be managed directly at the group level.
Creating Sites
Sites are created by the Group Leader.
The group leader can
Add new sites.
Edit existing sites.
Delete Sites.
Assign Site Leaders.
Change Site Leaders.
Once created, users can be assigned to the Site.
Site Leaders
A site leader is responsible for managing users assigned to a specific site.
The Site Leader role is assigned by the Group Leader.
What Can a Site Leader Do?
Site leaders can:
View site users.
Monitor course progress.
Access Training Matrix reports.
Review compliance.
View certificates.
Site leaders only have visibility of users assigned to their site.
They cannot access information for users assigned to other sites.
Training Matrix Access
Site Leaders have access to Training Matrix reporting.
However, the report only displays users belonging to their assigned site.
This allows site leaders to focus on their own teams without viewing data from the wider organisation.
Certificates
Site leaders can also access certificates for users within their site.
This allows local managers to verify training completion without requiring group leader access.
Best Practice
To maintain effective site management:
Create sites before adding users.
Assign users correctly.
Keep site assignments up-to-date.
Review Site Leader access regularly.
Platform Variations
Some academies use sites.
Others use departments.
Some academies do not use sites or departments at all and instead manage users directly within a group.